Sharing Lessons Learned

Sister Patricia Garrahan, S.N.D. NCEA, Baltimore

April 12, 2007

Available at www.xbss.org Resources and Links

This session

“Managing your organization by the evidence”

Religious community sponsorship lessons

Sharing ideas as to how these might apply in your own situation

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McKinsey & Company

Mission:

To help leaders make distinctive, lasting and substantial improvements in performance and constantly build a great firm that attracts, develops and retains exceptional people.

McKinsey & Company Managing your organization by the evidenc

e Analyzed: 230 businesses worldwide

looking a wide range of management practices to improve organizational capacity (ability to unite around common goals, execute efficiently and renew itself over the longer term)

Findings(over 100,000 questionnaires)

Simplistic solutions don’t work High performing companies have a basic

proficiency with all available practices A combination of energy focused on 3

practices is most effective at creating high levels of near-term organizational performance and longer term organizational health

Least effective practices—when used alone

Carrot and stick incentive Focus on key performance indicators and

targets Command and control (telling people what

to do and checking up) Relying on detailed strategy and plan

Combination of practices consistently the best for a clear record of success

Clear roles within the structure along with accountability

A leader who articulates a compelling vision of the future

Strong culture within the organization that encourages openness, trust and challenge.

Being a religious community sponsored school doesn’t guarantee these qualities but over time we have developed some structures and practices which can help to facilitate these.

Clear Roles and Responsibilities

GOVERNANCE issues: Who defines expectations

(sets policies) Who grants power Who verifies performance (accountability)

Traditional model

Religious congregations were owners and operators of schools and served as primary link with the Church, maintaining Catholic Identity. Schools were our “family businesses.”

Defining SponsorshipDefining Sponsorship

Sponsorship of an apostolate or ministry is a Sponsorship of an apostolate or ministry is a formal relationship between a recognized formal relationship between a recognized Catholic organization and a legally formed entity Catholic organization and a legally formed entity entered into for the sake of promoting and entered into for the sake of promoting and sustaining the Church’s mission in the world.sustaining the Church’s mission in the world.

Francis G. Morrisey, OMIFrancis G. Morrisey, OMI

Sponsorship usually entails three important Sponsorship usually entails three important elementselements

1.1. Use of one’s nameUse of one’s name

2.2. Exercise of certain governance responsibilitiesExercise of certain governance responsibilities

3.3. Accountability to Church authoritiesAccountability to Church authorities

Restructured Relationships

“Members” Group—reserved powers with regard to mission fidelity (both canonical and civil responsibilities)

Board of Trustees and Chief Executive Officer—management of the institution (Board of Limited Jurisdiction)

Accountability

“Members” spell out expectations for mission fidelity

Congregation provides resources for mission formation

Boards use mission criteria in decision making and report on mission effectiveness progress

Articulate a Compelling Vision

Most congregations have a set of foundational documents, core values, educational principles

All have “heroes” in education, stories of obstacles overcome, wider connections to other times and places.

These can serve as “hooks” for hanging Catholic identity

Creative Fidelity

Context of the larger mission of Catholic education

Links to Catholic Social Teaching Serving students with diverse

needs Financing schools Global solidarity

Strong culture that encourages openness, trust and challenge

Religious congregations have traditions of education, spirituality and formation that helped them to form abstract concepts like mercy and justice into practical guides for action.

Don’t tire people out with the stories of the founder but use them as the starting point for conversations about what does it mean to be an educator today in that tradition.

On-going conscious efforts at adult faith formation as part of the culture of the school

Adult faith formation is not exclusively about information; it is primarily about providing opportunities, within a faith context, for adults to talk with other adults about things that matter. As such, the best process for adult faith formation is not lecture but conversation.

What is Xaverian Sponsorship?

Governance structuresFormational Programs

Networking OpportunitiesGuiding Principles

through which the Xaverian Brothers and our through which the Xaverian Brothers and our collaborators have come to ensure that the collaborators have come to ensure that the

schools that bear our name live up to who we schools that bear our name live up to who we say they should be and who they as an say they should be and who they as an

institution claim to be.institution claim to be.

Governance StructureGovernance Structure

Congregational Congregational LeadershipLeadership

Congregational Congregational LeadershipLeadership

MembersMembersMembersMembers

BoardBoardof Directorsof Directors

BoardBoardof Directorsof Directors

Hold Reserve powersHold Reserve powersCanonical powersCanonical powersAppoint MembersAppoint Members

Hold reserve powersHold reserve powersto protect andto protect and

ensure missionensure mission

1.1. Appoint DirectorsAppoint Directors2.2. Real PropertyReal Property3.3. Corporate DocumentsCorporate Documents4.4. Approve DebtApprove Debt5.5. Associated Legal EntitiesAssociated Legal Entities

AlienationAlienationMissionMission

Guiding Principles Calls & Goals

Call to stewardship for the Xaverian Call to stewardship for the Xaverian Educational mission and Educational mission and participation in the Church’s participation in the Church’s ministry of Catholic Education.ministry of Catholic Education.

Call to become centers of faith that Call to become centers of faith that articulate, transmit, and live articulate, transmit, and live Christian values.Christian values.

Guiding Principles

Call to provide a challenging Call to provide a challenging academic program that promotes academic program that promotes the full development of each the full development of each person’s giftednessperson’s giftedness

Call to be centers of Christian Call to be centers of Christian concern for justice and peaceconcern for justice and peace

Guiding Principles

Call to affirm and celebrate life Call to affirm and celebrate life

in communityin community

Call to value and support the Call to value and support the dignity and self worth of those dignity and self worth of those directly involved in the Church’s directly involved in the Church’s ministry of educationministry of education

Vision of Xaverian SponsorshipVision of Xaverian Sponsorship

Enduring personal relationshipsEnduring personal relationships Sense of Christian stewardshipSense of Christian stewardship Centrality of religious instruction, spiritual formation, worship & prayerCentrality of religious instruction, spiritual formation, worship & prayer Character and value developmentCharacter and value development Challenging educational programChallenging educational program Spirit of harmonySpirit of harmony A passion for justice and peaceA passion for justice and peace

Formational Programs

Teacher OrientationTeacher Orientation New Board Member OrientationNew Board Member Orientation Administrator OrientationAdministrator Orientation XBSS Student RetreatXBSS Student Retreat Experienced Teachers RetreatExperienced Teachers Retreat Faculty/Staff Faith Formation Faculty/Staff Faith Formation

ProgramsPrograms Leadership DevelopmentLeadership Development

INDIVIDUAL

FORMATION

ONGOINGFORMATION

FORMATIONAL MODEL

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But what can I do?

Identify (or create) your own school’s heritage and make it visible and practical for your community

Put priority on formation: faculty/staff, boards

But what can I do?

Be sure that mission infuses discussion and decision making

Try to understand and clarify governance issues

But what can I do?

Network—find common elements; share resources

Consider joining/forming networks of schools or a co-sponsorship arrangement

Sharing Lessons learned

What are some other practical ideas you have seen or thought about?

If you have any questions or feedback, please contact me at pgarrahan@xaverianbrothers.org

The following slides describe the XBSS Mission Criteria and process for adding schools to the network

XBSS Mission Criteria

Be consistent with the mission of the Xaverian Brothers, which is “to serve the Church in its mission of evangelization, especially through the ministry of education.”

Respond to identified mission needs or improvement opportunities for XBSS.

Consider the impact on:Xaverian vision and values XBSS

MembersXBSS schools XBSS StaffXaverian Congregation

Consider the impact as well as the rights and responsibilities of individuals and groups directly or indirectly affected by the decision.

Mission Criteria

Explore the opportunity for collaboration with other Religious Communities, Dioceses, Catholic entities or educational endeavors.

Explore how the opportunity helps XBSS to “continue our commitment to collaborating with lay colleagues in the sponsorship of schools that respond to the Calls of the General Chapter for a contemplative stance in the world and ministry among the poor and marginalized,” and how it “furthers the vision and unique Xaverian nature of each school”

Provide opportunities for those who serve with XBSS to grow and develop.

Consider the magnitude of the investment and return and acceptable levels of risk.

Preliminary Exploration – up to one year

AIM: To explore compatibility of and mutual advantage for the entities involved (the school, Arch/diocese, XBSS network) and the ministry of the Xaverian Brothers in Catholic education.

PEOPLE: Those with initiating authority: Bishop, Diocesan Personnel, Superintendent, Head of School, Board Chair, Xaverian Brothers Congregational Leadership, XBSS Sponsorship Office personnel.

ACTIVITIES: Begin initial conversation and data gathering.

Establish compelling reasons for further investigation. Furthering ministry of Catholic education Common vision, values

Gather as much information as possible about potential sponsorship relationship

Preliminary Exploration QUESTIONS:

Why do we want to do this? What do we add to each other? What do we bring to each other? What value do we bring?

What is the potential benefit to the community? What is the potential benefit to Catholic education in this

community? What would be the cost(s) of not doing this collaboration? What are our non-negotiables? In what ways are the organizations compatible? Who are

the stakeholders? What are the resources—human and financial—needed to

pursue this collaboration? How do we decide to continue or stop? Is this based on

values and mission? How do we evaluate our work in this phase?

Phase Two: Sponsorship Exploration1 to 2 years

AIM: To research and collect sufficient detailed information to make a decision regarding sponsorship.

PEOPLE: Representatives from school administration, faculty, parents, alumni, Board, Diocese, Sponsorship Office, other XBSS representatives

ACTIVITIES: Assess school community’s understanding and perceptions of

mission Specifically assess finances, capital needs, debt structure,

governance, and culture. Determine compatibility and identify potential impediments to

collaboration Develop legal documents including bylaws Develop transition plan including need and process for formation for

all constituencies Mutual visits by key stakeholders (e.g., board members,

administrators, faculty) and XBSS

Phase Two: Sponsorship Exploration

Develop communication plan for internal and external publics Obtain final approval for all constituencies Plan and implement process for developing shared or compatible

mission/vision Develop ritual to finalize agreement

QUESTIONS: What are the benefits to each organization? What are the mission/vision issues which must be included in the

discussion? What are the financial, legal and canonical issues? What are the barriers to collaboration? What are the non-

negotiables? What are the elements of the transition plan and timeline? What communication/formation do we need for key stakeholders? What is needed for public relations? Who will be responsible for

this? How do we decide to continue or stop? Is this based on values and

mission? How will we evaluate our work in this phase?

Phase Three: Initial Integrationfirst 12 to 24 months of sponsorship

AIM: To integrate the school into XBSS network, structures, programs and culture.

PEOPLE: Transition team works with all constituencies to monitor implementation of plan.

ACTIVITIES: Orient Board, Faculty, Staff, Parents and Students Celebrate/ritualize collaboration Develop and begin implementation of a consolidated strategic plan Change symbols and signage Continue revising, implementing communication plan

QUESTIONS: What strategies do we need for dealing with change? Are the purposes and the benefits of sponsorship clear? Is the formation/education plan effective? Is planning underway for ongoing activities? How will we evaluate our work in this phase?

Phase Four: Evaluation3 to 5 years

AIM: To assess implementation PEOPLE: Board of Directors/Trustees, Arch/diocese, Sponsorship Office ACTIVITIES:

Evaluate implementation of transition plan Evaluate community benefit of co-sponsorship Continue to evaluate and implement communications. Conduct Mission Effectiveness Process

QUESTIONS: What issues have surfaced and need to be addressed? How effectively has the school integrated its mission

and that of XBSS? What continuing formation is needed as a result? What are the implications of the results of the Mission

Effectiveness Process?