Leadership Training Conference New Orleans, Louisiana March 1-3, 2012

Marc A. Meadows, P.E. Leading A Unit For Sections and Affinity Groups

OBJECTIVES 1.Learn your unit’s strategic fit 2.Identify your customers 3.Gain an understanding of Executive Committee roles and responsibilities 4.Gain exposure to important operational issues 5.Understand Executive Committee Procedure 6.Learn to reach unit goals

How does your unit fit in ASME? 1.Mission 2.Your unit within ASME 3.Executive Committee Operation

ASME’s Mission Promote and enhance the technical competency and professional well-being of our members Better enable practitioners of mechanical engineering to contribute to the well-being of humankind

Your Unit in ASME Board of Governors Knowledge & Communities Codes & Standards CentersInstitutes Strategic Management

Your Unit in K&C

Your Unit in a District

K&C’s Mission Knowledge Creation Knowledge Sharing Networking

Knowledge Sharing ASME Examples –Professional Development Seminars –Member developed wiki’s –Technical Speakers –Discussion Forums

Networking ASME Examples –Happy Hours –Dinner Meetings –Social Gatherings at Conferences –Online Group Chats A Silver State Section Event

Knowledge Creation ASME Examples –Presenting research at a conference –Getting published in peer reviewed journals –Grant funded research –Old Guard Contests

Where is Your Unit’s Mission? Sections Affinity Groups Divisions Communities of Practice Knowledge Creation Knowledge Sharing Networking

What is your unit’s mission statement Purposeful Short and simple Easy to communicate Captures the big picture Sanity check for major decisions

Who are your customers and affiliates? Engineers Researchers Work Crafts Regulators Public K-12 Teachers Professors Students K-12 College Students Graduate Students

What Are Your Member’s/Customer’s Needs? To belong To feel welcome A place to grow A safe place to learn professionally Access to opportunity Access to information Be inspired Be recognized To teach, mentor, share Serve a higher purpose: volunteer Safe places to live and work

Executive Committees Chair Past Chairs Communications Subcommittee -Comm. Chair -Newsletter Editor - Webmaster History & Heritage Subcommittee - Comm. Chair - Historian - Member at Large College Relations Subcommittee - Comm. Chair - College Relations Rep - Student Section Chair Vice Chair SecretaryTreasurer Programs Subcommittee - Comm. Chair - Event Planner - Member at Large Chair Programs Subcommittee - Comm. Chair - Event Planner - Member at Large History & Heritage Subcommittee - Comm. Chair - Historian - Member at Large College Relations Subcommittee - Comm. Chair - College Relations Rep - Student Section Chair Communications Subcommittee -Comm. Chair -Newsletter Editor - Webmaster History & Heritage Subcommittee - Comm. Chair - Historian - Member at Large College Relations Subcommittee - Comm. Chair - College Relations Rep - Student Section Chair Programs Subcommittee - Comm. Chair - Event Planner - Member at Large Communications Subcommittee -Comm. Chair -Newsletter Editor - Webmaster History & Heritage Subcommittee - Comm. Chair - Historian - Member at Large College Relations Subcommittee - Comm. Chair - College Relations Rep - Student Section Chair

Executive Committees Key Responsibilities –Abide by Rules –Maintain Focus –Program Planning –Succession Planning –Member Recruitment

Abide by Rules Unit Level –Bylaws –Operating Guide Governance Level –Manuals –Policies –Merit Based Funding Robert’s Rules of Order

Maintain Focus Focus on your unit’s… Customers Mission Finances Volunteers

Program Planning Keys To Success 1.Set goals 2.Deliver programming that members respond to 3.Start planning at least 3-6 months ahead 4.At least break even 5.Deliver announcements 5 times using 3 formats 6.Remember to have fun!

Succession Planning Why? Build a tradition of a well run organization How? Recruit new volunteers Send someone to LTC each year Mentor newer volunteers Encourage regular change in roles

Member Recruitment Why? Keep ASME relevant Help your coworkers share in the benefits How? Invite to attend event Leave copy of ME Magazine or Unit Newsletter Take five minutes to talk about why you are a member

Review: The Executive Committee Create networking and knowledge sharing opportunities Responsibilities –Abide by rules –Maintain Focus –Program Planning –Succession Planning –Member Recruitment

Common Operational Activities Programs Dinner meeting Tours Socials Online Discussions Engineering Week College Outreach High School Outreach Honors & Awards Administrative Elections Bylaws Filing documents Minutes / Action items Newsletter and Website updates MBF Scoring Fundraising Membership Drive

Executive Meeting 101 Agenda Schedule –Frequency –Duration Role of Moderator Motions Minutes

Executive Meeting 101 Motions 1.Chair recognizes person 2.Proposer states motion Requires Second Followed by discussion 3.Move to stated question Ends discussion Requires Second 4.Vote on motion

Executive Meeting 101 Minutes –Attendance sheet –Records Time and Place Report highlights Motions and their disposition –Action Item list –Next meeting

Executive Meeting 101 A Typical Agenda 1.Call to Order –Revision to agenda –Approve prior minutes 2.Old Business Treasurer’s Report Committee Reports Special Project Reports 3.New Business (New ideas) 4.Wrap-Up –Review Action Items, Motions –Next Meeting –For the good of the order? 5.Motion to Adjourn

Executive Meeting Have fun and relax 2.Be courteous and listen 3.State all concerns at meeting 4.Focus on critical tasks 5.Don't judge ideas during brainstorm 6.Don't interrupt and don't dominate 7.Stay focused and on time 8.Don't rehash old subjects 9.OK to walk around during meeting 10.Explain acronyms 11.Raise your hand to discuss 12.No side meetings - Hold until the break 13.Parking lot is open 14.Please turn off all cell phones, pagers crackberries, and iPhones! Meeting Norms

What is an Effective Unit? Understand your customer’s needs Have a plan to meet them Deliver on the plan Grow membership Build a tradition of a well run organization

What is an Effective Unit Leader A team player Remains focused Recognizes everyone’s contribution Creates opportunities for others to participate Constantly questions status quo Sends people to Conferences, District Events and the Leadership Training Conference Is always positive

REVIEWING OBJECTIVES 1.Learn your unit’s strategic fit 2.Identify your customers 3.Gain an understanding of Executive Committee roles and responsibilities 4.Gain exposure to important operational issues 5.Understand Executive Committee Procedure 6.Learn to reach unit goals

Key Points Networking and Knowledge Sharing Programs and activities should meet your member’s needs Leverage the Executive Committee Model

Thank You Marc A. Meadows, P.E.: This presentation will be posted on the 2012 LTC Web Site, at /ltc12/presentations.cfm