committee chair toolkit for success transportation research board new chair orientation sunday,...
TRANSCRIPT
COMMITTEE CHAIR TOOLKIT FOR SUCCESS
Transportation Research BoardNew Chair Orientation
Sunday, January 11, 2009
2009
What Do TRB Committees Do?What Do TRB Committees Do? Stimulate and synthesize research Keep transportation communities apprised of
research findings Review and recommend papers for publication Co-sponsor special activities BUT THAT IS NOT THE REAL MESSAGE
TRB Committees Provide OpportunitiesTRB Committees Provide Opportunities Networking with fellow transportation
professionals Staying current on emerging issues Participating in the advancement of the practice PROVIDING THESE OPPORTUNITIES TO YOUR
MEMBERS IS WHAT YOUR WORK AS CHAIR IS REALLY ABOUT!
TRB Committee Structure TRB Committee Structure TRB committees are
combined into Groups and sometimes in Sections
The combination is based on the committee topic and scope
The Sections and Groups provide an opportunity to work together on cross-cutting topics and activities
Technical ActivitiesCouncil
Group
Section
Task Force
Committee
Subcommittee
Group
Section
Elements Needed for SuccessElements Needed for Success Strategic plan Communication tools Leadership skills Understanding of administrative requirements
Strategic Plan Strategic Plan
A Strategic Plan Focuses the CommitteeA Strategic Plan Focuses the Committee Mission
Why does the committee exist? Scope
Why does the committee exist? Goals
What does the committee want to achieve? Strategies
How will the goals be achieved? Action Plan
What is planned for the next three years to accomplish goals & strategies?
Strategic Plan DevelopmentStrategic Plan Development See Page 37 of the Leadership Guide for more
information: http://www.trb.org/Activities/About/ChairsCommittees.asp
Update every 3 years—coordinate with incoming chair if rotating within triennial period
Use as an activity to engage committee members TRB Leadership adopted a new strategic plan in June of
2007 and may be found at http://onlinepubs.trb.org/onlinepubs/general/trb_strategic_plan.pdf
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Strategic Plan DevelopmentStrategic Plan Development What’s worked? What hasn’t? Ideas to share?
Communication ToolsCommunication Tools
Potential Communication StrategiesPotential Communication Strategies Newsletters Committee Chair Letters List serve Websites Teleconferences
The specific technology or media is less important than
communicating regularly!
NewslettersNewsletters Issue semi-annually or quarterly Post on website or member published
and distributed
Listserves Listserves
Committee Chair Letter to Members and FriendsCommittee Chair Letter to Members and Friends
Less effort than newsletter, but can “grow” into newsletter
Fosters dialogue among committee members and friends via e-mail
Requires maintenance and updates by the host organization
Committee WebsitesCommittee Websites Committees are responsible for
accuracy and maintenance TRB will link TRB On-Line Directory to
the committee home page Preferred style reference is Elements of Style for
Web Design by Christine A. Quinn Contact your committee staff person to have the
page connected
Conference CallsConference Calls Provides additional opportunity
for conduct of committee businessbetween meetings
TRB Leadership Guide provides tips for conveners on Page 69:
http://www.trb.org/Activities/About/ChairsCommittees.asp
Consult with your TRB Staff Representative for additional assistance
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Communication StrategiesCommunication Strategies What’s worked? What hasn’t? Ideas to share?
Leadership SkillsLeadership Skills
Ultimately, It’s About Leadership...Ultimately, It’s About Leadership... Selecting committee members Encouraging participation Delegating responsibility Running organized meetings Communicating early and often
Selecting Committee MembersSelecting Committee Members Be selective!!! Don’t accept every applicant Include members that bring different
expertise or connections to other communities.
Contact leaders in the field and follow up on their suggestions
Tell prospective members what youexpect and make sure they canmake the necessarycommitment
Encouraging ParticipationEncouraging Participation Establish well-defined, challenging and
reasonable tasks Link assignments with each individual’s interests Set deadlines and follow up Praise accomplishments in private
and public Make sure each member is
contributing Follow up with new participants
to encourage additionalparticipation and commitment
Delegating ResponsibilityDelegating Responsibility The more independent subcommittees or work
groups the better! Activity generates more activity Don’t feel you must be personally involved in
every task Monitor, guide, cheerlead Stay connected to ensure the committee need is
being met Broaden the leadership base
Delegating Responsibility (continued)
Delegating Responsibility (continued)
Consider appointing members to some specific duties, such as: Secretary Newsletter editor/web master Research subcommittee chair Paper Review Coordinator Annual meeting chair Liaison chair Other program or activity chair
Succession planning. It may seem a long way off, but it is important to be aware of those that might be good candidates for future committee leadership.
Running Organized MeetingsRunning Organized Meetings Prepare and distribute an agenda in advance Include presenters’ names and timeframes for
each item Include reports on ongoing tasks and allow for
committee/friends input to keep things lively Include discussion items and encourage
informal interaction Avoid debates Maintain a sense of humor! Stay on schedule
Communicating Early and OftenCommunicating Early and Often Contact those engaged in relevant research Connect with external sources of relevant
information Communicate, communicate, communicate!
With the committee as a whole With subcommittees and work groups One-on-one with subcommittee leaders, existing
and prospective members With your TRB staff contact
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Committee LeadershipCommittee Leadership What’s worked? What hasn’t? Ideas to share?
Understanding of Administrative Requirements
Understanding of Administrative Requirements
At First It Seems Like a Private Club With Secret Rules...
At First It Seems Like a Private Club With Secret Rules... But the administrative information is readily
available TRB website has comprehensive on-line resources
at Leadership Guide
http://www.trb.org/Activities/About/ChairsCommittees.asp On-line paper review system guide Calendar of important dates TRB staff and committee
chair directory
And TRB staff is ready andwilling to help!
Administrative Highlights: Committee MembershipAdministrative Highlights: Committee Membership Chair nominates members after discussion with
TRB staff Appointments are made by TRB Executive
Director for a 3-year term
Administrative Highlights: Committee Membership (continued)
Administrative Highlights: Committee Membership (continued)
A committee is limited to 25 members, with some exceptions Unlimited number of Emeritus Members 2 Young Members (35 years or younger) 5 International Members (non-US) Unlimited number of “friends”
There is no limit to the number of young members or international members – each committee can appoint 2 and 5 that do not count against the member limit
TRB is committed to a one-third rotation in membership each third year
Administrative Highlights: Annual Meeting PlanningAdministrative Highlights: Annual Meeting Planning TRB staff coordinate with
chairs to schedule sessions Paper or Presentation
sessions (approximately two per committee)
Poster sessions Joint committee sessions
(within the committee session limit)
Committee and Subcommittee Business meetings
Session Planning webinars are held each year
Administrative Highlights:Mid-year MeetingsAdministrative Highlights:Mid-year Meetings Not all committees hold mid-year meetings Locations determined several years in advance Generally many committees meet together Some individual committees hold meetings with
local sponsors TRB staff coordinate with chairs to schedule
business meetings, plenary sessions, and joint committee workshops
Administrative Highlights: Meetings and MinutesAdministrative Highlights: Meetings and Minutes Meetings are open unless the chair designates
an executive session Visitors and “friends” may take part in
discussions but may not propose motions or vote
Minutes are no longer confidential and may be widely distributed
Administrative Highlights:Paper Review ProcessAdministrative Highlights:Paper Review Process Chair or appointee selects paper reviewers
3 reviewers per paper (at the very least) Reviewer’s names to be kept confidential
Chair or appointee notifies the author of evaluation result
Paper review webinars are held each year to help you navigate the system
Administrative Highlights:Paper Review Process (continued)
Administrative Highlights:Paper Review Process (continued) In advance of the “August Avalanche”
Have a plan—who, which, where? Volunteer reviewers—commitment and interest An updated mailing list—phone, fax, e-mail Internal deadlines
Alternatives structures Committee Chair Subcommittee Paper Review Coordinator or Publications chair
Administrative Highlights:Travel Expense Reimbursement TRB policy is to help defray
travel costs of committee chairs to either the annual or mid-year meeting when they cannot obtain funds elsewhere and to the extent funds are available
TRB will not cover committee member or speaker expenses
Administrative Highlights: Specialty Conferences and Workshops
Administrative Highlights: Specialty Conferences and Workshops Approval of the TRB Executive Committee must
be obtained prior to development Must be self-supporting (registration fees and/or
outside funding) Governing Board of the National Research
Council must approve events sponsored with outside funding
Remember the ResourcesRemember the Resources TRB Division A Leadership website:
http://www.trb.org/Activities/About/ChairsCommittees.asp
On-Line Directory (full contact information for all TRB members)
Email list for all your committee members Printed Calendar and ….
If all else fails…….If all else fails……. Call or e-mail your TRB staff officer
Peter 202-334-2983 [email protected] Kim 202-334-2968 [email protected] Tom 202-334-2907 [email protected] Christy 202-334-2970
[email protected] Elaine 202-334-3206 [email protected] Joedy 202-334-2167 [email protected] Martine 202-334-3177
Or their project assistant Freda Morgan 202-334-2965 [email protected] Brie Schwartz 202-334-3015 [email protected] Mary Kissi 202-334-3205 [email protected] Matt Miller 202-334-2608 [email protected]