presidents assembly monthly webinar january 19, 2012

Presidents Assembly

Monthly Webinar

January 19, 2012

During the Webinar – Just Ask!

Please use this question area to communicate with us throughout the webinar. Have a question…type it!!

Raise Your Hand

There will be designated times to speak your questions.

You can click on the “Raise Your Hand” button. When we are ready for your question, we will unmute you and call on you.

Presidents Assembly Leadership

Lola KakesGreater Tucson Chapter

Chair-Elect

presidentsassembly@nawbo.org

Rachael BenderSouthwest Florida Chapter

Chair

2011-2012 Presidents Assembly Steering

Committee

Sandy SpadaroNAWBO South Jersey

PASC Northeast & Mid-Atlantic Region

Deb SheaNAWBO Silicon Valley

PASC Western Region

Carolynne MatherNAWBO Lakeland

Metro

PASC Southern Region

Steering Committee Roles & Responsibilities

Presidents Assembly Steering Committee is responsible for: •Serving as “voice of the chapters” on the National Board and facilitating communications between National and the chapters

•Facilitating chapter collaboration/information sharing via webinars

•Creating a community of chapter leaders

•Helping chapter leaders with strategic planning, problem resolution, etc.

Webinar Schedule

Mark Your Calendar NOW!Webinars will be held on the third Thursday of every month

at noon Eastern time.

Upcoming Webinars:• February – Attracting and Engaging Younger Members• March – Diane Tomb – Public Policy• April – Finding Corporate Partners• May – Member Retention• June – Strategic Planning• July – Building a Good Team

Suggest a webinar topic by emailing presidentsassembly@nawbo.org

PA Facebook Page

Use to share news and information; exchange best practices; ask for help; etc.

All chapter leaders are welcome to join.

Please do not use to market your business.

News from National

Rachael BenderPASC Chair

Sample chapter documents from a variety of chapters to help you better manage your chapter.

A few documents you will find: Policies & Procedure Manuals Chapter Business Plan Chapter Membership Survey Strategic Alliance MOU Nominating Committee Board Questionnaire

Submit your chapter’s documents to presidentsassembly@nawbo.org

CHAPTER RESOURCE CENTER: Best Practice LibraryNEW! Chapter Documents

The Presidents Assembly Steering Committee is currently recruiting NAWBO members for the 2012-2014 term (two-year commitment). This is a great way to get involved in a leadership role with National NAWBO.

Expectations: •Attend the PASC meetings at the National Conference each year •Attend and participate in all PASC monthly teleconference calls•Lead quarterly regional teleconference call•Attend and participate in all PA monthly webinars (lead 2 per year)•Work on other projects as assigned•Must be a chapter past president or current president to be eligible

•If you are interested in learning more, please contact us via email presidentsassembly@nawbo.org

JOIN THE PRESIDENTS ASSEMBLY STEERING COMMITTEE

Guest Speaker

Diane L. TombPresident & CEONational Association of Women Business Owners

NAWBO News

Membership Drive- March 1- April 30

Packages out to Chapters this week Email campaign starting March 1 to

National Database If you have a chapter discount that you

would like to offer as well, please notify memberservices@nawbo.org by February, 15 2012.

Chapter Development Program

In response to feedback from Chapters we would like to develop a program to foster Leadership/Board development, membership recruitment and retention as well as sharing of best practices. Before we do it we want to do a survey to make sure we get input from all chapters to be sure we understand the needs.

America’s Small Business Summit 2012

When: Monday, May 21, 2012 -  Wednesday, May 23, 2012

Where: Omni Shoreham Hotel 2500 Calvert Street, NW

Washington, DC 20008 Registration will be open soon NAWBO specific breakout session

Women's Business Conference 2012

October 4-5, 2012 Louisville, Kentucky UPS presenting sponsor Yum! Brands sponsor

WBC 2012

Start Something! Celebrating the entrepreneurial, innovative and

adventurous spirit of women business owners High-profile speakers from a variety of industries

and sectors, including fashion, government and media

Other Events

February 3rd – SBA Women and Entrepreneurship - NY

April 17th – Small Business Lending Summit – Washington DC

How to Have an Effective Meeting

SpeakOut, Inc.

Miami Chapter

Poll Question #3

• How long is your average Board Meeting?– 1 hour– 2 hours– 3 hours– Longer

Types of Meetings

• Business Meetings

• Interviews

• Board Meetings

• Social Meetings

• Committee Meetings

Effective Meeting Tips

Before The Meeting

1.Define the purpose of the meeting.

2.Develop an agenda in cooperation with key participants.

3.Distribute the agenda and circulate background material (this includes all committee and financial reports). Distribute and Review Pre-work Prior to the Meeting.

Before the meeting ---

4. Pick an appropriate meeting time

5. Check out the room arrangement.

6. Make sure the room is the right size.

7. Use visual aids for interest.

8. Vary meeting locations if possible to accommodate different members.

During the Meeting

1. Greet members and make them feel welcome.

2. Serve light refreshments, if possible.

3. Start on time – end on time.

4. Review the agenda and set priorities.

5. STICK to the agenda and your timeline.

During the meeting ---

6. Encourage discussion to get everyone’s ideas.

7. Ask for feedback.

8. Stay focused on the topic(s).

9. Keep minutes or a record of the meeting.

10.Be a role model and actively listen, show interest, appreciate involvement, and be positive.

During ---

11.Summarize agreements reached and end the meeting on a positive note.

12.Set a date, time, and place for the next meeting.

13.For Board Meetings – follow Roberts Rule of Order

After the Meeting

1. Write and distribute minutes or notes of the meeting within 3 to 4 days.

2. Discuss problems with leaders and come up with ways to improve.

3. Follow-up on delegation decisions.

After ---

4. Give recognition and appreciation freely for excellent and timely progress.

5. Put unfinished business on the agenda for the next meeting.

6. Conduct a periodic evaluation of the meetings. Note areas that can be improved.

Why?

• Effective meetings will keep them coming back!

How NAWBO Communicates

• Main types of NAWBO communication:– Between chapters and National– Among board members– Between chapter board and members– Between NAWBO and outside parties (other

groups, media, etc.)

COMMUNICATION WITHIN your BOARD

But You Said You Would…

Dealing with the inevitable challenges and disappointments of NAWBO leadership

Poll Question #4

How do you handle it when people veer off the agenda?

a. Cut them right off and tell them to bring it up later

b. Permit the discussion if it’s short.

c. Struggle and find it difficult to control the meeting

d. We don’t have that problem.

How to deal with …

• Supposed to show up early to handle registration or greet people

• Didn’t write up the minutes

• No follow up with corporate sponsor

• Failed to get information on a meeting location and details

• No speaker’s bio to introduce him/her

• Pay their dues/Send a check

Why They Might Not Do It …

• Responsibility. You haven’t established that you are the “authority” to ask them in the first place – or they don’t recognize it.

• Accountability. If there are no apparent consequences for NOT doing it, the project/assignment may seem to lack value

• Measurement. How will they know if they are successful? What deadlines are set?

Setting Up for VOLUNTEER Success

• When making a request, try to get a firm time schedule for completion

• If a complex or especially time-consuming task, assign at least two people

• Try to get a “public” commitment

• Give a “way out” that can be taken gracefully and readily if needed

• Your techniques?

Poll Question #5

Who are consistently the most dependable members

in your chapter?

• New members

• Old “seasoned” members

• Corporate partners

• Board members

• Non-board members

How much praise do you hand out as a leader?

• Do you recognize Board members at meetings for their contributions?

• Do you thank new members for joining a committee? Or for attending?

• Do you congratulate members for special achievements outside of NAWBO? In NAWBO?

-- It doesn’t cost a thing but means tons.

Understanding behavioral styles• Understanding behavioral styles of your

Board members will help your Board communicate more effectively with each other

• DISC Profile:– D – Dominant – The Friendly Dictator– I – Influencer – The Social Director– S – Steady – The Team Mascot– C – Checklister – The Quality Control Maven

The Role of Behavioral Style

• With a Dominant/Direct - offer options or probabilities

Susan, you could do either x or y. Which one would be better for you?

• Avoid ‘telling’ her what to do at all costs. Let her decide!

The Role of Behavioral Style

• With an Influencer, stress who else they respect/admire could be involved … and how to make it fun!

Lisa, you’re going to love working with Mary.

She’s nationally recognized, the media is

crazy about her, and she really likes to party!

• Avoid: Too much detail work.

The Role of Behavioral Style

With a Steady, emphasize how important the task is to the “team.”

Lynne, this event will help put NAWBO in a

really good light, and it will help us build

better relationships within our chapter and

the community.

• Avoid: Trying too much new too soon.

The Role of Behavioral Style

• With a Check-Lister, help break the task into manageable parts.

Carla, we’re going to plan the meeting in a

step-by-step way so you’ll know exactly what

to do and when.

• Avoid: Appearing unorganized.

Poll Question #6

• How do you handle it when a Board Member does not follow through on something?

a. Groan and find someone else to do it

b. Call her privately and find out why

c. Confront her at the Board meeting

d. It doesn’t happen

e. Other

What Do You Do or Say If …

• She can’t meet a deadline

• Won’t be at the Board Meeting

• Promised an outcome but doesn’t deliver, i.e. an update, guests, etc.

• Supposed to send out the newsletter

• Supposed to make changes in written material and didn’t before sending

• Cancels a meeting last-minute

Language to Avoid

• I’m so disappointed in you …

• You let everyone down …

• How could you forget!!

• What were you thinking, not doing it?

• You could/should have called me to let me know.

• How is this going to make us look?

Phrases to consider using …

• I understand you had the best of intentions AND (not BUT) …

• I can see that you are overwhelmed just now …However, WHO do you think could help us out …?

• I realize that you are usually right on top of things …• It was a good idea. We will plan on incorporating the

x in a future meeting.• Others?

Handling Your Own Reaction

• Okay to be angry! But try to focus on the situation, NOT the person.

• Draw in your other officers and Board Members to come up with an alternative.

• Use your position power to guide you and personal power if needed.

• Remember, tomorrow is another day!

Questions?

Thank you for participating in NAWBO Presidents Assembly

Webinar!

•We look forward to talking to you next month. The webinar will be on February 16th at noon Eastern.

•To share this information with your chapter’s leadership, visit Chapter Resource Center on the National Website for the PowerPoint slides

•To Watch the entire Webinar visit our Facebook Fan Page

CONTACT NAWBO

Member Services:  memberservices@nawbo.org

Chapter Services:  chapterservices@nawbo.org

Presidents Assembly:  presidentsassembly@nawbo.org

News/Article Submissions: publications@nawbo.org

Website/Technical Support:  techsupport@nawbo.org

Your Feedback is Welcome!

Please send feedback to presidentsassembly@nawbo.org