Recruiting Chapter Leadership Work Smarter – Not Harder

Is this how your chapter finds chapter leadership? Inherited (they’ve ALWAYS been on the board) Inherited (they’ve ALWAYS been on the board) Happened by one day (just decided to volunteer) Happened by one day (just decided to volunteer) Encountered by chance (ran into someone who you could strong arm) Encountered by chance (ran into someone who you could strong arm) The usual suspects (give more to the volunteers we already have) The usual suspects (give more to the volunteers we already have)

They’re the only people who’s not assigned They’re the only people who’s not assigned Deny that we need any new officers or committees!! Deny that we need any new officers or committees!! Hey, it’s a warm body! Hey, it’s a warm body!OR Make It an Intentional Process Make It an Intentional Process Is this how your chapter finds chapter leadership?

Key problems with nominating committees Haphazard or casual way to recruit, select and orient leaders Haphazard or casual way to recruit, select and orient leaders Bylaws may describe appointing/electing a nominating committee which: Bylaws may describe appointing/electing a nominating committee which:  Traditionally does little recruiting work  Relies on whomever is available from a closed “circle of people” who are active Short-term recruitment process focuses narrowly on filling anticipated vacancies for current year Short-term recruitment process focuses narrowly on filling anticipated vacancies for current year

Developing a Leadership Recruiting Plan Form both a Recruiting Committee and a Nominating Committee soon immediately after current election Form both a Recruiting Committee and a Nominating Committee soon immediately after current election Don’t wait until shortly before next election to seek out candidates Don’t wait until shortly before next election to seek out candidates Think of recruiting as a year round ongoing process Think of recruiting as a year round ongoing process Develop a committee system within the chapter to grow candidates Develop a committee system within the chapter to grow candidates

Developing a committee system to recruit Recruit members for time-limited committees to start them out Recruit members for time-limited committees to start them out Watch their performance on those committees to evaluate their attributes Watch their performance on those committees to evaluate their attributes If you recruit someone and are told “no”, ask if that means never If you recruit someone and are told “no”, ask if that means never Establish current leaders as mentors Establish current leaders as mentors Don’t take “any” warm body, match them to the job Don’t take “any” warm body, match them to the job

Identification of chapter needs Identify which positions are needed Identify which positions are needed What is the purpose of the position? What is the purpose of the position? What are the responsibilities of the position? What are the responsibilities of the position? What skills and knowledge are needed? What skills and knowledge are needed? What training and resources are available? What training and resources are available?

Identification How much time will this job take? How much time will this job take? What are the benefits to the volunteer? What are the benefits to the volunteer? Do we have a position description available? Do we have a position description available?

Who are our prospects? Members in good standing (paid up dues) Members in good standing (paid up dues) Members who aren’t currently serving Members who aren’t currently serving New members New members People who are happy, busy, outgoing, friendly, bored with the usual, and not reluctant to become involved People who are happy, busy, outgoing, friendly, bored with the usual, and not reluctant to become involvedBUT

Other unlikely prospects! Don’t overlook those who are: Don’t overlook those who are:  Shy – they need to be approached differently  Critical – They may feel they can do the job better so offer them the opportunity  Always asking questions – They may see things differently and bring a different point of view  Not available now

How do you find candidates? Just putting a call for candidates in your newsletter or announcements at a chapter meeting... Just putting a call for candidates in your newsletter or announcements at a chapter meeting... Won’t result in volunteers!!! Won’t result in volunteers!!!

So, what will? You look all the time, everywhere!! That means everyone!!! You look all the time, everywhere!! That means everyone!!! Develop a recruitment committee armed with position descriptions who will: Develop a recruitment committee armed with position descriptions who will: Use their eyes, ears and contacts to help Use their eyes, ears and contacts to help Visit with members and key people in the chapter Visit with members and key people in the chapter Share the position descriptions and ask “who comes to mind when you think of who could do this?’ Share the position descriptions and ask “who comes to mind when you think of who could do this?’

Share information about the chapter operation, the purpose and value of the positions Share information about the chapter operation, the purpose and value of the positions Recruiting committee members are not recruited for a position but to pick their brains and contacts for the right person to recruit Recruiting committee members are not recruited for a position but to pick their brains and contacts for the right person to recruit If they volunteer, don’t turn them down If they volunteer, don’t turn them down So, what will?

Consider people who have never been asked. They may be flattered to be personally asked Consider people who have never been asked. They may be flattered to be personally asked Take a survey to find out what members would like and are willing to do? Take a survey to find out what members would like and are willing to do? Have a suggestion box for people to submit names of those who are good at doing things Have a suggestion box for people to submit names of those who are good at doing things Make it fun and call it “data gathering” Make it fun and call it “data gathering” So what will?

What’s the next step? Form a nominating committee who will: Form a nominating committee who will: Analyze the positions to be filled Analyze the positions to be filled What do you want the person to do?What do you want the person to do? What knowledge, attitudes and skills are needed to accomplish the job?What knowledge, attitudes and skills are needed to accomplish the job? What is the time required to do it?What is the time required to do it? What are the resources available to volunteersWhat are the resources available to volunteers What are the benefits of doing this?What are the benefits of doing this? Other information needed to accomplish the job?Other information needed to accomplish the job? Develop job descriptions, if not already available Develop job descriptions, if not already available

NARFE Position Descriptions Available as PDF files on the NARFE web site at or can be ordered on F-18www.NARFE.org F-54 F-55 F-56 F-58 F-60 F-10

Nominating committee will: Nominating committee will:  Meet with potential candidates  Serve as a vetting team to find best qualified candidates  Meet year round to maintain prospect list  Prepare slate of officers and chairs for election  Strive to have more than one name on the slate for each position Steps continued

From the lists collected by the recruiting committee, look for names mentioned on several lists From the lists collected by the recruiting committee, look for names mentioned on several lists Determine who matches the job descriptions Determine who matches the job descriptions Determine which person to start with Determine which person to start with Contact them and set up a time to personally visit Contact them and set up a time to personally visit Nothing can replace face to face recruiting Nothing can replace face to face recruiting

Steps continued Meet with the prospect to: Meet with the prospect to:  Explain who you are and basic information about the chapter and leadership positions  Tell them how you got their name and what position you wish them to consider  Use the job description and any other information you have available to explain the position

Steps continued Meet with the prospect to: Meet with the prospect to:  Ask questions of the individual to determine what they are interested in, like, or can do  Explain why you want this individual What makes them important and why they might want to be involvedWhat makes them important and why they might want to be involved  Ask them to volunteer for one year commitment  Explain orientation, training and support available  Give expectations (time, meeting attendance, term length)

More likely to attract liked-minded volunteers if they hear how much you have enjoyed your time of service More likely to attract liked-minded volunteers if they hear how much you have enjoyed your time of service Show being in leadership is fun and rewarding Show being in leadership is fun and rewarding Explain value you can gain from volunteering Explain value you can gain from volunteering Steps continued

If they say, If they say,  “yes”, take their name to nominating committee for consideration for either election or match them up with a committee  “not now”, ask when they might be ready or can they be considered in the future  “no”, get their input of someone they suggest or if they would like to do something else Keep trying until you have the volunteers you need Keep trying until you have the volunteers you need

Selection/Recruitment Recap Use the position description to inform Use the position description to inform Use the position description to recruit Use the position description to recruit Use others to help with recruitment Use others to help with recruitment Match the volunteer to the position Match the volunteer to the position Begin treating volunteers like VIPS Begin treating volunteers like VIPS

How should we treat them? Make them feel special and thank them on a regular basis Make them feel special and thank them on a regular basis Mention them at every opportunity Mention them at every opportunity Communicate – two way is better than one Communicate – two way is better than one Give regular feedback on how they are doing Give regular feedback on how they are doing

Summary This method may seem more time- consuming but it will result in: This method may seem more time- consuming but it will result in:  More accurate assessment of leadership needs  An organized process to identify, contact and secure commitment from best qualified individuals, and  A solid beginning on an orientation process beginning with their first contact during the recruiting process

Recruiting Chapter Leadership Now, was that hard?