assessing chapter for success

Assessing Your Chapter For Success

2010 Annual Leadership Forum

FOUR TRENDS for AssociationsAnd the IMPACT on your chapter

ValuesTime

Control

Decision To Volunteer…

Conducted by ASAE & The Center, 2008

MeaningAffiliationOutcomes

Decision To Join…

Conducted by ASAE & The Center, 2007

Collaboration

ImpactFluid

Social media revolution…

Member-ledDecentralize

dNet-

promoter

Designing Your Future

Conducted by ASAE & The Center, 2008

A Chapter DashboardKey Indicators for success

The light is green …

Vibrant leadership with a clearly defined and operational succession plan

Supportive administrative infrastructure

High member involvement

Menu of services that meet member needs

Key board and team positions filled

Pool of active volunteers

Succession plan defined and operational

Leadership

“You make a living by what you get. You make a life by what you give.”

- Winston Churchill 

“Don't ever question the value of volunteers. Noah's Ark was built by volunteers;

the Titanic was built by professionals.”- Anonymous

Being the Best Volunteer

Know answers to the BIG questions.

Where are we going?

When & how will we get there?

Why do we want to go there?

How will I help?

Pick the job you can and will do.

Plan Execute

Communicate

Administrative tasks covered

Operational policies & procedures in place

Accurate member & financial records

Effective reporting

Administrative Structure

Administrative Tips

• Set you free• Decentralize planning,

decision-making & creative developmentPolicies

• Lock you down• Protect association’s interests

Procedures

Connect with the chapter ◦ attend◦ contact◦ participate◦ support

Volunteer = Citizenship

Member Involvement

Educational events

Networking opportunities Career connections

Community service

Member Services

A New BlueprintForm FOLLOWS Function

Creating an Adhocracy…

Short-term

Measurable

Meaningful

Makes a difference

Adhocracy in Action

State the Goal

Breakdown into Tasks

Translate Tasks into Positions

State the Reward

Adhocracy in Action

Adhocracy in Action

Position: Newsletter Editor Goal: Produce 6 bi-monthly online newsletters (6-8 short articles each) between July 1, 2009

and June 30, 2010. Articles to include standard items such as president’s letter, calendar of events, new member list, member spotlight, event promos and re-caps, etc. as well as features on current issues.

 Tasks: Develop editorial calendar

Recruit & manage contributors (e.g., copywriters, photographers, designer/layout, proofers, distributor – see below)Solicit as needed, review & edit submissionsOversee or handle loading into e-news software & distributing

 Reward: Thank you from president, attribution in newsletter, pride in accomplishment and

contribution to profession. Contributors (Ad Hoc volunteers):Copywriters (Per Event/Activity)

Labor Pool: students / young professionals seeking certification / knowledgeable vendors / etc.Job Request: 150-200 word re-cap of event, interview member by phone (pre-defined script), 200-300 word description of current issue, etc. by [insert date – leave time for procrastination]

Photographers (Per Event/Activity)Labor Pool: professional photographers (check their website)Job Request: 50-75 photos of event, activity by [insert date – leave time for procrastination]

 Reward: Each receives attribution in newsletter, thank you from newsletter editor & chapter

officer (and registration discount).

Adhocracy in Action

Position: Volunteer Coordinator (Sample IFMA Boston Chapter)

The volunteer coordinator position was created to help with 3 issues:

1.   Resource allocation

2.   New member involvement/orientation

3.   Member retention

Overview:

The purpose of the position is to match interests and talents with committees who require resources to perform their duties. The Volunteer Coordinators are responsible for acting as liaisons with the various committees to understand the nature of the duties to be performed by volunteers, and to act as a resource for new and current Chapter members who are looking for ways to be involved in Chapter operations.

Specific tasks: Use the data from our annual survey and monthly program evaluations to collect

information from potential volunteers Regularly attend committee meetings/be in contact with committee chairs and the Board

of Directors to remain apprised of volunteer resources they need Attend Chapter functions to meet and engage with new and returning members,

extending personal invitations to become involved Follow up with volunteers placed on committees to monitor progress and satisfaction Keep the Board of Directors informed of volunteers needed, placed, and progress

Adhocracy in Action

Position: Volunteer Coordinator (Sample IFMA Orange County Chapter)

 The Volunteer Chair shall

1) build volunteering awareness within the chapter, 2) engage volunteers, 3) act as a liaison between the Associate members, the Professional members and the Board of Directors.

Responsibilities Work with other chair members to match volunteering needs . Determine human recourses needed by chapter. Recruit members to volunteer Match members to other chair members committee needs Repeat

Skills The Volunteer Chair should have good organizational and people skills. The Chair

should be able to communicate and delegate chapter tasks to the appropriate volunteers; matching the need with the skill set.

Contact MeEmail: phoffman@marinermanagement.comPhone: 301-725-2508Website: www.marinermanagement.comTwitter: @peggyhoffmanLinkedIn: Peggy Hoffman