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MODULE 3: LEADERSHIP’S RESPONSIBILITIES
Strategic Planning –Matching your region’s mission statement to the national organization's mission statement. –Guiding your region’s activities. –Sample Strategic Plan/Attachment 3
Financial ResponsibilitiesCommunicating with ChaptersRecruiting and Retaining Chapters
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STRATEGIC PLANNING
BLACKS IN GOVERNMENT
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Overview
What is a strategic planWhere to begin your strategic planHow to get others on boardTips for effective strategic planning
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What is a Strategic Plan
Is a road map or course of action for achieving desired results
Should be laid out before the first steps are taken
Is typically developed by committee
Plays a vital role in seeking funding
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Where do I begin your strategic plan
Work with designated members to decide the future of the organization
Get inside the members’ minds and know what they are really thinking and want
Do a survey or task representatives to bring the knowledge to the table
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How to get others on board
Start early by speaking to designated participants who will have input into the decision-making process
Share reports and other objective data with the committee
Divorce personalities from the discussion
Position the strategic plan as neutral and truthful based on member’s feedback
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Tips for effective Strategic Planning
Work in a neutral environmentAllow time for group interaction
– in the form of a group activity – build a sense of teamwork and create
an environment where laughter and conversation flow freely
Eliminate distractions Develop a plan with clear action
items
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Questions
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FINANCIAL PROCEDURES AND ACCOUNTABILITY
SHOW ME THE MONEY!
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FINANCIAL PROCEDURES AND ACCOUNTABILITY
ORGANIZATIONAL STRUCTURE GETTING STARTED REQUIRED REPORTING THE BUDGET PROCESS SUGGESTED FINANCIAL STATEMENTS
AND REPORTS CLOSING OF THE BOOKS
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FINANCIAL PROCEDURES AND ACCOUNTABILITY
Organizational Structure
– 501(c)(3) Organization– Chapters and Regions Relationship
to BIG
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FINANCIAL PROCEDURES AND ACCOUNTABILITY
Getting Started– Preparation and Submittal of Form
SS-4 (Application for Employer Identification Number, EIN)
– National submits Form SS-4 to IRS after chapter is approved
– Use EIN for bank accounts– EIN’s distinguish chapters from
each other
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FINANCIAL PROCEDURES AND ACCOUNTABILITY
Required Reporting– Submit annual financial reports by
March 15– IRS and Board require timely for
inclusion in the overall BIG 990 Return
– Penalties for not reporting include• Suspension of Chapter• Revocation of Charter• Exclusion from IRS group exemption
– Review of reporting forms
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FINANICIAL PROCEDURES AND ACCOUNTABILITY
The Budget Process– Budget submitted by sub-committee chairs,
etc, to Executive Finance Chair– Finance Chair submits proposed budget “as
is” to Executive Committee (EC)– EC makes the necessary changes and
submit to Board – Board Financial Oversight Committee
makes the necessary adjustments and submit to Board
– Board of Directors approves or disapproves
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FINANCIAL PROCEDURES AND ACCOUNTABILITY
Suggested Financial Statements/Reports– Balance Sheet– Statement of Revenues and
Expenses– Cash Disbursement Journal– Any other report desired by
chapter
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FINANCIAL PROCEDURES AND ACCOUNTABILITY
Closing of the Books– Annual Audit– Presentation to Delegates Assembly
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QUESTIONS
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Communicating with Chapters
BLACKS IN GOVERNMENT
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Regional Leaders should– Be the "front lines" for communicating to
Blacks In Government members– Provide channels of communication on BIG
issues – Encourage connections with community
leaders with similar issues – Solicit inputs from chapter to provide input
to the National Executive Committee – Facilitate the achievement of BIG’s goals
and objectives by providing chapters with guidance and assistance
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Pointers
Make sure that chapters effectively share knowledge with one another– Encourage active communication and
cooperation among chapters – Be a forum for the sharing of ideas and
experiences among members Ensure that Regional Officers
respond to members’ concerns Make certain that chapters
understand and support the decision-making practices of the leadership?
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Methods of Communication
Four basic types of communication take place in any organization
– Getting and receiving of instructions and assignments
– Sharing and discussing of information – Giving feedback, correction and
discipline – Problem-solving and decision-making
meetings and discussions
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Getting and receiving of instructions and assignments
Upward and downward, including effective delegation from one person to another
Most problems with unclear communications in this area
The first job is to understand, and the second job is to be understood
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Sharing and discussing of information
Information sharing in meetings: – Teach people how to do things– Take your time and go slowly when
passing on important information to others
– Be completely clear and as detailed as possible
– Make sure that the other person understands clearly before they depart
A breakdown this area causes things to be done improperly or not at all
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Giving feedback, correction, and discipline
Giving feedback to people who report to you – ensures that they have the
knowledge and the tools to do their jobs
The ability to give good feedback is a key skill of the effective leader
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Problem-solving and decision-making meetings and
discussions
The effective leaders is capable of not only getting his or her point across– but also of understanding and
conveying his or her meaning clearly and unambiguously
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Problem-solving. . .
The single most important element of effective communicating is "clarity" – Lack of clarity in communication is
responsible for almost all of the difficulties that we have with other people
– The ability to communicate clearly is the hallmark of the truly effective leader
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Words of Wisdom
Communication leads to community, that is, to understanding, intimacy and mutual valuing
ROLLO MAY
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Questions
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BLACKS IN GOVERNMENT
Recruiting and Retaining Members
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Ways to Get and Keep Your Members
How many total members are currently in your chapter?
How many members did your organization have, one year ago?
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Ways to Get and Keep Your Members
How much money of your current year’s budget is earmarked for membership recruitment?
How much money of your current year’s budget is earmarked for membership retention?
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Ways to Get and Keep Your Members
List your chapter’s 3 major competitors for members:– What percentage of your potential
members are already in your main membership category (ie, regular, voting, or
active)… In other words, what is your market penetration?
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Ways to Get and Keep Your Members
What was your retention rate last year?
What will your retention rate be at the end of this year?
What does it cost your chapter to recruit a new member?
What does it cost your chapter to lose one member?
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Membership PlanUnderstanding the Value of Membership
Planning
Key elements of a good plan should start with a Membership Committee and a chairperson who coordinates all membership recruitment and retention (R&R) programs; – Conduct at least 4 meetings per year;– Develop a timetable for each phase of
your plan;– Evaluate the results of R&R programs;
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Review membership reports monthly:– Establish a 1 to 2-year plan, so that
people in charge of membership functions have a guide; this will assist your chapter when there is a change in committee personnel and help ensure some continuity in the membership function
Membership PlanUnderstanding the Value of
Membership Planning
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Set membership growth goals and plan strategies to attain those goals by utilizing mail campaigns, member-to-member programs, inquiry cards, and member referrals
Organizing for Success
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Organizing for Success
Coordinate production and provide input on the theme, design and layout of all promotional materials, including the tri-fold pamphlet, letters, and applications
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Determine target audiences and provide materials that will promote their interest
Put capable people in positions, not just friends for the sake of friendship:
– Select people who have the ability to develop innovative ideas for R&R activities;
– Select people who are willing to take responsibility for membership growth
Organizing for Success
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– Select outgoing, personable, and enthusiastic people;
– Select people with strong organizational skills;
– Select people who are willing to devote sufficient time to membership committee activities;
– Select people with knowledge and understanding of the organization, its members, its mission, its goals and objectives
Organizing for Success
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Use the BIG National Program Booklet;
Use your own testimony;
Use ‘The Top 10 Reasons Why You Should Join BIG’;
Use the services that are provided by your chapter and/or region;
Identifying the Benefits
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Identifying the Benefits
Use the BIGNET, internet Website, to find information on ‘What’s BIG Doing Now?’
Provide membership incentives to persons who join your organization during a membership campaign;
Customize your membership materials
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Make the best use of the telephone;
Use trained telemarketing recruiters to deliver a “specific benefits of BIG” message to a targeted list of qualified prospects over the phone;
Advantage – this method allows personal contact with prospective members and provides the recruiter a chance to listen and respond to questions;
Membership RecruitmentTelemarketing, media, trade shows, and other recruitments options must be utilized
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Selecting the right people to do the calling is an important factor Having an effective telemarketing team assures successful recruiting opportunities
Having membership materials and records easily accessible, along with a familiarity of the organization and knowledge of the administrative aspects of membership is important;
Membership Recruitment
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Develop a good script or discussion guideline to control the timing and content of the conversation, so the recruiter sticks to the point (Joining BIG!)
Making use of all forms of media has the potential to reach a lot of people in a short space of time;
Membership Recruitment
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Membership Recruitment
Utilizing membership booths (Nomadic Displays) is another effective method of getting people’s attention visually; the booths provide the recruiter the opportunity to personalize the message and network with other organizations
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After working hard to recruit new members, it just makes good sense to work hard to keep them
A high retention rate allows you to measure the effectiveness of your current programs and services
Membership Retention
Membership retention is the process by which organizations get their members to renew their membership for another year
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A high retention rate is actually a good recruitment tool, because it is a great testimonial to your chapter’s ability to retain its members
Membership Retention
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Membership Retention
Set retention goals and develop and implement strategies, such as: leadership training, membership awareness programs, new member newsletters, on-time membership renewal incentives, new member surveys, and chapter retention campaigns, in order to attain those goals
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A good retention program can encourage members to become involved in your chapter activities and move up through the various leadership positions;
Give members a sample news release they can send to local papers announcing that they’ve joined BIG
Hold leadership training programs to give members the tools to be successful volunteers;
Membership Retention
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Skills developed through leadership training are transferred back to the members’ workplace At renewal time, members and their employers will remember where these skills were developed
Have outside speakers promote BIG; this adds credibility and prestige to your mission
Membership Retention
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Membership Retention
Assign an officer to contact a certain number of inactive members each month; this courtesy call will remind members that the chapter knows they’re still of great value to the chapter;
Create a new member welcoming committee;
Establish a new member orientation program; this program will let members know they are special to the chapter and provide positive reinforcement for a long-term relationship
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Questions