Building Your Leadership Team Module 1 Membership and Structure

Building Your Leadership Team

Roles What roles can team members play? Team members can: Team members can: Help us in determining Help us in determining Assist us in implementing Assist us in implementing Interpret Interpret Promote Promote Expand Expand Communicate Communicate Serve as advocates Serve as advocates

Roles Team Members are: Ambassadors Ambassadors Legitimizers Legitimizers Counselors Counselors Managers Managers

Goals How do I determine goals for my team?

Selection Process How do I determine who I should consider as team members?

Selection Process What Criteria do I use in selecting team members? Commitment Commitment Diversity Diversity Skills Skills Relationships Relationships Experience Experience Network Network Characteristics Characteristics Team Member Commitment Diversity SkillsRelationshipsExperienceNetworkCharacteristics

Selection Process How do I ensure that my committee is representative of my county and encompasses the selection criteria? One way to simplify the process is to use a member matrix that includes as many of the criteria as possible. One way to simplify the process is to use a member matrix that includes as many of the criteria as possible.

Selection Process How big/small should my leadership team be? Group Size = 9-12 Group Size = 9-12 Is small enough to create good atmosphere for group discussion Is small enough to create good atmosphere for group discussion Is large enough to provide representation from several areas Is large enough to provide representation from several areas Provides an ample number of people for subcommittees of 3-5 people Provides an ample number of people for subcommittees of 3-5 people Allows for absentees or non participators Allows for absentees or non participators

Selection Process How and where do I find team members? Use your: Use your: Eyes Eyes Ears Ears Mouth Mouth

Recruiting Members What points should I make when asking someone to serve on my team? Do: Do: Make personal contact Make personal contact Explain importance Explain importance Discuss expectations Discuss expectations Be positive & personal Be positive & personal Be brief & clear Be brief & clear Invite, but don’t beg Invite, but don’t beg Be honest about time Be honest about time Share tasks, responsibilities Share tasks, responsibilities Stress qualifications Stress qualifications Allow them to think about it Allow them to think about it Provide information Provide information

Recruiting Members What points should I make when asking someone to serve on my team? Don’t: Mislead them saying what you think they want to hear Play on guilt Ask them to do you a favor Say: You won’t have to give much time We just meet every now and then We really don’t do much There is no problem if you skip a meeting.

Recruiting Members Within a week: Within a week: Call or visit Call or visit Send thank you/appointment letter Send thank you/appointment letter Provide notification of orientation process, meeting dates membership roster etc. Provide notification of orientation process, meeting dates membership roster etc. Provide more information Provide more information Obtain contact information Obtain contact information Share new member information with existing members Share new member information with existing members Ask existing member to make welcome call or visit Ask existing member to make welcome call or visit After I make my initial contact with prospective team members, how should I follow up?

Recognizing New Members How do I begin recognizing new members? Consider: Consider: Taking a picture of new members Taking a picture of new members Provide picture to newspaper with article Provide picture to newspaper with article Send a picture to spouse, parent, employer of member with a note regarding importance of leadership team Send a picture to spouse, parent, employer of member with a note regarding importance of leadership team Provide name tags Provide name tags Give them a visible role in programs Give them a visible role in programs Introduce new members at programs and events Introduce new members at programs and events

Communicating with Members How can I set up a good communication system with my team members? How can I set up a good communication system with my team members? Remember: Remember: Two weeks before each meeting send: : agenda, information about issues for discussion and team reports Two weeks before each meeting send: : agenda, information about issues for discussion and team reports After each meeting: send minutes and notice of next meeting, send a “We missed you note” to absent members. After each meeting: send minutes and notice of next meeting, send a “We missed you note” to absent members. Set up….. address, distribution list; add members phone numbers to your office and cell phone lists; Ask each member how they prefer to communicate (phone, , letter etc.) Set up….. address, distribution list; add members phone numbers to your office and cell phone lists; Ask each member how they prefer to communicate (phone, , letter etc.)

Member Orientation How can I orient my members without overwhelming them? How can I orient my members without overwhelming them? Member Orientation should be: Member Orientation should be: Concise Concise Only provide info to put Only provide info to put members at ease Reaffirm your belief in them Reaffirm your belief in them Encourage and excite them Encourage and excite them

Member Orientation Why you were asked to serve Why you were asked to serve Roles and Responsibilities Roles and Responsibilities Job description Job description Requirements and Expectations Requirements and Expectations Who’s Who – members contact information Who’s Who – members contact information Term/Rotation Schedule Term/Rotation Schedule Team building activity Team building activity Assignment to complete before first meeting. Assignment to complete before first meeting. Team Structure Operating Guidelines Extension Overview Membership skills and Networks Overview of Meetings Important items to cover You might also include

Types of Leadership Teams Extension Program Committee Extension Program Committee Standing Committee Standing Committee Special Committee Special Committee Issue Committee Issue Committee

Operating Guidelines and Procedures How do I establish operating guidelines for my teams? How do I establish operating guidelines for my teams? Consider including: Consider including: Statement of purpose Statement of purpose Job descriptions Job descriptions Description of structure/composition of team Description of structure/composition of team Terms of service Terms of service Official year Official year Number and length of meetings Number and length of meetings Officers Officers Criteria for membership and selection process Criteria for membership and selection process Resignation process Resignation process Relationship to staff and supporting boards Relationship to staff and supporting boards Attendance requirements Attendance requirements

Length of Service and Rotation How long should a member serve on the team and how do I set up a rotation system? Service – staggered terms of three years Service – staggered terms of three years Rotation System – start with a rotation system immediately Rotation System – start with a rotation system immediately Reappointing members – off team at least one year Reappointing members – off team at least one year New members – keep one third new New members – keep one third new

Documentation How do I document my leadership team efforts? How do I document my leadership team efforts? Document membership Document membership Should be representative of population Should be representative of population Should have rotation system Should have rotation system Maintain list of current member information Maintain list of current member information Document minutes – maintain Document minutes – maintain Minutes of all meetings including attendance Minutes of all meetings including attendance Send copies of minutes to all members Send copies of minutes to all members Correspondence to/from members Correspondence to/from members

How Can My Team be Successful? Do: - choose a varied group, particularly those with knowledge of the organization and those without - choose a varied group, particularly those with knowledge of the organization and those without - write job descriptions - write job descriptions - delegate meaningful parts - delegate meaningful parts - take the time to do this right - take the time to do this right - thank and recognize (doesn’t have to be costly) - thank and recognize (doesn’t have to be costly) - be prepared to share ownership - be prepared to share ownership - be prepared to accept feedback - be prepared to accept feedback Don’t: - just go through the motions - be afraid to ask for help - just ask people you are comfortable with - do it all yourself - micromanage

4-H Program Development Coordinators Marilyn Poole – NE District Lori Purcell – NW District Laura Perry Johnson – SW District Teresa Harvey – SE District ANR Program Development Coordinators Norman McGlohon – NE District Sheldon Hammond – NW District Ken Lewis – SW District Phil Torrance – SE District FACS Program Development Specialists Janet Valente – NW & SW District Laurie Cantrell – NE & SE District Program Development Team