THE ART OF LEADERSHIP AND MANAGEMENT ON THE GROUND – A GUIDE FOR LEADERS AND MANAGERS TO BUILD SUSTAINABLE ORGANIZATIONS “To meet the demands of a successful transformation in any organization, community or society, every leader must be prepared to undergo an internal transformation, a painful process cleansing a leader from the contamination of an unconscious, unthinking, gender-, race-, and rank blind society. Like steel forged in the white heat burning the impurities, so a leader is moulded on the anvil of those invisible social forces that must lead to change - human change, a change that must lead those at the margins to have more access to resources and power over choices. The leader of today must be prepared to sit in the fire of transformation without getting burned!” Frank Julie 2 THE ART OF LEADERSHIP AND MANAGEMENT ON THE GROUND – A GUIDE FOR LEADERS AND MANAGERS TO BUILD SUSTAINABLE ORGANIZATIONS THE ART OF LEADERSHIP AND MANAGEMENT ON THE GROUND If you have come here to help me, You are wasting your time. If you have come here because your liberation is bound up with mine, Then lets work together. (Aboriginal prisoner: Lilla Watson) 3 THE ART OF LEADERSHIP AND MANAGEMENT ON THE GROUND – A GUIDE FOR LEADERS AND MANAGERS TO BUILD SUSTAINABLE ORGANIZATIONS Contents: Acknowledgements p. 7 Dedication p. 8 About the author p. 10 Foreword by Dr Linda Cooper – University of Cape Town p. 12 Some thoughts and accompanying questions by James Taylor p. 13 Comments from other leaders p. 14 Introduction p. 16 What this book aims to achieve p. 21 PART 1: UNDERSTANDING WHAT LEADERSHIP AND MANAGEMENT IS A: The struggle of leadership and management 1. Elements of effective and authentic leadership p. 24 2. What is management? P. 25 3. The differences between leadership and management p. 28 4. Leadership and eldership p. 29 5. The final test p. 30 6. The 5 different levels of leadership and implications for organizational practice p. 30 7. Leadership and unconscious use of rank p. 31 B: What effective leaders practice: 1. Beware of your shadow p. 32 2. Power + Privilege – Privacy p. 33 3. Combat hero worshipping p. 34 4. Pay attention to invisible leadership – what most leaders don’t know! p. 35 5. Image vs. True Identity – towards leadership integrity p. 35 6. Task-based vs. emotional based relationships p. 36 7. Happiness is an inside job p. 37 8. Be brave – fire yourself! p. 38 9. The organization is not your life! p. 40 10. Why you must work yourself out of your job! p. 40 11. Effective leaders are self-made p. 44 12. Effective leaders are also effective followers p. 44 13. Effective leaders suffer for their organizations! p. 46 4 THE ART OF LEADERSHIP AND MANAGEMENT ON THE GROUND – A GUIDE FOR LEADERS AND MANAGERS TO BUILD SUSTAINABLE ORGANIZATIONS 14. Exercise 1 p. 48 PART 2: THE CHALLENGES OF LEADERSHIP AND MANAGEMENT 1. So, what is organization? p. 51 2. The elements of organizational life – so, what is the organization all about? p. 54 2. Leadership and ambiguity in NGO’s p. 57 3. Leadership polarities – towards a model of organizational leadership p. 62 4. Stages of organizational development – where is your organization right now? p. 63 5. A diagnostic map of organizations in the three phases p. 64 6. Mediating natural tension (the no-go theory) – what every leader should know! p. 65 7. Policies – Profits – People: Why NPO’s are so unique? p. 70 8. Exercise 2 p. 72 PART 3: ESSENTIAL LEADERSHIP SKILLS 1. Problem solving p. 75 2. A model of problem-solving p. 76 3. Effective decision making p. 77 4. Effective communication p. 79 5. Effective listening p. 82 6. Effective delegation p. 84 7. Effective meeting management p. 86 8. Effective team building p. 89 9. Effective conflict transformation p. 100 10. Effective people development – the do’s and the don’ts p. 103 11. Understanding change with staff and volunteers p. 107 12. Effective people development – why good manners are important p. 109 13. So, how much should I earn? Determining salary scales in NPO’s p. 109 14. Effective report writing p. 111 15. Effective work plan design and management p. 113 16. Exercise 3 p. 117 PART 4: IMPORTANT LEADERSHIP RESPONSIBILITIES A: Mobilising resources to achieve strategic objectives: Professional fundraising: Let us get rid of illusions p. 121 5 THE ART OF LEADERSHIP AND MANAGEMENT ON THE GROUND – A GUIDE FOR LEADERS AND MANAGERS TO BUILD SUSTAINABLE ORGANIZATIONS 1. Why professional fundraising? Some current donor trends p. 123 2. From professional fundraising to fund development to resource mobilisation p. 124 3. The 8 basic principles of fundraising p. 1 25 4. The self-test: are you prepared to fund yourself? p. 127 5. The planning cycle p. 128 6. Various donor markets p. 130 7. Why people give? p. 132 8. Effective donor management p. 133 9. Effective strategic communication and donor acquisition p. 135 10. Let us look at organizational sustainability p. 137 11. Ideas for financial sustainability p. 141 12. Some ideas of how to contact potential donors p. 142 13. There is no such thing as a regret letter p. 144 14. Writing the winning proposal p. 145 15. The funding enquiry p. 155 16. Using fundraising consultants p. 156 17. Identifying “good” and “bad” donors p. 156 18. Identifying “good” and “bad” recipients p. 158 19. Why donors and recipients are equals p. 159 B: Relationship responsibility towards your client base (staff, volunteers, board, beneficiaries, donors, consultants) 1. Once again, let us get rid of illusions! p. 160 2. So, what is relationship responsibility? p. 161 3. Taking relationship responsibility – the four stages p. 161 4. How to relate to your various constituents p. 163 C: Getting your board on board! 1. Your board is not a necessary evil! P. 165 2. Some common board challenges p. 165 3. Why we need boards p. 165 4. The 3 different levels of board involvement p. 167 5. Recruiting the right board members p. 168 6. How to find the skills that you need p. 170 7. How to keep your board on board p. 170 6 THE ART OF LEADERSHIP AND MANAGEMENT ON THE GROUND – A GUIDE FOR LEADERS AND MANAGERS TO BUILD SUSTAINABLE ORGANIZATIONS 8. Where and how to find the right board members p. 171 9. The process of recruitment and selection p. 171 10. The induction process – what many NPO’s fail to do! p. 172 11. A board must support its director p. 172 12. Roles and responsibilities of board and management p. 174 D: Strategic planning – dealing with organizational change 1. How to deal with organizational change p. 176 2. The wrong approach p. 177 3. So, what is strategic planning? p. 178 4. The organizational fit model – putting your organization on trial p. 179 4. Strategic planning and its advantages p. 180 5. Components of a strategic plan p. 181 6. Some lessons from experience p. 187 7. Exercise 4 p. 188 PART 5: PERSONAL LEADERSHIP AND SELF DEVELOPMENT A: Leadership and effective money management - how to start living to work and not working to live! 1. The three types of persons using money p. 190 2. A problem of lifestyle p. 191 3. The external environment p. 191 4. The non-profit environment p. 191 5. How society is organised p. 192 6. How do you relate to money? p. 193 7. Some rules about the use of money p. 194 8. Some principles underlying the budgeting process p. 195 9. Understanding your sources of income p. 199 10. Disruptive elements that can affect your budget p. 199 11. What your personal budget should look like p. 200 12. A poem about money p. 201 B: PERSONAL LEADERSHIP AND THE OBSTACLES TO SELF-MANAGEMENT 1. Moving towards self-awareness and awareness about your world p. 204 2. Don’t become a victim of mental death p. 205 7 THE ART OF LEADERSHIP AND MANAGEMENT ON THE GROUND – A GUIDE FOR LEADERS AND MANAGERS TO BUILD SUSTAINABLE ORGANIZATIONS 3. Six ways to expand your influence p. 207 4. Dream with your feet on the ground p. 211 5. Learn to balance your life p. 214 6. The two streams of self development p. 218 7. Discover your hidden potential – Johari’s window p. 221 8. Learn to understand yourself better p. 222 9. Your life plan – so what do you want to be remembered for? p. 225 10. Some guidelines for self-management p. 226 11. Burn-out and stress – a brief perspective from experience p. 229 12. Some self-development tips for everyday life p. 230 13. Are you prepared to die before you are fully born? p. 231 SOME OBSERVATIONS FROM THE FIELD OF PRACTICE 1. Collective weaknesses of the sector p. 233 2. Empowerment is a myth p. 233 3. Beware of the Bush-Blair-Bin Laden dynamic in your organization p. 235 4. Towards more organizational conscious consciousness p. 236 5. Why organizational problems are always personalised p. 237 6. Development consultants must build leadership confidence p. 237 7. Towards a deep democracy p. 239 8. Why NPO’s must stop behaving like beggars p. 238 9. From global understanding to local action to global standards p. 239 9. How human society is put on trial – the three struggles p. 240 10. Balancing national with global interests p. 242 11. The fourth struggle – a struggle for new meaning and true spirituality p. 242 12. South Africa today – was it half a loaf and half a baby? p. 245 13. Removing the mask – why integration and transformation not assimilation and reform p. 247 14. Conclusion: so what will you do tomorrow morning? p. 248 15 Exercise 5 p. 252 Bibliography p. 253 Appendixes: - Some inspiring poems p. 268 8 THE ART OF LEADERSHIP AND MANAGEMENT ON THE GROUND – A GUIDE FOR LEADERS AND MANAGERS TO BUILD SUSTAINABLE ORGANIZATIONS Acknowledgements: As with all writers, many people cross your path that will significantly influence your ideas, practices and outlook on life. I am no exception. This book is a product of my interaction with many people who allowed me into their lives, too many to mention in this short space. However, there are some that stand out on my life journey that needs mentioning. My family, especially my mother, Dorothy and my late father, Cecil, who allowed me to pursue my passion and life purpose from an early age and who provided me with the support to do so. My two sisters, Lana and Freda who always remind me of my true potential whenever I forget. My other sisters Olive, Margaret, Gwendoline and brothers Peter, George and Cecil who worked so tirelessly to feed me whilst I was pursuing my great passion. The late I.B. Tabata1 who taught me the discipline and humility of leadership, Jonas Bosch2 who taught me the importance of continuous learning, Frank Anthony3 who taught me about the determination to overcome despite all odds and Stephen Corry4 who taught me the courage of leadership. Jan Webster for introducing me to process work and the works of Arnold Mindell. All my ex-colleagues and comrades in the Resource Action Group (RAG) and Youth Development Network (YDN), board members and beneficiaries who allowed me into their lives and where I was given the opportunity and privilege to learn, try, test, implement and develop many of the ideas contained in this book. Special thanks go to Professors’ Flip Strydom and the late Johan Combrink, Aleem Abrahams and Johan Bowers, very dedicated board members during my time as executive director at RAG and who were all a great support. Special thanks also to Janny Poley, ex-secretary to the Dutch Ambassador in South Africa, Zini Godden, ex-project officer at the Royal Netherlands Embassy (RNE) and Nico Keijzer previously at the Catholic Organization for Relief and Development Aid (CORDAID) based in the Netherlands who taught me so much about effective donor practice. Thanks also to James Taylor for his valuable time sharing his ideas with me for an interview published in this book. Also to my clients, past and present, who taught me not to forget my roots and who were always around to keep the flame burning and who, unbeknown to many of them, inspired the writing of this book. Fellow conspirators and comrades in the various political, civic5, youth and student movements in South- and Southern Africa where I cut my teeth in organization and community mobilisation over the past 26 years. To all of you: This is also your book and a celebration of our partnership and the path we have traversed during good and bad times. Frank Julie Cape Town, March 2006 1 I.B. Tabata was the President of the Non-European Unity Movement (NEUM), later renamed the Unity Movement of South Africa (UMSA) and African People’s Democratic Union of Southern Africa (APDUSA). He was the first South African to be banned under the Communism Act in the 1950’s. I was privileged to live with this intellectual giant in Zimbabwe, one of the first Cuban trained guerrillas in South Africa and a veteran of the Bay of Pigs, when the Americans invaded Cuba. Amongst other books, he is the author of The Awakening of a People, Imperialist Conspiracy in Africa, Apartheid, Cosmetics Exposed and Education for Barbarism. He was also a founding member of the Workers Party of South Africa formed in the early 1930’s. 2 Jonas Bosch was a member of the Non-European Unity Movement (NEUM) and later the New Unity Movement (NUM). He was also a member of the Teachers League of South (TLSA) and banned from teaching in the 1960’s due to his opposition to the introduction of Bantu Education. He was also an active trade unionist, instrumental in cleaning up sweat heart trade unions, facing constant detention and house arrest. 3 Frank Anthony was a member of the APDUSA and spent seven years on Robben Island in the 1970’s for recruiting cadres for the armed struggle against the apartheid regime. He is the author of “The Journey”. 4 Stephen Corry is a friend, comrade and business partner. As a trained special forces soldier in the New Zealand Army, he also fought in the war in Vietnam. Disillusioned, he later travelled to Europe and the Soviet Union where he later joined up with South African liberation fighters in Moscow. He joined the underground movement in 1982 when he moved to South Africa. He is currently the executive director of 17 Shaft Conference and Education Centre in Johannesburg. 5 My baptism of fire in organization was in the Bishop Lavis Action Committee based in Bishop Lavis on the Cape Flats. 9 THE ART OF LEADERSHIP AND MANAGEMENT ON THE GROUND – A GUIDE FOR LEADERS AND MANAGERS TO BUILD SUSTAINABLE ORGANIZATIONS Dedication: For my son Kyle and all the leaders in organizations on the ground working with the marginalised, the unsung heroes of yesterday, today and tomorrow who are providing hope to the hopeless! Remember, I see you! “The world of yesterday has sunk into oblivion, the world of today is struggling to maintain itself, and the world of tomorrow is struggling 6 to be born.” 7 Knowledge is Power but Consciousness is Light! 6 Quoted from a paper on the International Situation delivered by I.B. Tabata in 1989 in Zimbabwe 7 Ali Sariati, a Iranian philosopher 10