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The Gideons International in India The Gideons International in the Philippines

New New State Management State Management

StructureStructure

Effective Sept 2011Effective Sept 2011

The Gideons International in India The Gideons International the Philippines

What we want to accomplishWhat we want to accomplish

• Do I understand the structure?• Do I understand the objectives?• Do I understand my job?• Do I understand the tools I have?• How will this assist our state performing vs. potential?

The Gideons International in the Philippines

Organization Structure Progression

The Gideons International The Gideons International In the Philippines 2011In the Philippines 2011

Visayas Visayas StateState

MindanaoMindanaoStateState

N Luzon N Luzon StateState

S Luzon S Luzon StateState

The Gideons International in India

Why Change?Why Change?

The Gideons International in the Philippines

Compliant w/New International Structure / 2009Compliant w/New International Structure / 2009

Growth management Growth management

Vision 2020Vision 2020

VISION 2020: OBJECTIVE 100

• To have developed, personally and corporately, a culture of excellence throughout the worldwide ministry where 100% achievement, commitment and effort is the benchmark

• To be distributing 120 million Scriptures annually by the year 2020!

• To have 100% of our members, Gideons and Auxiliary, in every camp involved in camp activities

• To have intentionally developed a relationship with each eligible church in every camp area

VISION 2020: OBJECTIVE 100

• To have developed, personally and corporately, a culture of excellence throughout the worldwide ministry where 100% achievement, commitment and effort is the benchmark

• To be distributing 120 million Scriptures annually by the year 2020!

• To have 100% of our members, Gideons and Auxiliary, in every camp involved in camp activities

• To have intentionally developed a relationship with each eligible church in every camp area

Span of ControlSpan of Control

“Span of control is defined as the number of Span of control is defined as the number of people supervised by the manager. people supervised by the manager.

This theory proposes that there is a certain size at This theory proposes that there is a certain size at which span of control reaches its maximum which span of control reaches its maximum

capacity to be effective, and increasing the size capacity to be effective, and increasing the size beyond this capacity adds no value and may even beyond this capacity adds no value and may even

be harmful.”be harmful.”

Structural Change to Sustain GrowthStructural Change to Sustain Growth

Realignment of Areas: Number of Camps in Realignment of Areas: Number of Camps in One Area is restricted to 6-10One Area is restricted to 6-10

Resulting in more AreasResulting in more Areas

More Area Directors More Area Directors reporting in to the State Presidentsreporting in to the State Presidents

States divided into Regions, headed by the States divided into Regions, headed by the Regional Vice PresidentsRegional Vice Presidents

State Cabinet gets Heavy: Outside the Span of ControlState Cabinet gets Heavy: Outside the Span of Control


Your FunctionYour Function in in

The Gideons InternationalThe Gideons Internationalthe Philippinesthe Philippines


You Transform the Vision You Transform the Vision into Reality !into Reality !


State Leadership should have State Leadership should have One Simple Focus and Task:One Simple Focus and Task:

Impact what happens at the Impact what happens at the Camp Level !Camp Level !


• Scriptures PlacedScriptures Placed• Church Presentations ConductedChurch Presentations Conducted• GideonCard Funds RaisedGideonCard Funds Raised• Faith Fund Offerings MadeFaith Fund Offerings Made• New Members EnlistedNew Members Enlisted

The Camp The Camp

• Regions within a StateRegions within a State

• Additional VPsAdditional VPs

• Regional Program LeadersRegional Program Leaders

• Smaller Areas of ResponsibilitySmaller Areas of Responsibility

What is different: OLD vs. NEWWhat is different: OLD vs. NEW

What is different: OLD vs. NEWWhat is different: OLD vs. NEW

New TermsNew Terms

State Leadership Meetings - SLMState Leadership Meetings - SLM Regional Meetings – RMRegional Meetings – RM State Program Committee - SPCState Program Committee - SPC Program Leaders - PLProgram Leaders - PL

Management StructureManagement Structure

State Cabinet State Cabinet

RVPRVP CoordinatorsCoordinatorsSecretarySecretaryTreasurerTreasurer ChaplainChaplainRVPRVP

State State PresidentPresident

State Management Team State Management Team

RVPRVP CoordinatorsCoordinatorsSecretarySecretaryTreasurerTreasurer ChaplainChaplainRVPRVP

AD’sAD’s ADsADs

State President

PLsPLs

AD’sAD’s ADsADs

PLsPLs

Regional Team

RVP

Program Leaders (5)

AD AD AD AD AD AD

Every region has a complete set of 5 Every region has a complete set of 5 Regional Program Leaders:Regional Program Leaders:

Church Ministry PLChurch Ministry PL Gideon Card PLGideon Card PL Scripture PLScripture PL Membership PLMembership PL Faith Fund PLFaith Fund PL

Regional TeamRegional Team

Each region has at least one set of regional program leaders for Each region has at least one set of regional program leaders for each program of the Gideons. There should be one set of regional each program of the Gideons. There should be one set of regional program leaders for every 25 camps within each region.program leaders for every 25 camps within each region.

Regional Operations

R V P

AD AD AD ADAD AD AD

GCC

PLs

SPC

Camp

CMCSDC

FF & MC

PLs report to the respective State Program Coordinator

Liaison workwith AD

Liaison workwith respectiveProgram ChairmenIn the camps

State Program Committees (5) State Program Committees (5)

State State ProgramProgram

CoordinatorCoordinator

ProgramProgramLeadersLeaders

Auxiliary

State Auxiliary President

A RVPA RVP

Responsible Forthe State Convention

Responsible ForDuties of Pres In absence

G RVP

One G RVP designated Liaison for

Auxiliary

State Gideon President

MEETINGSMEETINGS

State Convention

First State Cabinet Meeting December

(includes Leadership training)

Second State Cabinet Meeting

March (normal agenda)

Third State Cabinet Meeting June

(pre-convention planning)

AREA TEAM MEETINGS

2 WEEKS FOLLOWINGREGIONAL TEAM MEETING

AREA TEAM MEETINGS


AREA TEAM MEETINGS


JUNE NOVEMBER

State Program Committee MeetingsGoal Setting Meeting

State Program Committee MeetingsBenchmarking Meeting

Note: These meetings may be held using electronic media, telephone conferencing, or in person

STATE LEADERSHIP MEETINGS STATE LEADERSHIP MEETINGS SCHEDULESCHEDULE

The Gideons International in the PhilippinesThe Gideons International in the Philippines

PROGRAM COMMITTEES (5)

REGIONAL TEAM MEETINGS

1 WEEK FOLLOWINGSTATE CABINET MEETING





State Cabinet MeetingsState Cabinet Meetings

State President

RVP Program Coordinators

Secretary Treasurer

ChaplainRVP

Three per Year + ConventionSeptember (State Conventions)December (Leadership Training)

MarchJune

State Program Committee Meetings (5) State Program Committee Meetings (5)

State State ProgramProgram

CoordinatorCoordinator

ProgramProgramLeadersLeaders

•Twice a Year – June and NovemberTwice a Year – June and November

• Conference Call before Regional MeetingsConference Call before Regional Meetings

Regional Team MeetingsRegional Team Meetings

R V P

AD AD AD ADAD AD AD

PLs (5)

Three per Year + ConventionThree per Year + Convention1 WEEK FOLLOWING1 WEEK FOLLOWINGSTATE CABINET MEETINGSTATE CABINET MEETING

September (September (State ConventionsState Conventions))December December (Leadership Training)(Leadership Training)

MarchMarchJuneJune

ATMsATMs

• Three per yearThree per year

• Two weeks following Regional Team MeetingTwo weeks following Regional Team Meeting

AD

CampCampPresPres

CampCampPresPres

CampCampPresPres

QUESTIONS ?QUESTIONS ?

Duties Duties and and

ResponsibilitiesResponsibilities

• Called by God – Set Apart to Serve

• CEO of the Association

• Cast the Vision - Leader

• Moves Others into Action - Motivator

State PresidentState President


• As CEO, responsible for formulating and accomplishing state objectives utilizing the resources of his cabinet

• Leads and Supervises the Elected Cabinet (Regional VPs,Supervises the Elected Cabinet (Regional VPs, Secretary/Treasurer, Chaplain and the appointedSecretary/Treasurer, Chaplain and the appointed State Program CoordinatorsState Program Coordinators NOTE: NOTE: No direct supervision of AD’s is requiredNo direct supervision of AD’s is required • Oversee his State through the RVP’sOversee his State through the RVP’s • Designate specific duties to RVP’sDesignate specific duties to RVP’s

• Liaison for the AuxiliaryLiaison for the Auxiliary• Chairman of the State Convention Chairman of the State Convention • Assume President’s duties in his absence Assume President’s duties in his absence

– President must provide vision President must provide vision for his cabinetfor his cabinet

– President must establish President must establish accountability for cabinet accountability for cabinet membersmembers

– President must maintain President must maintain communication to and from communication to and from Cabinet MemberCabinet Member


Regional Vice President (RVP)Regional Vice President (RVP)

• Assist the President in formulating and accomplishing State objectives utilizing available resources • CEO of his region

• Supervises the Area Directors in his respective regions to achieve allocated Program Goals.

• May be designated as Auxiliary Liaison

• May be designated to direct convention planning

• May be designated to assume President’s responsibilities in his absence

SecretarySecretary

• Records decisions and activities of the state association

• Keep cabinet members informed

• Assists the president in preparing an agenda for each state cabinet meeting

• Require that all officers and cabinet members present written reports

TreasurerTreasurer

• Responsible for the safe, accurate, and prompt handling of all funds of the state association. The treasurer should keep a detailed record of all transactions involving receipt, handling, and disbursements of funds.

• Every treasurer should maintain a bank account in the name of the state association

• Responsible for monitoring of State Budget expenses and income categories.

• Present an Annual Report of finances at the State Convention

TreasurerTreasurer

Develop and submit to the state cabinet for approval an annual income and expenditure budget for administrative and developmental purposes.

ChaplainChaplain

• Responsible for the SPIRITUAL growth and welfare of the state association.

• Promote reading through the Bible using the Bible Reading Calendar(Form 414).

• Help members attain the object of the Association, which is to win men and women for the Lord Jesus Christ.

• Work through the camp chaplains to promote regular weekly prayer meetings in all camps.

State Program Coordinators (SPC)State Program Coordinators (SPC)

• Chairs a committee of Regional Program Leaders (RPL)Chairs a committee of Regional Program Leaders (RPL) serving as members serving as members

• Supervise the RPLs for his programSupervise the RPLs for his program

• Train the RPLs to determine what help the campsTrain the RPLs to determine what help the camps may need and how the help will reach the campsmay need and how the help will reach the camps

Program Coordinators are reportable Program Coordinators are reportable to the State President as members of to the State President as members of

the state cabinetthe state cabinet

Area DirectorArea Director

• No Change in Role; Full accountability of the performance of Camps in his area

• Reports to the RVP and not the State President

• Support his camps like they are Family

• Set the example of Excellence in the ministry for God’s Glory

• Develop Relationships

• Conduct ATMs

• Analyze and work in coordination with the RPLs in taking action to assist camps in reaching full potential

• Attend the Regional Team Meetings not State Cabinet Meetings

Regional Program Leader (RPL)Regional Program Leader (RPL)

• Supervised and Directed by State CoordinatorSupervised and Directed by State Coordinator

• Member of his State Program Committee

• Liaison relationship to the Regional VPLiaison relationship to the Regional VP

• Management Specialist for his Region

• Sets the example of Excellence

• Knowledgeable about his Region

• Develops Relationships

• Analyze, Plan and Implement for achievement

• Works closely with ADs to impact camp performanceWorks closely with ADs to impact camp performance

• Can provide additional support to the AD’s by Can provide additional support to the AD’s by

direct contact with camps direct contact with camps

• Build a Regional Team of Resource Persons Build a Regional Team of Resource Persons

• Attends Regional Team and SPC Meetings andAttends Regional Team and SPC Meetings and reports reports

REPORTSREPORTS


Reports Available for YouReports Available for You

State Summary Report• Provided by National HQ• Activity by Area by Camp• All aspects of Ministry• Achieved vs. Goals

The Gideons International the Philippines

Your Report ContentsYour Report Contents

Achieved vs Goals progress Needs properly analyzed Objectives defined Plans properly designed Plans implementation progress

Sample Reports and Sample Reports and planning tool planning tool

for each Positionfor each Positionincluded in your packetsincluded in your packets

Make it a Blessing not a Burden!


How Do We How Do We Make This Happen?Make This Happen?


You Make it Happen By:You Make it Happen By:

Prayer

Action Plans, not Historical Data• Written Reports

• Specific Action for future

Communication Supporting your Camps as Family


You Make it Happen By:You Make it Happen By:

► Agree on the Plan

► Implement the Programs

► Monitor the Results

► Alter the Course

► Achieve the Goals


How Do You Know its Working?How Do You Know its Working?– Seeing Quantitative Results

• Increased Activity• Increased Receipts• Increased Scriptures Distributed

– Excitement, Enthusiasm, Expectation• Vision leads to Enthusiastic Commitment• Commitment leads to Results• Results Lead to Excitement


Emphasis: Planning

BREAK TIMEBREAK TIME


State State CoordinatorsCoordinators


The State Program Coordinators

Church Ministry Membership

GideonCard

Scripture

Faith Fund


The Coordinator What is his function?

• Overall Responsibility for his Program Area:

• direction

• coordination

• promotion

• Prepares and Submits State Goal for Approval

• Accountability for Obtaining the Goal

• Develops and Submits Long Rang Plan

•


The Coordinator What are his functions?

• Directs and Manages the RPLs

• Coordinates Scheduling and Activities

• Works in Cooperation with the Area Directors• Assists with Special Events• Trainer - Motivator - Consultant


Accountabilityof

Program Coordinator

• Accountable to State PresidentAccountable to State President

• Program Accountability for the State

Coordinator’s ToolsCoordinator’s Tools


How the Coordinator How the Coordinator makes an impact!makes an impact!

Develops, Plans & Schedules: Communication schedule with President & PLs Long range state plan Strategy for camps with little or no activity Regional/Area Program Training Conferences Training at Area Team Meets Suggested training topics for state convention

Without planning you will get no where!Without planning you will get no where!


Coordinator’s Reporting

Reports to State PresidentReports to State PresidentWritten & Verbal

Schedule for ReportsSchedule for ReportsCabinet Meetings

Interim Reports as requested by President


Coordinator’s Reporting Content

Progress achieved vs. state program goals

Action Plan for Attainment

Training activities scheduled & completedArea Team MeetsSpecial State Wide Trainings

Convention Training Topics

State Church Ministry Coordinator State Church Ministry Coordinator (SCMC)(SCMC)

• Responsible for Direction, Coordination, Promotion and Achievement of Goals (Receipts and Presentations)

• Chairs a committee of Regional Program Leaders (RPL)Chairs a committee of Regional Program Leaders (RPL) called the SCMPC. This committee plans and implementscalled the SCMPC. This committee plans and implements

• Train and Supervise the RPLs for his programTrain and Supervise the RPLs for his program

• Train and Educate the CampsTrain and Educate the Camps • Determine which camps need help and how the help will Determine which camps need help and how the help will reach the campsreach the camps

• Church Presentations, Speaker Training, Relations, PABs etcChurch Presentations, Speaker Training, Relations, PABs etc

Program Coordinators are reportable to the State President as Program Coordinators are reportable to the State President as members of the state cabinetmembers of the state cabinet

State Membership Coordinator State Membership Coordinator (SMC)(SMC)

• Responsible for Direction, Coordination, Promotion andResponsible for Direction, Coordination, Promotion and Achievement of Goals (Achievement of Goals (NMPs and AMDsNMPs and AMDs))

• Chairs a committee of Regional Program Leaders (RPL)Chairs a committee of Regional Program Leaders (RPL) called the SMPC. This committee plans and implementscalled the SMPC. This committee plans and implements and develops Long Range strategy for NMPsand develops Long Range strategy for NMPs

• Supervise and Train the RPLs for his programSupervise and Train the RPLs for his program

• Train and Educate the CampsTrain and Educate the Camps

• Determine which camps and what help they may need Determine which camps and what help they may need

Program Coordinators are reportable to the State Program Coordinators are reportable to the State President as members of the state cabinetPresident as members of the state cabinet

State Scripture CoordinatorState Scripture Coordinator (SSC)(SSC)


• Responsible for Direction, Coordination, Promotion andResponsible for Direction, Coordination, Promotion and Achievement of Goals Achievement of Goals

• Chairs a committee of Regional Program Leaders (RPL)Chairs a committee of Regional Program Leaders (RPL) called the SSPC. This committee plans and implements.called the SSPC. This committee plans and implements. Identify areas for substantial distribution and developsIdentify areas for substantial distribution and develops a long range plan for Blitzes as neededa long range plan for Blitzes as needed




State GideonCard Coordinator State GideonCard Coordinator (SGCC)(SGCC)


• Responsible for Direction, Coordination, Promotion andResponsible for Direction, Coordination, Promotion and Achievement of Goals Achievement of Goals

• Chairs a committee of Regional Program Leaders (RPL)Chairs a committee of Regional Program Leaders (RPL) called the SGCPC. This committee plans and implements.called the SGCPC. This committee plans and implements.




State Faith Fund CoordinatorState Faith Fund Coordinator (SFFC)(SFFC)


• Responsible for Direction, Coordination, Promotion andResponsible for Direction, Coordination, Promotion and

Achievement of Goals Achievement of Goals

• Chairs a committee of Regional Program Leaders (RPL)Chairs a committee of Regional Program Leaders (RPL)

called the SFFPC. This committee plans & implementscalled the SFFPC. This committee plans & implements

• Identifies areas for potential Faith Fund Rallies Identifies areas for potential Faith Fund Rallies

• Recommends State Convention FF Goal and PromotesRecommends State Convention FF Goal and Promotes

CD 100 for State Convention CD 100 for State Convention

• Train and Supervise the RPLs for his programTrain and Supervise the RPLs for his program

• Educate the Camps Educate the Camps


How do we put this into How do we put this into action?action?


Don’t be overwhelmed

Keep it simple and workable

Break everything down to it’s smallest part

Develop a systematic plan

Delegate and Communicate

Get some results somewhere!


Analyze the ReportsWhere are we and Where should we be?Have a statewide not a local vision

Where am I weak?Identify the AreasIdentify the Camps

Why am I weak?KnowledgeManpower

What is the Plan?

Agenda: State CabinetAgenda: State Cabinet

• Directives – National and International

• State Conventions

• Programs/ Goals

Governance Component

• Review of Performance

• Brain Storming

• Action Plans formulations

• RVP to take these action plans to the Regional Meetings

Management Component

• Directions by the International / National Cabinet; Policies, Changes, development, Specific Emphasis Areas

• Shortfalls and action plans drawn at National Level

• State Conventions – Goals and Arrangements

• State Goals and their review

• Any Re-structuring / realignment with in State

• Any Special Program – planning and implementation

• Reports

Agenda Emphasis of State Cabinet Meeting Agenda Emphasis of State Cabinet Meeting : Governance ComponentGovernance Component

Agenda Emphasis of State Cabinet Meeting: Agenda Emphasis of State Cabinet Meeting: Management ComponentManagement Component

Presidents Overview

Regional Vice Presidents Review PerformanceSWOT (Strengths/Weaknesses/Opportunities/Threats)Action Plans & Working StrategyExpected Results by Next SC meetingSpecial Programs Planned and RecommendedAD’s PerformanceFinances

State Program Coordinators ReviewRegion WisePL ActivitiesAction Plans & Concurrence with RVPs

Brain Storming to address Criticalities

set aside for Brain Storming the Criticalities, which are likely toemerge during the reports.

Agenda Emphasis State Program CommitteeAgenda Emphasis State Program CommitteeFace to FaceFace to Face

JuneJune

Quantify State Performance Potential Review Current Fiscal Year Goals Develop Action Plans to Achieve Goals Distribute Assignments

SeptSept Performance Review Assignments/Results Action Plan adjustments? Distribute Assignments

Agenda Emphasis State Program CommitteeAgenda Emphasis State Program CommitteeConference CallsConference Calls

Prior to Regional MeetingsPrior to Regional Meetings

Transmit pertinent information or strategy plan from State Cabinet meeting

Review Current Fiscal Year Goals by Region

Review Action Plans to be presented by PLs at Regional Meetings

Distribute PLs Assignments

Agenda Emphasis Regional Team MeetingAgenda Emphasis Regional Team Meeting

• Quantify Potential of Region in every Ministry Area

• Confirm and Review Goals

• Accountability Review of Performance vs Goals by RVP with ADs

• Develop/Adjust action plans to achieve Goals

• Individual planning and accountability session

between ADs and PLs

• Distribute Assignments

Agenda Emphasis Regional Team MeetingAgenda Emphasis Regional Team Meeting

1. Regional Vice Presidents Report - Directives of the International / National / State. - Goals, Programs planned at National / State / Region level2. Detail Report by Area Director

1. Performance of Area2. Camp wise Performance3. SWOT4. Action plans to rescue to Partially Inactive/ Dead Camps5. Special Programs Planned6. Results expected7. Travel Plans

3. Detailed Report by the Program Leader

4. Planning/Accountability session between the PLs and the ADs5. VP: Sum up all Action Plans

Based on the output of the RC

• Review appropriate state program goal allocation to area

• Review year-to-date performance of area vs. goal

•Identify under-performing and dead camps

•Determine reason for deficient results

• Develop/Confirm action plans based on PLs evaluations

• Confirm scheduled activities for camps

• Agree on revised plan of action for specific camps, if needed

Agenda Emphasis RPLs and ADs SessionAgenda Emphasis RPLs and ADs Session

Purpose of this session is to produce action Purpose of this session is to produce action plans to impact camp performanceplans to impact camp performance

First Meeting AFTER JUNE REGIONAL MEETINGFirst Meeting AFTER JUNE REGIONAL MEETINGAD and Camp Presidents Only

Important State or National Information

Review of Prior Year’s Performance by Camp

Discuss Area Potential – Input from Camp Presidents

Confirm Fiscal Year Goals – Camp Presidents

Develop Action Plans to Achieve Goals – Area Director w/input from Camp Presidents

Discuss Camp Needs/Concerns

Discuss specific Actions and establish Accountability

Agenda Emphasis Area Team MeetingAgenda Emphasis Area Team Meeting

ADDITIONAL MEETINGSADDITIONAL MEETINGSAD and Camp Presidents Only

Important State or National Information

Review of Current Performance vs Goal by Camp

Discuss Camp Needs/Concerns

Adjust Action Plans to Achieve Goals if needed

Discuss specific Actions and establish Accountability

Agenda Emphasis Area Team MeetingAgenda Emphasis Area Team Meeting

BREAK TIMEBREAK TIME

Analyze Current Analyze Current Performance ReportsPerformance Reports

Structure in Action: Problem solving

SP Committee/ Regional TeamSP Committee/ Regional Team

• Status of Program at camp level• Implementation of strategy and action plan • Revised action plan• Assistance to be rendered by PL by direct camp contact

AD PL

* Action Plan – PL and AD will travel on weekend and activate CP in camps with Zero CP

PL SPC

• PL discussed the health statuses of programs in all camps with the State Program Coordinators and comes out with the action plan.*• PL then brings this action plan to the RM and the one on one liaison with the ADs

Problem solving- PL

Problems Identified:• Less Church Services• Below Pro-rata goal• Partially active camps• inactive camps

PL Studies

Monthly Report

Options with PL • Liaison with the AD• Liaise with respective program chairmen of the camp• Evolve a plan• Direct contact with camps• Consult with SP coordinator

Communication is the Key!

Problems Identified:• Less Church Services• Below Pro-rata goal• Partially active camps• Inactive camps

AD Studies

Monthly Report

Options with AD

• Visits personally• Takes help of other leaders• Takes help of PL’s

Partially Active

OrCabinet Appointed Resource Person

Multiple reasons for Inactivity

Problem solving - ADProblem solving - AD

Resource CD ToolsResource CD Tools

NMS Power Point Presentation

State Association Management Manual Form 509-10

Report Templates for all positions

Church Ministry Manual Form 223-10

Membership Program Manual Form 128-10 Feb 2010

New Member Plan Training Program Form 129-10

Gideon Card Manual Form 814-10

Faith Fund Manual Form 131-10

Scripture Distribution Manual Form 115-10

Five Core Programs of the Auxiliary Form 600-10

Auxiliary State Management Manual Form 609-10

We do it for them!We do it for them!

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