WPA Secretariat's work: reorganization almost completed

The COVID‐19 pandemic has entered our life1, 2, 3, 4, and the largest psychiatric organization in the world, the WPA, which unites under its wing more than 250,000 specialists from 121 countries and represents 145 national societies of psychiatrists, was not excluded from this process. In these absolutely new conditions, to reorganize the work of the Secretariat based on today's reality and to optimize it became our highest priority. This included restructuring the entire communication process; defining development prospects, strategy and coordination of our media resources; and using new digital technologies, including the operational management of our website (www.wpanet.org).

The responsibilities of each of the members of the Geneva Secretariat have been more clearly defined; their working relationship with each individual member of the Executive Committee has been consolidated; the section of the Secretariat responsible for financial work has been functionally transformed, and new employees have been recruited who are now directly involved in this activity.

Concerning allocation of responsibilities and support to Executive Committee members, the agreed principle is that each member of the Committee should be supported by a designated staff member. As there are limited staff resources, each Committee member should also continue to use his/her own local support. It is important to emphasize that this optimization of work has taken place without increasing funding, only by regrouping the functions of employees. The process has been completed directly under the leadership of the President and with the active assistance of other members of the Executive Committee. We also used the services of external consultants specialized in the management of large international organizations. Based on their recommendations, the Secretariat is optimizing the workflow and accounting using modern digital technologies. This will allow to significantly improve the feedback of the WPA Secretariat to all components of the organization and, obviously, to all Member Societies.

Our communication with all the eighteen Zone Representatives has improved significantly. In addition to their mandatory annual meetings, the Representatives hold now – at our suggestion and with the help of the Secretariat – a number of informal consultation meetings, in which they discuss pressing problems and coordinate their actions. In order to speed up this process, a special chat has been created. The Secretary General is involved in all these processes. These arrangements are particularly helpful in the periods of preparation for WPA Congresses. Upon the initiative of this group, the idea of holding a number of Regional and Thematic Congresses, including the first one in Africa, is being discussed.

A new initiative which has been successfully promoted and organized in practice is the publication of a quarterly WPA e‐Newsletter. In agreement with the Executive Committee and with the contribution of various WPA components, the first issue was released in July and the second in October 2021.

A lot of preparatory work was done for this activity; sources of funding for the project for the next year were secured; and a communications consultant was appointed, who performs technical and editorial functions. The publication of the e‐Newsletter was entrusted to the Secretary General, but the general management and coordination of the project is carried out directly by the WPA President. The WPA Executive Committee approved the principles, plan and structure of each issue of the e‐Newsletter proposed by us: 1. Message from the President; 2. Administration update (e.g., a reminder to send updated details if an Association's component has changed executive or contact details, forthcoming dues payments, option to send web details, other information), provided by the Secretary General and Chief Executive Officer; 3. Updates from other Executive Committee members – each Secretary can either provide an update on highlights from the past quarter or do a “spotlight” on an important project – e.g., a particular Section's work, a forthcoming or past meeting, a new publication or a new addition to the educational portal, finance updates or fundraising efforts; 4. News related to the 2020‐2023 Action Plan5, 6, 7, including updates from Working Groups; 5. News from WPA components, including Member Societies, Scientific Sections, Board, Council, Committees, Collaborating Centres ⁸ ; 6. Highlights from World Psychiatry; 7. Recommended reading – links to new articles/journals/publications, preferably related in some way to the Action Plan or the broader WPA mission; 8. Upcoming events – a list of forthcoming WPA meetings and co‐sponsored meetings or courses; 9. Highlights on upcoming courses on the educational portal; 10. Questions and Answers – this is an opportunity to encourage a two‐way engagement with the Association's components.

It is important to note that this is being a group effort, with the contribution not only of all the members of the Executive Committee, but also of all the components of the Association. It is essential that fresh content is developed for all categories to make the e‐Newsletter interesting. In order for the initiative to be successful, it is planned that the WPA Executive Committee, Board and Council be engaged in obtaining and developing content with agreed upon deadlines. We are considering also to include articles in languages other than English to broaden appeal, some video links to promote the President's messages, and WPA history highlights.