leadership training conference

Leadership Training

Conference

St. Louis, Missouri

February 28-March 3, 2012

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Marc A. Meadows, P.E. [email protected]

Leading A Unit

For Sections and Affinity

Groups

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OBJECTIVES

1. Learn your unit’s strategic fit

2. Identify your customers

3. Gain an understanding of Executive Committee

roles and responsibilities

4. Gain exposure to important operational issues

5. Understand Executive Committee Procedure

6. Learn to reach unit goals

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How does your unit fit in ASME?

1. Mission

2. Your unit within ASME

3. Executive Committee Operation

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ASME’s Mission

• ASME’s mission is to serve diverse global

communities by advancing, disseminating, and

applying engineering knowledge for improving the

quality of life; and communicating the excitement of

engineering.

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Your Unit in ASME

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Your Unit in a District

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K&C’s Mission

Knowledge

Creation

Knowledge

Sharing

Networking

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Knowledge Sharing

• ASME Examples

– Professional Development

Seminars

– Member developed wiki’s

– Technical Speakers

– Discussion Forums

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Networking

• ASME Examples

– Happy Hours

– Dinner Meetings

– Ball Games

– Social Gatherings at

Conferences

– Online Group Chats

A Silver State Section Event

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Knowledge Creation

• ASME Examples

– Presenting research at a

conference

– Getting published in peer

reviewed journals

– Grant funded research

– Old Guard Contests

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Where is Your Unit’s Mission?

Sections

Divisions

Affinity Groups

Knowledge

Creation

Knowledge

Sharing

Networking

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What is your unit’s mission statement?

• Purposeful

• Short and simple

• Easy to communicate

• Captures the big picture

• Sanity check for major decisions

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Who are your customers and affiliates?

• Engineers

• Researchers

• Work Crafts

• Regulators

• Public

• K-12 Teachers

• Professors

• Students K-12

• College Students

• Graduate Students

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What Are Your Member’s/Customer’s Needs?

• Access to information

• To belong

• To feel welcome

• A place to grow

• A safe place to learn

professionally

• Access to opportunity

• Be inspired

• Be recognized

• To teach, mentor, share

• Serve a higher purpose:

volunteer

• Safe places to live and

work

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Executive Committees

Chair

Past Chairs

Communications

Subcommittee

-Comm. Chair

-Newsletter Editor

- Webmaster

History & Heritage

Subcommittee

- Comm. Chair

- Historian

- Member at Large

College Relations

Subcommittee

- Comm. Chair

- College Relations Rep

- Student Section Chair

Vice Chair

Secretary Treasurer

Programs

Subcommittee

- Comm. Chair

- Event Planner

- Member at Large

Chair

Programs

Subcommittee

- Comm. Chair

- Event Planner

- Member at Large

History & Heritage

Subcommittee

- Comm. Chair

- Historian

- Member at Large

College Relations

Subcommittee

- Comm. Chair



Communications

Subcommittee

-Comm. Chair

-Newsletter Editor

- Webmaster

History & Heritage

Subcommittee

- Comm. Chair

- Historian

- Member at Large

College Relations

Subcommittee

- Comm. Chair



Programs

Subcommittee

- Comm. Chair

- Event Planner

- Member at Large

Communications

Subcommittee

-Comm. Chair

-Newsletter Editor

- Webmaster

History & Heritage

Subcommittee

- Comm. Chair

- Historian

- Member at Large

College Relations

Subcommittee

- Comm. Chair



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Executive Committees

• Key Responsibilities

– Abide by Rules

– Maintain Focus

– Program Planning

– Succession Planning

– Member Recruitment

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Abide by Rules

• Unit Level

– Bylaws

– Operating Guide

• Governance Level

– Manuals

– Policies

– Merit Based Funding

• Robert’s Rules of Order

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Maintain Focus

Focus on your unit’s…

• Customers

• Mission

• Finances

• Volunteers

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Program Planning

Keys To Success

1. Set goals

2. Deliver programming that

members respond to

3. Start planning at least 3-6

months ahead

4. At least break even

5. Deliver announcements 5

times using 3 formats

6. Remember to have fun!

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Programming Cycle

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Identify Need & Target Audience

Resource Plan -Utilize

Volunteers

Event Concept & Key

Challenges

Action Plan & Execution Checklist

Schedule & Budget

Marketing & Communicatio

n Strategy

Execution / Troubleshooting

Follow Up Evaluation & Assessment

Succession Planning

Why?

• Build a tradition of a well run organization

How?

• Recruit new volunteers

• Send someone to LTC each year

• Mentor newer volunteers

• Encourage regular change in roles

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Member Recruitment

Why?

• Keep ASME relevant

• Help your coworkers share in the benefits

How?

• Invite to attend event

• Leave copy of ME Magazine or Unit Newsletter

• Take five minutes to talk about why you are a member

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Review: The Executive Committee

• Create networking and

knowledge sharing

opportunities

• Responsibilities

– Abide by rules

– Maintain Focus

– Program Planning

– Succession Planning

– Member Recruitment

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Common Operational Activities

Programs

• Dinner meeting

• Tours

• Socials

• Online Discussions

• Engineering Week

• College Outreach

• High School Outreach

• Honors & Awards

Administrative

• Elections

• Bylaws

• Filing documents

• Minutes / Action items

• Newsletter and Website updates

• MBF Scoring

• Fundraising

• Membership Drive

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Executive Meeting 101

• Agenda

• Schedule

– Frequency

– Duration

• Role of Moderator

• Motions

• Minutes

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• Motions

1. Chair recognizes person

2. Proposer states motion

• Requires Second

• Followed by discussion

3. Move to stated question

• Ends discussion

• Requires Second

4. Vote on motion

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• Minutes

– Attendance sheet

– Records

• Time and Place

• Report highlights

• Motions and their

disposition

– Action Item list

– Next meeting

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• A Typical Agenda

1. Call to Order

– Revision to agenda

– Approve prior minutes

2. Old Business

• Treasurer’s Report

• Committee Reports

• Special Project Reports

3. New Business (New ideas)

4. Wrap-Up

– Review Action Items, Motions

– Next Meeting

– For the good of the order?

5. Motion to Adjourn

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1. Have fun and relax

2. Be courteous and listen

3. State all concerns at meeting

4. Focus on critical tasks

5. Don't judge ideas during brainstorm

6. Don't interrupt and don't dominate

7. Stay focused and on time

8. Don't rehash old subjects

9. OK to walk around during meeting

10. Explain acronyms

11. Raise your hand to discuss

12. No side meetings - Hold until the break

13. Parking lot is open

14. Please turn off all cell phones.

• Meeting Norms

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What is an Effective Unit?

Understand your

customer’s needs

Have a plan to meet

them

Deliver on the plan

Grow membership

Build a tradition of a

well run organization

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What is an Effective Unit Leader

A team player

Remains focused

Recognizes everyone’s contribution

Creates opportunities for others to participate

Constantly questions status quo

Sends people to Conferences, District Events and the Leadership Training Conference

Is always positive

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REVIEWING OBJECTIVES

1. Learn your unit’s strategic fit

2. Identify your customers

3. Gain an understanding of Executive Committee

roles and responsibilities

4. Gain exposure to important operational issues

5. Understand Executive Committee Procedure

6. Learn to reach unit goals

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Key Points

• Networking and Knowledge Sharing

• Programs and activities should meet your member’s

needs

• Leverage the Executive Committee Model

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Take Aways

http://volunteer.asme.org/unit/Leadership_Resources.cfm

Share meeting norms with my Executive Committee

Send agenda prior to meetings

Value of membership

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http://volunteer.asme.org/unit/Leadership_Resources.cfm

Thank You

• Marc A. Meadows, P.E.: [email protected]

This presentation will be posted on

the 2013LTC Web Site, at

http://events.asme.org/LTC13/Session_Presentations.cfm

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