COLLABORATION

Associate Worksheets














Prepared for:
Accessing Safety Initiative
Vera Institute of Justice
Presenter: Sandy Jacobsen
October 2006




© Fieldstone Alliance.  All rights reserved
ASSESSING ORGANIZATIONAL READINESS 
FOR COLLABORATIVE INITIATIVES1


For each question, indicate your answer by selecting one of the numbers below:

Scale
0 =	Don’t know
1 =	Not our organization! 
2 =	Somewhat not like us 
3 = 	Somewhat like us
4 =	Describes us quite well

Score
COLLABORATIVE CULTURE


	
Members of our organization are encouraged to work “across silos” or in cross-functional teams.


	
Our organization equally values the way work gets done (process) and the product (results) of our work.


	
We have a history of working in pursuit of common goals with other organizations.



	
Our organization is likely to compromise with other organizations or find common ground even when the decisions of the collaborative group are contrary to what our organization might typically do or say.



SELF-INTEREST



	
Our organization believes that buying into the mission and values of this collaboration will offset costs such as resources donated, loss of autonomy and turf.


	
We are clear about what we desire to gain by being in this collaboration.


	
Our organization’s interests are apt to be served by joining a collaborative venture.



	
We have assessed all the possible ways we could contribute to this issue and believe that being a core member of the collaborative is the right way to go. 




	
We are clear that by participating in a collaboration, we want to build a better system for the clients we all serve, which may include creation of unified processes, system integration, and the expenditure of fewer resources for better outcomes.



ORGANIZATIONAL ROLE AND COMMITMENT TO THE COLLABORATIVE VENTURE



	
Both staff and leadership of our organization have a pretty good idea of our role and what we will contribute to the collaborative.


	
We are willing to adjust policies and procedures to ensure full participation by our representative.



	
By being a member, we understand that we are contributing time, energy and some form of resources. We are not merely attending meetings.


	
By being a partner, we know we are agreeing to change how work gets done inside our own organization.



	
We understand some of the risks involved in participating in this collaborative, yet we are committed because of the vision we hold for improved services to our clients.

ASSESSING ORGANIZATIONAL READINESS (cont.)


Scale
0 =	Don’t know
1 =	Not our organization! 
2 =	Somewhat not like us 
3 = 	Somewhat like us
4 =	Describes us quite well



Score
MUTUAL TRUST AND RESPECT


	
Our organization does not shy away from dealing with conflict.


	
The person we select as the organizational partner is respectful of and patient with group processes. 



	
We understand and respect the other organizations involved in the collaborative including: how they operate, their cultural norms and values, and their limitations and expectations.



	
We are willing to present our intentions and agendas honestly and openly right from the start and understand why that is needed to build trust. 



DECISION-MAKING AND COMMUNICATION



	
We are clear about the level of decision-making authority we’re giving our representative within the collaborative venture.



	
We have a mechanism in place for how decisions will be made in situations where the representative does not have the authority to decide.



	
All levels of the organization, including the Director (or CEO) and the Board are aware of and have signed off on our organization’s participation in the collaborative.



	
Chief administrators in our organization frequently share decision-making authority with line/department managers.

		Total Score	










Scoring:

0   - 18…..	Some basic building blocks are needed 
19 - 37…..	Go back and reconsider; and educate, educate, educate
38 - 55…..	Getting warmer; still need some organizational capacity building for collaborative engagement
56 - 73…..	Well on your way for a meaningful experience!
74 - 84…..	Experienced player - you’re ready to go!



Collaboration Title: __________________________________________________________

Initial Mission/Purpose Statement: 						Geographic Area: 
                   (What’s good for whom?) 								(Are there boundaries?)  



2-3 Key Outcomes: 							    Benefits to Organization: 
                 (What will be different in future?) 							 (Self Interest) 



Known Resources: 						      Show Stoppers: 
		      (Primarily Funding) 								  (What might keep it form happening?) 
														


Potential Partners: 							       Next Steps: 
               (Needed to do job)							                     (How will this get started?) 

Collaboration Charter
(Date developed)


Every time this document is changed it should be brought to the whole collaboration for review.  If work is done by committee, they can recommend to the collaboration for adoption.


1. Mission/Purpose – Should answer the question: “what good, for whom?”







2. Values/Assumptions - If applicable, this is especially important in stating basic assumptions that are important to the collaboration.








3. Vision – This is a statement of the desired future.  Should answer the questions:  “What is different in the world in 3-5 years because this collaboration exists?”  “What role did the collaboration play in creating that difference?”  “What partners were involved in creating the difference?”  








4. Timeline & Milestones – It is important to include milestones with the timeline.







5. Members, Roles and Contributions – In addition to listing who are members, it identifies unique niches each brings.  Every member has a piece to contribute.  Some collaborations have different classifications of membership.












6. Policies - If applicable, these can be set by the partners, funders, regulators, etc.  Includes Competition Guidelines - General rule is for each to disclose their own agenda up front ie: funding. – one member applying for funds that the whole collaboration is applying for












7. Norms – Explains how the group deals with needs, conflict, decision making, and communication (including meetings) within & external to group (media, funders etc..)  









                20 Factors Influencing Collaboration Success 
(From Collaboration Handbook, by Michael Winer and Karen Ray. Published by the Amherst H. Wilder Foundation.)



Factors Related to the ENVIRONMENT

Strong


Weak
1. History of collaboration or cooperation in the community
4
3
2
1
2. Collaborative group seen as a leader in the community
4
3
2
1
3. Political/social climate favorable
4
3
2
1

Factors Related to MEMBER CHARACTERISTICS 

Strong


Weak
4.	Mutual respect, understanding and trust
4
3
2
1
5.  Appropriate representation
4
3
2
1
6.  Members see collaboration as in their self-interest
4
3
2
1
7.  Ability to compromise
4
3
2
1

Factors Related to PROCESS/STRUCTURE

Strong


Weak
8.  Members share a stake in both process and outcome
4
3
2
1
9.  Multiple layers of decision making
4
3
2
1
10.  Flexibility
4
3
2
1
11.  Clear roles and policy guidelines
4
3
2
1
12.  Adaptability
4
3
2
1
13.  Appropriate pace of development
4
3
2
1

Factors Related to COMMUNICATION

Strong


Weak
14.  Open and frequent communication
4
3
2
1
15.  Established informal and formal communication links
4
3
2
1

Factors Related to PURPOSE

Strong


Weak
16.  Concrete, attainable goals and objectives
4
3
2
1
17.  Shared vision
4
3
2
1
18.  Unique purpose
4
3
2
1

Factors Related to RESOURCES

Strong


Weak
19.  Sufficient funds
4
3
2
1
20.  Skilled convener
4
3
2
1

1 Portions adapted from Collaboration: What Makes It Work, Mattessich and Monsey,  L. Blicker, Amherst H. Wilder Foundation, 1999

??

??

??

??

	3

© Fieldstone Alliance.  All rights reserved