module 3: leadership's responsibilities strategic planning

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

STRATEGIC PLANNING

BLACKS IN GOVERNMENT

Overview

What is a strategic planWhere to begin your strategic planHow to get others on boardTips for effective strategic planning

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

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

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

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

Questions

FINANCIAL PROCEDURES AND ACCOUNTABILITY

SHOW ME THE MONEY!

FINANCIAL PROCEDURES AND ACCOUNTABILITY

ORGANIZATIONAL STRUCTURE GETTING STARTED REQUIRED REPORTING THE BUDGET PROCESS SUGGESTED FINANCIAL STATEMENTS

AND REPORTS CLOSING OF THE BOOKS

FINANCIAL PROCEDURES AND ACCOUNTABILITY

Organizational Structure

– 501(c)(3) Organization– Chapters and Regions Relationship

to BIG

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

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

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

FINANCIAL PROCEDURES AND ACCOUNTABILITY

Suggested Financial Statements/Reports– Balance Sheet– Statement of Revenues and

Expenses– Cash Disbursement Journal– Any other report desired by

chapter

FINANCIAL PROCEDURES AND ACCOUNTABILITY

Closing of the Books– Annual Audit– Presentation to Delegates Assembly

QUESTIONS

Communicating with Chapters

BLACKS IN GOVERNMENT

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

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?

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

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

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

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

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

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

Words of Wisdom

Communication leads to community, that is, to understanding, intimacy and mutual valuing

ROLLO MAY

Questions

BLACKS IN GOVERNMENT

Recruiting and Retaining Members

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?

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?

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?

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?

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;

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

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

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

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

– 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

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

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

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

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

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

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

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

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

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

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

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

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

Questions