Overview

The EO Sydney project was a remarkable success, where AME transformed a complex and challenging situation into a well-structured, compliant, and efficiently managed organisation. Through strategic governance improvements, role optimisation, and the implementation of modern project management tools, we laid a strong foundation for EO Sydney's ongoing growth and success.

Services

About the Client
Entrepreneurs’ Organisation Sydney is a chapter of the global Entrepreneurs' Organization (EO), a network of influential business owners dedicated to personal and professional growth. The chapter provides its members access to learning events, mentorship opportunities, and a robust support system, fostering entrepreneurial growth and leadership development. EO Sydney connects like-minded entrepreneurs across diverse industries, helping them scale their businesses while maintaining a balanced approach to the demands of entrepreneurship.

Objectives / Goals

Stabilise Operations: Quickly restore operational stability with a focus on supporting members.
Ensure Compliance: Update all non-profit governance and compliance requirements.
Define Roles & Responsibilities: Clarify and document necessary roles and responsibilities.
Optimise Personnel Structure: Implement personnel changes to create an effective team structure.
Enhance Task Management: Establish a transparent system for tracking all board and operational tasks.
Improve Membership Management: Develop a robust membership management system to capture leads and support member engagement.
Streamline Onboarding: Create a systematic onboarding process for new members.
Strengthen Engagement: Implement a strategy to boost member participation and engagement.
Preserve Strategic Alliances: Document and measure the success of strategic alliances.

Challenge / Problem Statement
EO Sydney faced significant challenges following the sudden departure of key staff members, which led to operational instability and jeopardised the chapter's ability to meet its commitments to members. This upheaval resulted in:

Undefined Roles: Key job roles were left unfilled and undefined, creating gaps in responsibilities.
Governance Issues: Non-compliance with essential governance requirements, including overdue Annual Returns.
Lack of Centralised Information: Fragmented information management hindered effective communication and task tracking.
Strain on Remaining Staff: Increased workload and pressure on the remaining team member, risking further attrition and operational inefficiencies.

EO Sydney needed a comprehensive solution to stabilise operations, ensure compliance, and support its ongoing growth and member engagement.

Approach / Solution

Stabilising Governance:

Review of Previous Audits: We reviewed all prior audits and collaborated with the NSW Fair Trading to identify and rectify outstanding submissions. Negotiated extensions were arranged where necessary, and all required paperwork was submitted to bring the organisation up to date.
Constitutional Amendments: We reviewed and amended the constitution, successfully passing these changes at an AGM to ensure all policies and procedures were in alignment.

Role Identification and Personnel Optimisation:

Role Definition: Conducted a comprehensive review of administrative functions, identifying gaps and redundancies. We defined clear roles and responsibilities for each team member.
Personnel Realignment: Made roles redundant where necessary, hired temporary staff for urgent support, and recruited long-term personnel to build a sustainable team structure.
Onboarding and Training: Managed the onboarding and training process, ensuring seamless integration for new hires while maintaining operational efficiency.

Visibility of Board and Operational Tasks:

Centralised Task Management System: Implemented Monday.com to create a centralised platform for tracking board and operational tasks, ensuring all tasks were assigned, prioritised, and completed within deadlines.
Regular Task Review Meetings: Established weekly meetings to review task status, address bottlenecks, and update priorities as needed.

Membership Management System:

CRM Implementation: Designed and deployed a membership CRM within Monday.com to track all member interactions, manage leads, and automate follow-ups, ensuring no potential members were overlooked.

Systematic Onboarding Process:

Structured Onboarding Program: Developed a step-by-step onboarding program including welcome materials, orientation sessions, and introductions to key members and resources.
Onboarding Checklist: Created a checklist to ensure consistent and comprehensive onboarding for each new member.

Strategic Alliances and Partnership Management:

Strengthening Existing Partnerships: Enhanced communication and alignment with current partners to reinforce trust and collaboration.
Partnership Success Framework: Developed a framework to measure the success of partnerships, using metrics such as member participation, feedback, and impact.

Standard Operating Procedures (SOP):

SOP Development: Created comprehensive SOPs for all administrative functions to serve as a legacy document for future administrative hires, ensuring consistent and efficient operations.

Execution / Process

Timeline:

Phase 1 (Weeks 1-4): Governance and compliance review, negotiation with the NSW Fair Trading, and constitution amendments.
Phase 2 (Weeks 4-8): Role identification, personnel optimisation, and recruitment of long-term staff.
Phase 3 (Weeks 8-12): Implementation of Monday.com for task management, development of membership CRM, and systematic onboarding process.
Phase 4 (Weeks 12-16): Strategic alliance strengthening, SOP development, and final project review.

Team Involvement:

Project Lead: Managed the overall project execution and client communication.
Governance Specialist: Conducted the compliance review and constitution amendments.
Systems Specialist: Implemented and customised Monday.com for task and membership management.
Client Collaboration: EO Sydney's remaining staff were actively involved in the review and implementation phases, ensuring alignment and smooth transition.

Tools & Techniques:

Monday.com: Used for task management, membership tracking, and automation.
SharePoint: For documentation, collaboration, and communication.

Loom: Created video tutorials and guides for training and onboarding.

Results / Impact

Operational Stability Restored: EO Sydney achieved operational stability within a short time frame, with clearly defined roles and an optimised team structure.
Governance Compliance Ensured: All governance and compliance requirements were brought up to date, securing the organisation’s legal standing.
Enhanced Member Experience: The new membership management and onboarding processes improved lead capture, onboarding efficiency, and overall member satisfaction.
Improved Task Management: The centralised task management system increased transparency and accountability within the team.
Sustained Strategic Partnerships: Strengthened existing partnerships and established a clear framework to measure and document their success.

Lessons Learned / Key Takeaways

Challenges Faced:

Resistance to Change: Some team members were initially resistant to the new systems and processes. This was overcome through open communication, additional training, and demonstrating the benefits of the changes.
Complex Compliance Issues: Navigating the complexities of overdue compliance requirements required detailed negotiation and strategic extensions, which were successfully achieved through proactive collaboration.

Key Lessons Learned:

Importance of Early Engagement: Engaging with all stakeholders early in the process helps in minimising resistance and ensuring smoother transitions.
Clear Communication: Maintaining transparent and regular communication is crucial for effective project management and team alignment.

Tailored Solutions: Customising tools and processes to fit the unique needs of the client leads to better adoption and long-term sustainability.

Client Testimonial

"AME’s expertise and proactive approach were instrumental in bringing EO Sydney back on track. Their solutions not only resolved our immediate challenges but also set us up for long-term success. We now have a solid foundation and a clear path forward, thanks to their exceptional support."
Libbie Ray, EO Sydney President FY23 and FY24

Conclusion

The EO Sydney project was a resounding success, transforming a challenging situation into a structured, compliant, and efficiently run organisation. By implementing effective governance, role optimisation, and modern project management tools, AME provided a robust foundation for EO Sydney’s continued growth and success.

If your organisation is facing similar challenges or looking to optimise its operations and project management systems, AME can help. Contact us today to schedule a consultation or explore our other case studies to learn more about how we can support your business.

How AME Transformed EO Sydney’s Operations for Long-Term Success.