Building Your Leadership Team

1. Building Your Leadership Team Module 1 Membership and Structure

2. Building Your Leadership Team

3. RolesWhat roles can team members play? • Team members can: • Help us in determining • Assist us in implementing • Interpret • Promote • Expand • Communicate • Serve as advocates

4. Roles Team Members are: • Ambassadors • Legitimizers • Counselors • Managers

5. Goals How do I determine goals for my team?

6. Selection Process How do I determine who I should consider as team members?

7. Selection Process What Criteria do I use in selecting team members? • Commitment • Diversity • Skills • Relationships • Experience • Network • Characteristics

8. Selection Process How do I ensure that my committee is representative of my county and encompasses the selection criteria? • One way to simplify the process is to use a member matrix that includes as many of the criteria as possible.

9. Selection Process How big/small should my leadership team be? • Group Size = 9-12 • Is small enough to create good atmosphere for group discussion • Is large enough to provide representation from several areas • Provides an ample number of people for subcommittees of 3-5 people • Allows for absentees or non participators

10. Selection Process How and where do I find team members? • Use your: • Eyes • Ears • Mouth

11. Do: Make personal contact Explain importance Discuss expectations Be positive & personal Be brief & clear Invite, but don’t beg Be honest about time Share tasks, responsibilities Stress qualifications Allow them to think about it Provide information Recruiting MembersWhat points should I make when asking someone to serve on my team?

12. Don’t: Mislead them saying what you think they want to hear Play on guilt Ask them to do you a favor Say: You won’t have to give much time We just meet every now and then We really don’t do much There is no problem if you skip a meeting. Recruiting MembersWhat points should I make when asking someone to serve on my team?

13. Recruiting Members After I make my initial contact with prospective team members, how should I follow up? • Within a week: • Call or visit • Send thank you/appointment letter • Provide notification of orientation process, meeting dates membership roster etc. • Provide more information • Obtain contact information • Share new member information with existing members • Ask existing member to make welcome call or visit

14. Recognizing New Members How do I begin recognizing new members? • Consider: • Taking a picture of new members • Provide picture to newspaper with article • Send a picture to spouse, parent, employer of member with a note regarding importance of leadership team • Provide name tags • Give them a visible role in programs • Introduce new members at programs and events

15. Communicating with Members • How can I set up a good communication system with my team members? • Remember: • Two weeks before each meeting send:: agenda, information about issues for discussion and team reports • After each meeting: send minutes and notice of next meeting , send a “We missed you note” to absent members. • Set up….. email address, distribution list; add members phone numbers to your office and cell phone lists; Ask each member how they prefer to communicate (phone, email, letter etc.)

16. Member Orientation • How can I orient my members without overwhelming them? • Member Orientation should be: • Concise • Only provide info to put members at ease • Reaffirm your belief in them • Encourage and excite them

17. Why you were asked to serve Roles and Responsibilities Job description Requirements and Expectations Who’s Who – members contact information Term/Rotation Schedule Team building activity Assignment to complete before first meeting. Team Structure Operating Guidelines Extension Overview Membership skills and Networks Overview of Meetings Member Orientation Important items to cover You might also include

18. Types of Leadership Teams • Extension Program Committee • Standing Committee • Special Committee • Issue Committee

19. Operating Guidelines and Procedures • How do I establish operating guidelines for my teams? • Consider including: • Statement of purpose • Job descriptions • Description of structure/composition of team • Terms of service • Official year • Number and length of meetings • Officers • Criteria for membership and selection process • Resignation process • Relationship to staff and supporting boards • Attendance requirements

20. Length of Service and Rotation How long should a member serve on the team and how do I set up a rotation system? • Service – staggered terms of three years • Rotation System – start with a rotation system immediately • Reappointing members – off team at least one year • New members – keep one third new

21. Documentation • How do I document my leadership team efforts? • Document membership • Should be representative of population • Should have rotation system • Maintain list of current member information • Document minutes – maintain • Minutes of all meetings including attendance • Send copies of minutes to all members • Correspondence to/from members

22. Do: - choose a varied group, particularly those with knowledge of the organization and those without - write job descriptions - delegate meaningful parts - take the time to do this right - thank and recognize (doesn’t have to be costly) - be prepared to share ownership - be prepared to accept feedback Don’t: - just go through the motions - be afraid to ask for help - just ask people you are comfortable with - do it all yourself - micromanage How Can My Team be Successful?

23. Program Development Team ANR Program Development Coordinators Norman McGlohon – NE District Sheldon Hammond – NW District Ken Lewis – SW District Phil Torrance – SE District 4-H Program Development Coordinators Marilyn Poole – NE District Lori Purcell – NW District Laura Perry Johnson – SW District Teresa Harvey – SE District FACS Program Development Specialists Janet Valente – NW & SW District Laurie Cantrell – NE & SE District