M4: Learner Manual

Issues are identified by researching community needs. Research methods may include asking the community or employees to carry out research. Facts and figures, for example, on general literacy levels, cost of food or numbers of people with diabetes, can be gathered to assess exactly how many people are affected by a certain issue. Confidentiality, though, must be ensured. 

The people who know the community best are the people who live there. In particular, the Elders and other respected individuals will be able to give assistance about historical events and how particular issues first arose. 

Community members can inform organisations whether any action has previously been taken or if action needs to be taken immediately. They will probably know who exactly is involved and who needs to be consulted. 

Some other methods of gathering information from the community that a Board may use are:  

·       Talk back radio. 

·       Telephone. 

·       Researching organisation records. 

·       Asking individuals to fill in questionaries/ surveys. 

·       Observation techniques, looking and listening.  

·       Having a casual yarn.

·       Social media. 

·       Organising a workshop. 

·       Websites. 

Records Management 

Good governance includes having effective record management systems to collate and store the valuable data and information that is obtained from the research conducted by the organisation e.g. at community meetings. The information needs also to be readily accessed. 

The issue of confidentiality is one that requires policies and procedures that will maintain the integrity of the information/data as well as having a system of back up. 

Organisations need to be vigilant and have processes in place to safeguard their data especially by having back -up systems in place. 

Community Needs and Organisational Policy 

In order to ensure that organisations are in tune with the needs of their community, the respective boards must work out the difference between what is a “need” and a “want”. 

Basically, a need may be described as something that is necessary for the community’s welfare. 

On the other hand, a want is something that is desirable but which may not be necessary for the betterment of the community. One example of the difference may be that a community may need a better access road due to flooding during the wet season whereas it may want a new billiard table for the social club 

The policy addressing community needs may be that new projects be given to a projects committee who will report back to the Board. 

The policy development process for an organisation may involve the following steps: 

·       Agree on a goal - establish what the policy is about. 

·       Assemble a policy development group. The group will change from one policy to the next as relevant experts, community members and interested parties should be included in the policy-making decision process to make sure that the policy meets community needs decide on the format, time and place of meetings.  

·       Delegate tasks.

·       Research facts and figures. This may include researching state and local government data and ensuring that the policy is costed. 

·       Community consultation. Include all community groups and individuals that the policy is going to affect. 

·       Making recommendations.