Building Your Building Your Leadership Team Leadership Team

Module 1Module 1Membership and StructureMembership and Structure

Building Your Leadership Building Your Leadership TeamTeam

RolesRolesWhat roles can team members play?What roles can team members play?

Team members can:Team members can: Help us in determiningHelp us in determining Assist us in implementingAssist us in implementing InterpretInterpret PromotePromote ExpandExpand CommunicateCommunicate Serve as advocatesServe as advocates

RolesRolesTeam Members are:Team Members are:

AmbassadorsAmbassadors LegitimizersLegitimizers CounselorsCounselors ManagersManagers

GoalsGoalsHow do I determine goals for my How do I determine goals for my

team?team?

Selection ProcessSelection ProcessHow do I determine who I should How do I determine who I should

consider as team members?consider as team members?

Selection ProcessSelection ProcessWhat Criteria do I use in selecting team What Criteria do I use in selecting team

members?members? CommitmentCommitment DiversityDiversity SkillsSkills RelationshipsRelationships ExperienceExperience NetworkNetwork CharacteristicsCharacteristics

Characteristics

Network

ExperienceRelationships

Skills

Diversity

Commitment

Team Member

Selection ProcessSelection ProcessHow do I ensure that my committee is How do I ensure that my committee is

representativerepresentativeof my county and encompasses the of my county and encompasses the

selection criteria?selection criteria?

One way to simplify the process is to use a One way to simplify the process is to use a member matrix that includes as many of the member matrix that includes as many of the criteria as possible.criteria as possible.

Selection ProcessSelection ProcessHow big/small should my leadership team How big/small should my leadership team

be?be? Group Size = 9-12Group Size = 9-12

Is small enough to create good atmosphere for Is small enough to create good atmosphere for group discussiongroup discussion

Is large enough to provide representation from Is large enough to provide representation from several areasseveral areas

Provides an ample number of people for Provides an ample number of people for subcommittees of 3-5 peoplesubcommittees of 3-5 people

Allows for absentees or non participatorsAllows for absentees or non participators

Selection ProcessSelection Process

How and where do I find team How and where do I find team members?members?

Use your:Use your: EyesEyes EarsEars MouthMouth

Recruiting MembersRecruiting MembersWhat points should I make when asking What points should I make when asking

someone to serve on my team?someone to serve on my team? Do:Do:

Make personal contactMake personal contact Explain importanceExplain importance Discuss expectationsDiscuss expectations Be positive & personalBe positive & personal Be brief & clearBe brief & clear Invite, but don’t begInvite, but don’t beg Be honest about timeBe honest about time Share tasks, responsibilitiesShare tasks, responsibilities Stress qualificationsStress qualifications Allow them to think about itAllow them to think about it Provide informationProvide information

Recruiting MembersRecruiting MembersWhat points should I make when asking What points should I make when asking

someone to serve on my team?someone to serve on my team? Don’t:Don’t:

Mislead them saying what you think Mislead them saying what you think they want to hearthey want to hear

Play on guiltPlay on guilt Ask them to do you a favorAsk them to do you a favor Say:Say:

You won’t have to give much timeYou won’t have to give much time We just meet every now and thenWe just meet every now and then We really don’t do muchWe really don’t do much There is no problem if you skip a There is no problem if you skip a

meetingmeeting..

Recruiting MembersRecruiting Members

Within a week:Within a week: Call or visitCall or visit Send thank you/appointment letterSend thank you/appointment letter Provide notification of orientation Provide notification of orientation

process, meeting dates membership process, meeting dates membership roster etc.roster etc.

Provide more informationProvide more information Obtain contact informationObtain contact information Share new member information with Share new member information with

existing membersexisting members Ask existing member to make Ask existing member to make

welcome call or visitwelcome call or visit

After I make my initial contact with After I make my initial contact with prospective team members, how should I prospective team members, how should I follow up?follow up?

Recognizing New Recognizing New MembersMembers

How do I begin recognizing new members?How do I begin recognizing new members? Consider:Consider:

Taking a picture of new membersTaking a picture of new members Provide picture to newspaper with articleProvide picture to newspaper with article Send a picture to spouse, parent, employer of Send a picture to spouse, parent, employer of

member with a note regarding importance of member with a note regarding importance of leadership teamleadership team

Provide name tagsProvide name tags Give them a visible role in programsGive them a visible role in programs Introduce new members at programs and Introduce new members at programs and

eventsevents

Communicating with Communicating with MembersMembers

How can I set up a good communication How can I set up a good communication system with my team members?system with my team members?

Remember:Remember: Two weeks before each meeting send:Two weeks before each meeting send: : :

aagenda, information about issues for discussion genda, information about issues for discussion and team reportsand team reports

After each meeting: After each meeting: send minutes and notice of send minutes and notice of next meeting , send a “We missed you note” to next meeting , send a “We missed you note” to absent members.absent members.

Set up…..Set up….. email address, distribution list; add email address, distribution list; add members phone numbers to your office and cell members phone numbers to your office and cell phone lists; Ask each member how they prefer to phone lists; Ask each member how they prefer to communicate (phone, email, letter etc.)communicate (phone, email, letter etc.)

Member OrientationMember Orientation How can I orient my members How can I orient my members

without overwhelming them?without overwhelming them? Member Orientation should be:Member Orientation should be:

ConciseConcise Only provide info to put Only provide info to put

members at easemembers at ease Reaffirm your belief in themReaffirm your belief in them Encourage and excite themEncourage and excite them

Member OrientationMember Orientation

Why you were asked to Why you were asked to serveserve

Roles and ResponsibilitiesRoles and Responsibilities Job descriptionJob description Requirements and Requirements and

ExpectationsExpectations Who’s Who – members Who’s Who – members

contact informationcontact information Term/Rotation ScheduleTerm/Rotation Schedule Team building activityTeam building activity Assignment to complete Assignment to complete

before first meeting.before first meeting.

Team StructureTeam Structure Operating Operating

GuidelinesGuidelines Extension OverviewExtension Overview Membership skills Membership skills

and Networksand Networks Overview of Overview of

MeetingsMeetings

Important items to Important items to covercover

You might also include

Types of Leadership Types of Leadership TeamsTeams

Extension Program CommitteeExtension Program Committee Standing CommitteeStanding Committee Special CommitteeSpecial Committee Issue CommitteeIssue Committee

Operating Guidelines and Operating Guidelines and ProceduresProcedures

How do I establish operating guidelines for my How do I establish operating guidelines for my teams?teams?

Consider including:Consider including: Statement of purposeStatement of purpose Job descriptionsJob descriptions Description of structure/composition of teamDescription of structure/composition of team Terms of serviceTerms of service Official yearOfficial year Number and length of meetingsNumber and length of meetings OfficersOfficers Criteria for membership and selection processCriteria for membership and selection process Resignation processResignation process Relationship to staff and supporting boardsRelationship to staff and supporting boards Attendance requirementsAttendance requirements

Length of Service and Length of Service and RotationRotation

How long should a member serve on the How long should a member serve on the team and how do I set up a rotation team and how do I set up a rotation

system?system? Service – staggered terms of three yearsService – staggered terms of three years Rotation System – start with a rotation Rotation System – start with a rotation

system immediatelysystem immediately Reappointing members – off team at Reappointing members – off team at

least one yearleast one year New members – keep one third newNew members – keep one third new

DocumentationDocumentation How do I document my leadership team How do I document my leadership team

efforts?efforts? Document membershipDocument membership

Should be representative of populationShould be representative of population Should have rotation systemShould have rotation system Maintain list of current member informationMaintain list of current member information

Document minutes – maintainDocument minutes – maintain Minutes of all meetings including attendanceMinutes of all meetings including attendance Send copies of minutes to all membersSend copies of minutes to all members Correspondence to/from membersCorrespondence to/from members

How Can My Team be How Can My Team be Successful?Successful?Do:Do:

- choose a varied group, particularly those with - choose a varied group, particularly those with knowledge of the organization and those withoutknowledge of the organization and those without

- write job descriptions- write job descriptions - delegate meaningful parts- delegate meaningful parts - take the time to do this right- take the time to do this right - thank and recognize (doesn’t have to be costly)- thank and recognize (doesn’t have to be costly) - be prepared to share ownership- be prepared to share ownership - be prepared to accept feedback- be prepared to accept feedback

Don’t:Don’t: - just go through the motions- just go through the motions - be afraid to ask for help- be afraid to ask for help - just ask people you are comfortable with- just ask people you are comfortable with - do it all yourself- do it all yourself - micromanage- micromanage

4-H Program Development 4-H Program Development CoordinatorsCoordinators

Marilyn Poole – NE DistrictMarilyn Poole – NE DistrictLori Purcell – NW DistrictLori Purcell – NW DistrictLaura Perry Johnson – SW Laura Perry Johnson – SW

DistrictDistrictTeresa Harvey – SE DistrictTeresa Harvey – SE District

ANR Program Development CoordinatorsNorman McGlohon – NE DistrictSheldon Hammond – NW District

Ken Lewis – SW DistrictPhil Torrance – SE District

FACS Program Development SpecialistsJanet Valente – NW & SW DistrictLaurie Cantrell – NE & SE District

Program Development Team