secretariat team training

WELCOME to

the Secretariat the Secretariat Training Session

IntroductionIntroduction

Expectations from the sessionsession

Who is a Club Secretary?

Who is a Club Secretary?

Secretary = PresidentSecretary = PresidentSecretary = PresidentSecretary = President

� Vital Person

� Leadership team….Decision maker� Leadership team….Decision maker

� Great Authority = Greater Responsibility

Roles of a Club Secretary:Roles of a Club Secretary:Roles of a Club Secretary:Roles of a Club Secretary:� Maintaining Records� Liaison Officer� Communication channel� Communication channel� Ambassadorial Relations� Reporting� Club Installation � Official Club Visit � Logistics� Filling gaps/ loose ends� Viewing larger picture - District 3140� And more. . .

InstallationInstallationInstallationInstallation

� It is a ceremony of the incoming President and the team.

�Confirm the date with the District Secretariat team.�Confirm the date with the District Secretariat team.

�Send the Pre Installation Report ten days in advance.

�Set the agenda, keeping protocols in mind.

Official Club VisitOfficial Club VisitOfficial Club VisitOfficial Club Visit

� Interaction with the club members.

� Assessing a club’s progress.� Assessing a club’s progress.

� Suggesting practical solutions to problems challenging the club.

� New Innovations for club.

� It’s not an inspection.

Critical aspects of an OCV

� Confirm the date with the District Secretariat team

� Submit the Pre – OCV report, 2 weeks in advance.

� Ensure all records are maintained and presented.

� Plan in advance, execute better.

Records:� Minutes / Agenda (Make sure that you draft minutes REGULARLY and

submit it to the Rotary and mail it on the club groups. Agenda to be preparedminimum 2 days in advance and mailed to members and B.O.D.s)

� Attendance (follow the attendance pattern given by the District and keep hard� Attendance (follow the attendance pattern given by the District and keep hard

copies with you at all times)

� Database (Membership File, Inducted and Probationary Members, Alumni

Roster, Inducted Member Roster – Matches with the Sec Report and District DuesPaid List)

� Correspondence File (Permission letters, marketing letters, MOUs etc.)

� Summary of Projects (To be Submitted to Rotary, College, Inner wheel)

� Secretariat file /Book (Optional)

� Pictures of Club Projects (Folders in your PC / CDs)

� Others (Sample of Invites, Poster, Banner Design, Press Release, Bulletins etc)

� Make sure that the Editorial file, Public relations file are � Make sure that the Editorial file, Public relations file are maintained by respective avenue directors.

Communication� Invite List - (Club, P.I.S., District, Outside Club, College)

� Mailer - (Pre and Post Projects) – Formal and well formatted (NO SMS

Language)

� Short Message Service (SMS) - (Make Groups for convenience)

� Call Chains

� Communication to Club Members and B.O.D.s - (Club Project, Other Projects, BOD Meets, G.B.M. etc)

� In ADVANCE - (At least 2 days)

� Create Club Group - (Mail across the G.B.M. Minutes as well)

� Ensure Club Participation Everywhere

� Outside Club Participation (Projects / G.B.M.’s / Installations)

� Partners In Service (Projects / G.B.M.’s / Installation / OCV’s)

� District Projects

� College

� Try not keeping your club project on the same day, when you know some other club projects are happening which will benefit your club members

� Improves Relations

Communication Plan

� Responsibility for communication

� Frequency of communication

� Content of communication

� Methods of communication

� Web Meetings

Working / Coordinating with Different People

� President � Board of Directors� President

�Vice President

� S.A.A.

� Treasurer

� Board of Directors

� P.I.S.

�College

�District

� Club Projects� Ambassadorial� G.B.M.’s and B.O.D.’s� Secretariat Report

Reporting

� Secretariat Report (Match with the District Dues Paid List)

- Ensure All Members and Alumni's are registered.- Teach Reporting to Members- You Don’t make the reports, ask the OCP’s to make it.- Give deadline to the OCP’s (Immediately after the Project)- You ensure timely reporting- Go through the report and submit it- Give your feedback to the OCP’s

Look at the larger picture…Look at the larger picture…Look at the larger picture…Look at the larger picture…

� Club Installations

� Club OCV

� District Projects� District Projects

� Responsible President’s Citation

� R.I. Presidential Citation

� R.I. Outstanding Project Nomination

� World Rotaract Week

� Rotary Service Week

� Regular Updates

� Attend DRR and Pres – Sec Meetings

Ambassadorial

� Ensure Club Participation Everywhere

� Outside Club Participation (Projects / G.B.M.’s / Installations)

� Partners In Service (Projects / G.B.M.’s / Installation / OCV’s)� Partners In Service (Projects / G.B.M.’s / Installation / OCV’s)

� District Projects

� College

� Try not keeping your club project on the same day, when you know

some other club projects are happening which will benefit your club

members

� Improves Relations

Being an effective Secretary

� Be formal in communication

� Prioritize

� Be Approachable

� Be meticulous� Be meticulous

� Don’t give up

� Be active throughout

� Walk the Talk

� Time Management (To – Do List, Check List, Time Chart)� Crisis Management (Case Studies)� Train Successor (To ensure Continuity)

And ENJOY, because this is going to be the best ever.

ROLE PLAYROLE PLAYROLE PLAYROLE PLAYROLE PLAYROLE PLAYROLE PLAYROLE PLAY

How will I make Secretariat fun???

How will I make Secretariat fun???

� R.I. Presidential Citation – by 30 September

� Responsible President’s Citation

DatesDatesDatesDates

� R.I. Outstanding Project Nomination – By February

� World Rotaract Week – during the week of 13th March

� World Interact Week – during the week of 5th November

� Website launch – by 30 September

� Reporting Deadline – 10th of every month

� Nominate your club at AARA’s

Utilize

� Tool Lit

� ACE� ACE

� Directory

� Synopsis

� Website

� District Secretariat Team

Secretariat Communication channelCommunication channel

HAPPY ENDING!!HAPPY ENDING!!