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How to Advise
Organizational
Problems
Office of Student Activities & Involvement
Before Approaching the Situation

When there is an organizational problem, it doesn’t necessarily
mean that the advisor has to be the one to confront the
situation.

Whenever possible, try to help students who notice a problem
solve it on their own.

Guiding students to take on their own conflicts will greatly
benefit their effectiveness as a student and professional leader.

Share possible ways to approach the situation and provide
tools to help them through the situation.

If the confrontation is unsuccessful and the conflict is intruding
on organization principles, procedures, and group morale then
the advisor should step in.
Top 10 Communication Tips
1.
Listen Carefully & Think
Before Speaking
8.
Encourage Others to
Communicate
2.
Discuss Positive Feelings
9.
Respond Positively to
Constructive Criticism
3.
Use Good Timing
10.
Be Honest
4.
Consider Other’s Needs
5.
Use “I” Messages
6.
Speak Clearly & Specifically
7.
Be Open-Minded
Common Organizational Problems

Meetings are disorganized

Meetings are too long

The organization suffers from financial problems

There is no continuity from one year to the next; officers do not
transition smoothly

The organization has no "plan of action”

No historical context
Disorganized Meetings
If meetings are disorganized:

Have the leaders read the “Running Effective Meetings”
module for guidance.

Have goals for the meeting been identified?

Has necessary background information been reviewed?

Are expectations for member’s contributions clear?

Has the sequence of events for the meeting been previewed?

Have time constraints been identified?
Meetings are Too Long
If meetings are too long:

Have the leaders read the “Running Effective Meetings”
module for guidance.

If the organization is already following the module, consider the
following:
 Email the meeting agenda to the group so they can read it in
advance.
 Don’t let officers repeat what is already on the agenda.
 In discussion, avoid repeating.
 Designate a timekeeper for the meeting to start and end on
time.
 Start with business that needs to be discussed ASAP, so that
other business items can be saved for a different meeting if
time runs out.
Financial Problems
If the organization suffers from financial problems:

The treasurer, advisor, and other leaders should go through the
organization budget and determine the issue.

Prepare an outline of the organization’s planned activities for
the coming year.

Rank order by their relative importance, which activities are the
largest expenditures of funds.

Eliminate or limit less essential expenditures.

Set and maintain a minimum cash balance.

Keep an accurate log of financial transactions
(income/expenses); maintain in a record book (check and
balance records regularly).
No Continuity or Officer Transition
If there is no continuity from one year to the next:

The current officers should begin planning an officer transition plan.

Officer transition is one of the most important events in a student
organization's year. Smooth and effective transitions will allow for a quick
and effective start to the annual organizational cycle.

It is recommended that a transition meeting be conducted before the
new officers assume their positions and before the old officers leave the
campus.

As the advisor, you should participate to help the continuity between new
and old officers.

Some groups hold elections early and have officer “elects”, who will
shadow the current officer until their term ends. This assists in the
transfer of information from one officer to the next.
No Plan of Action
If the organization has no “plan of action:”

Review the mission and purpose with the officers.

Express a sincere interest in the group and its mission. Stress
the importance of each individual’s contribution to the whole.

Assist the group in setting realistic, attainable goals. Ensure
beginning success as much as possible, but allow the
responsibility and implementation of events to lie primarily with
the organization.
No Historical Context
Many organizations encounter problems because there is a lack
of understanding of why the organization exists, what its mission
was and is, how the organization has been influenced by internal
and external factors over the years, and the importance of the
group from a “big picture” perspective.

Encourage the organization to research its origin. Pay a visit to
the Office of Student Activities and Involvement and ask to see
what information is on file for the group.

Research any local, regional, or inter/national affiliated programs
to see how they are similar or different than this
chapter’s.
Contact Information

Office of Student Activities & Involvement

285 Warren Service Drive
MSC 3501
Harrisonburg, VA 22807

(540)568-8157

beinvolved@jmu.edu

www.info.jmu.edu/osai