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2012 Texas Leadership
Orientation Program
LCP and PE Training
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An Organization is Only as Strong as It’s Weakest
Link
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Qualities of An Effective Team
• Shared Vision• Clear Roles & Responsibilities• Team Skills & Behavior• Operating Standards
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• Clearly review their job descriptions & responsibilities – give them a copy
• A copy of the year’s schedule – where do they fit in
• How you prefer to communicate
• Flexibility
To Have An Effective Team
You must go over with each of your chairmen and volunteers:
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Steps Leaders Take
• Communicate a Shared Mission & Vision
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Steps Leaders Take
• Communicate a Shared Mission & Vision
• Delegate Responsibilities & Build Consensus
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Steps Leaders Take
• Communicate a Shared Mission & Vision
• Delegate Responsibilities & Build Consensus
• Mentor & Cross Train Leaders to Other Positions
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Steps Leaders Take
• Communicate a Shared Mission & Vision
• Delegate Responsibilities & Build Consensus
• Mentor & Cross Train Leaders to Other Positions
• Monitor & Evaluate Progress, Praise Often
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Steps Leaders Take
• Communicate a Shared Mission & Vision
• Delegate Responsibilities & Build Consensus
• Mentor & Cross Train Leaders to Other Positions
• Monitor & Evaluate Progress, Praise Often
• Make Smooth Transitions
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Steps Leaders Take
• Communicate a Shared Mission & Vision
• Delegate Responsibilities & Build Consensus
• Mentor & Cross Train Leaders to Other Positions
• Monitor & Evaluate Progress, Praise Often
• Make Smooth Transitions
• Celebrate Success
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Chapter Volunteers
Always be looking for members to become involved – beginning the first day they join our organization!
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Protocol Pointers
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Meeting ProtocolBasic Procedures
• Every Detail of the meeting should be planned in advance by the President• Run the meeting according to Robert’s Rules ~ Newly Revised• Have an appointed & knowledgeable Parliamentarian at each meeting• Be sure you and the appointee know parliamentary procedure forward and backwards
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Meeting ProtocolInspiration or
Invocation
• Invocations come before the Pledge
• Inspirations come after the Pledge
• Be sensitive to different religious beliefs and remind anyone who is giving an invocation to keep it non-denominational
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Meeting ProtocolIntroductions
• National officers/past national presidents are introduced before state officers/past state presidents
• When more than one past state president is present, introductions should be made according to seniority
• Members rise when the national/state president is introduced
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Meeting ProtocolIntroductions
• Chapter members who serve as State/National Committee Chairs and Local/State/National Board or Association officers should be introduced at your first meeting and again only at special times when a lot of visitors are present who may not know these individuals
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Meeting ProtocolHead Table
Introductions
• Notify Everyone in advance of who will be seated at the head table
• Presiding officer sits in the center
• Guest of honor sits to their right
• Program Chair or one who introduces the guest of honor sits to the left of the presiding officer
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Meeting ProtocolHead Table
Introductions
• Other honored guests are seated, according to their importance or rank, alternately on each side of the presiding officer
• Introduce those of lowest rank first and end with the top-ranking officer
** It is also correct to introduce them as they are seated, starting with your far left, to the center and then from your far right
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Meeting ProtocolHosting Elected
Officers
• Call or extend a written invitation
• Inform them of the proper dress for the meeting ~ business, casual, formal
• The Chapter should pay for the guest’s transportation and provide overnight accommodations if needed
• If driving, send the guest directions with a map
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Meeting ProtocolHosting Elected
Officers
• If flying, arrange for pick-up at the airport and escort them to the hotel or venue
• Have an appointed host or hostess stay with them until departure, taking them to the airport if flying. Offer an area tour if time permits
• Send a Thank You note and a copy of any editorials/pictures taken during their visit to your Chapter
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Meeting ProtocolGuest Speakers
• Confirm the invitation in writing with the date, time, location, subject matter, time allotted for speech and approximation of expenses your Chapter will be covering
• Find out what type of equipment they will need for their presentation and if your Chapter will need to provide it
• Use a Microphone with 25+ in attendance
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Meeting ProtocolGuest Speakers
• Give speaker facts about the Council
• Obtain a short biography and a photo for advanced publicity
• Give them an advanced copy of the agenda
• Allow them privacy just prior to the meeting
• Give their fully allotted time, but no longer
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Managing Conflict
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Winning the Battle Without Losing the War
AKA~ Things they didn’t tell youat Leadership Academy
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The “Monopolizer”
Characteristics:• Quick to offer
opinions
• Makes it difficult for others to contribute
• Have to be heard on every issue
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The “Monopolizer”
Solutions:• Thank them for their
input
• Tactfully question other participants
• Be careful to not embarrass them
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The “Confuser”
Characteristics:• Team player• Provides good input
and ideas• Has difficulty getting
others to understand what they mean
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The “Confuser”
Solutions:• Thank them for their
input• Rephrase their idea to
make it understandable to the group
• Do not change their idea
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The “Complainer”
Things they Say:“This plan will never
work!”
“I’m tired of being Ignored!”
“Why do we have to make all these Changes?”
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The “Complainer”
Solutions:~ Tell them you’d be
“happy” to discuss things later with them
~ Remind them you have an agenda to cover and you want to respect everyone by finishing
on time~ Reword their concern
and offer some reasons why new ideas may work now vs. in the past
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The “Too Busy to be Here on
Time-r”Characteristics:• Always arrives late to
meetings & makes an “entrance”
• May be over committed
• Does not respect the time commitment of others
• Needs to be noticed
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The “Too Busy to be Here on
Time-r”Solutions:• Always start and end your
meetings on time
• Ask those arriving late to stay after the meeting & let them know everyone’s busy & you need them to set an example by being on time
• Let them resign if they don’t have time for this
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Other Situations
• Speaker does not arrive
Solution: Complete other items on your agenda & always have a “Plan B” which might be:
~ an impromptu Q & A Session on business ideas
~ a Panel Discussion on some Topic of the Day
~ a “canned” program that someone else can deliver
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Other Situations
• Officer Resigns during the Year
Solution:
Follow the Procedures in the Bylaws
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Other Situations
• Officer or Committee Chair Doesn’t do their Job
Solution: Counsel with them privately, let them know you
need their help, ask if they really want the job, give an opportunity to improve performance . . . But, if all that fails . . . ask for their resignation and appoint another Chair.
( ***If they were elected to office, you can’t fire them unless there is just cause . . . So it’s best to encourage them to resign!)
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Resources You Can Use
• LPPM
• Bylaws / Standing Rules
• Map w/ Chapter Locations & Meeting Dates
• List and Contact # for State Officers
• List of Past State & Local Presidents
• Volunteer Forms / Reimbursement Forms
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LEADERSHIP IS ACTION,
NOT POSITIONDonald H. McGannon
Always Remember
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And in the End…
LOOK BACK
CELEBRATE
RECOGNIZE
LOOK AHEAD
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Take your Chapter to New Heights
&
a Well Planned 2012