Formation | Seedling stage

Focus: acting on an idea

In a group or organisation, the formation stage refers to the early identification of the idea or concept behind a group coming together. It is a time of establishment, where the group is fragile and requires nurturing and support. In the bush analogy, this stage represents the germination and growth of a seed into a small, vulnerable seedling.

Characteristics of the Formation | Seedling stage

Individuals with a common interest in an environmental issue come together and form a group with a loosely defined structure and defined achievable goals. The group may hold informal meetings and coordinate or participate in single events or activities, energised by creativity and inspiration.

Once there are a few successful programmes and activities underway or completed, the group will discuss whether to:

• set up formally
• stay a collective
• join other existing groups.

The following characteristics are typical of the Formation | Seedling stage:

Impact

• You have identified an activity or programme to address an issue you are concerned about.
• If the project or activity is successful or shows it is making a difference, you use these as lessons to build further activities.

Identity and reputation

• You might produce official promotional materials, but primary communication is word-of-mouth or local social media.

Revenue

• Mostly in-kind donations and high levels of volunteer time to resource your activities.

Operations and culture

• Your culture reflects the person or group who initiated the project.
• There is no real ‘office’ and no major concern for administration or systems – your operations are very agile.
• You are action oriented.

Staff and volunteers

• You are fully volunteer driven and a great deal of work is contributed by the original person/people who started the project.

Leadership

• There’s very little hierarchy - decisions are likely made by the person who started the idea.

Governance

• There is likely to be a small group of people supporting the group's founders. They may call themselves a committee and are very involved in carrying out the work.
• Watch Life Stages of Committees and Boards with Garth Nowland-Foreman from LEAD Centre for Not-for-Profit Governance. This 11 minute video covers how this stage looks and how it will impact on how you govern.

Challenges

Challenges at the formation or seedling stage may include:

• reliance on key (often charismatic)  founders
• staying open to newcomers
• lack of resources/insufficient funding
• lack of external support
• limited membership
• differences of opinion as to formalising into a structured ‘group’
• not formalising soon enough so not set up for growth
• lack of funding/expertise
• lack of confidence
• lack of documentation of important information
• achieving enough buy-in from the community to make the concept viable
• legal and bureaucratic hurdles.

Opportunities

Opportunities at the formation or seedling stage may include:

• the energy and passion for the idea
• attracting new individuals to join
• the chance to build a strong foundation
• creating partnerships with other organisations
• creating greater public awareness and attracting more volunteers
• establishment of a presence in the area.

Questions to ask

This is when you ask yourselves questions about why your group was formed and how it will continue as a group. Areas to look at include:

• impact
• stakeholders
• leadership
• staff and volunteers
• organisation
• resourcing.

Use Worksheet 1 - Formation stage to help you review the formation stage and work through the questions in each of the areas above to help you focus your actions.

Moving to the next stage

The following are activities that can help your group move into the next stage - Growth | Sapling stage. 

• Defining your group’s mission, vision and objectives
• Developing a strategic plan and set annual goals and timeframes
• Conducting initial research and assessments of the community
• Establishing initial partnerships and collaborations
• Developing a basic organisational structure 
• Recruiting a committee or board to create accountability
• Beginning to fundraise and seek additional funding
• Preparing a set of rules (constitution or trust deed) for how the group will operate
• Developing policies and procedures
• Defining a process for working through conflict 
• Developing a policy to manage conflicts of interest, for example members who also contract work to the group or community organisations that both umbrella your group and also compete with you for resources like funding
• Building robust financial management systems
• Considering a process for how your group will share wins, updates and your general story.

Useful links

General resources

Predator Free NZ - Group toolkit

Department of Conservation - Run a conservation project

Auckland Council - Volunteering in Community Parks (PDF, 1.5MB)

Herenga ā Nuku Aotearoa, the Outdoor Access Commission trail group resources

CommunityNet Aotearoa - Community Resource Kit

Group or organisation structures