As you all know, our Department President, Julie Becker, is focusing on the basics. She understands the importance of following policies, procedures, and protocols. When we follow the three P’s, we function more efficiently because it saves time and money. Time and money that can benefit a Veteran, their family or community.
The following are basic examples of policies, procedures, and protocol: a unit member with questions should first check within their own unit for answers. If the question, direction, or information cannot be resolved within their unit, the next step is their District Officers, who are ready, willing, and able to assist. It should be a rare occurrence for members to interact with the Department. Also, unless an extreme situation is being experienced, there should almost never be a time you need to contact someone at the National level. National’s policy is to send it back to me, the Executive Director, Secretary, and Treasurer, for handling, so it does not help you get the information or resolution you seek.
Another way of following policies, procedures, and protocols is to use the tools, information, data, tutorials, and training that have been created for your use. Folks have gotten into the habit of calling and emailing the Department as their first choice which has been overwhelming and further delays the progress we need to achieve. There are only two people performing the daily tasks necessary to ensure the success of our organization/business. Most of our attention should be focused on meeting the vast requirements of national, federal, state, non-profit, and organizational procedures and deadlines.
Assistance with computer programs, computer functionality, ALAMIS, and confirming miscellaneous items (addresses, rosters, member numbers, receipt of information, etc.) must be sought elsewhere whenever possible. Most of the questions surrounding these subjects can be answered by going to our website at www.michalaux.org or the National Auxiliary website at www.alafor-veterans.org. There are tutorials, answers to frequently asked questions and help functions on both sites. If you need help with transmittals or membership issues, you follow the same protocol as noted above in paragraph 2. Each district has a membership chairperson who can assist. If you don’t know who that person is, reach out to your district president.
Examples of NOT following policies, procedures and protocols are calling Department to see if your “stuff” arrived (you can drop items off personally or you can request a return receipt from the post office if this is a must-have for you), sending multiple emails to Departments general email in box regarding the same subject, leaving multiple, vague voice mails, spreading rumors that are baseless, propagating negative and false information, etc.
To help our membership entry and addition processes run smoothly, you can review transmittals and communications prior to sending them to the Department. Maybe another member could review the information you are sending. Last week we sent back 20 membership transmittals due to blank spaces, unsigned member apps, incorrect or incomplete information, names spelled wrong, erroneous calculations, lack of eligibility, etc.. We also had to send back outdated forms and documentation that were created or edited by members, which is completely unacceptable. Please throw away all old forms. You can help the process further by sending renewals, rejoins, and new member apps or transfers on separate transmittals. If anything on the transmittal is incorrect, it will be sent back for correction, and all other members listed on that specific transmittal will be held up. I know that policies and procedures have not always been followed in the past, but we need to move beyond that. National policies, procedures, and protocol requirements will be enforced at the Department level going forward.
Let’s move forward with good intentions and bright days ahead, Rocking 4 Our Veterans!
Forms can be found here: www.michalaux.org/forms