2013 Section Officers Leadership Seminar

1. 2013 Section Officers Leadership Seminar Leadership Session

2. Volunteer Content Development Team • Roger England Indiana Section • Derek Logan Arizona • Andrew Shenouda Central Ontario Section Section Officers Leadership Conference

3. AGENDA Recruiting Mentoring Continuing Wrap Up Section Officers Leadership Conference

4. Leadership RECRUITING Section Officers Leadership Conference

5. Recruiting • The Recruiting session will focus on: • Understanding the key roles • Skill sets needed for each role/position • Mentor/train new volunteers • Give them ownership • Ongoing process Section Officers Leadership Conference

6. Key Leadership Roles - Sections • Executive Director (Chair) • Finance Director (Treasurer) • Strategy Leader (Vice Chair) • Communications Manager (Secretary, Webmaster) • Recruiting Manager (Membership Chair) • Event Managers (Program/Activity Chairs) • Leadership Team Member (Board Member) Section Officers Leadership Conference

7. Key Characteristics • People-oriented • Executive Director • (Chair) • Strategy Leader • (Vice Chair) • Recruitment Manager • (Membership Chair) • Data-oriented • Finance Director • (Treasurer) • Communications Manager • (Secretary, Webmaster) • Event Chair • (Activity Chair) Section Officers Leadership Conference

8. Recruiting Section Officers Leadership Conference

9. Recruiting Exercise - Simulation Set up Your Section really needs to recruit new volunteers Timing is during networking activity at Section event There are several new people at the event Your task Talk with as many people as possible Determine who you would invite to join your team, and for what position Section Officers Leadership Conference

10. Recruiting Exercise - Debrief Review each character Who would you invite "Bob" • Why/why not? Section Officers Leadership Conference

11. Recruiting – Discussion & Summary Who would you invite? Everyone! There's a spot for everybody Be flexible and adjust as needed When should you recruit? Always! Adjust tasks to maximize benefit of each person’s strengths and time Provide opportunities to develop weak areas Section Officers Leadership Conference

12. LeadershipMentoring Section Officers Leadership Conference

13. Mentoring • The Mentoring session will focus on: • Understand the key roles • Skill sets needed for each role/position • Mentor/train volunteers • Give them ownership • Ongoing process Section Officers Leadership Conference

14. Mentor/Train Volunteers • Critical to retaining volunteers • Can be short-term • Avoid full immersion/overloading • Provide latitude for volunteers to try other positions • Professional growth (keep their resume in mind) • For both mentor and mentee • 5 step process or not! Section Officers Leadership Conference

15. 5 Steps to Mentoring Volunteers • Mentor demonstrates the task, mentee observes • Mentor completes the task, mentee helps • Both do the task together • Mentee does the task, mentor helps • Mentee does the task, mentor observes Section Officers Leadership Conference

16. Mentoring – Case Study • Suppose George is the Event Manager of a fabulous section in Ontario… • Suppose Steve is set to be mentored to become the Event Manager Section Officers Leadership Conference

17. Mentoring Step 1: Mentor Demonstrates, Mentee Observes George is about to coordinate an event where a guest speaker would present a topic from the sections speakers bureau George invites Steve to be a part of the planning and copies him on all emails pertaining to booking a room at the local university, ordering food, creating a flyer and coordinating with the communications manager to ensure that the message is sent out Steve observes, and asks questions throughout the process. At the end of the event, Steve realized the amount of work involved and mentions it to George. They Discuss… Section Officers Leadership Conference

18. Mentoring Step 2: Mentor Works, Mentee Helps Now, George has to coordinate a social event for company reps. George invites Steve to be a part of the planning. However, this time, George asks Steve to coordinate the meal plan with the caterer at the hotel hosting this social event. Steve copies George on all emails and makes a recommendation on a specific menu item. George realizes that this item is costly, and advises Steve to pick a different one to ensure the cost of the event will not prevent members from wanting to attend. Both George and Steve agree and the event is planned successfully George & Steve debrief and discuss positive and negative aspects Section Officers Leadership Conference

19. Mentoring Step 3: Mentor and Mentee Together Now, George and Steve are both assigned by the chair to coordinate a 2-day conference for Aerospace Technology Advancements. As this is a great task, George and Steve split the effort equally. George suggested that Steve coordinate the logistical plans (such as location, food, cost) – while he coordinate the program, speakers, presentation material, and marketing. Both George and Steve agree and the event is planned successfully George & Steve debrief and discuss positive and negative aspects Section Officers Leadership Conference

20. Mentoring Step 4: Mentee Works, Mentor Helps Steve at this point has become familiar with the section along with its volunteers. The chair assigns Steve to plan a Go-Karting Event, where George can act as a guide and help if needed. Steve plans the entire event from front to end, but requests George’s help in an area he wasn’t familiar with. Steve was not familiar with marketing the event to the members. George points Steve to the communications manager, and the communications manager was able to help. Steve planned the event with difficulty, but successfully George & Steve debrief and discuss positive and negative aspects Section Officers Leadership Conference

21. Mentoring Step 5: Mentee Works, Mentor Observes Steve is assigned to plan the annual Students’ Night event, involving various collegiate teams and universities local to the section. Steve plans the event from beginning to end, but keeps George informed on correspondence and copied in emails. The event is planned successfully George & Steve debrief and discuss positive and negative aspects Section Officers Leadership Conference

22. 5 Steps to Mentoring Volunteers • Mentor demonstrates the task, mentee observes • Mentor completes the task, mentee helps • Both do the task together • Mentee does the task, mentor helps • Mentee does the task, mentor observes Section Officers Leadership Conference

23. Benefits of Mentoring • Ensures task is completed • Moves person from "new" to "competent" to "independent " • Ensures positive experience, feels more engaged • Increases likelihood people will continue to volunteer • Improves your mentoring skills Section Officers Leadership Conference

24. Let Them Own the Role • Provide support • Don't micromanage Section Officers Leadership Conference

25. Mentoring – Discussion & Summary • Evaluate the experience • Mentees - how was the experience? • Mentors - what did you learn? • Implementation • Where do you start (what tasks/roles)? • Mentoring benefits the Section and the volunteer! Section Officers Leadership Conference

26. LeadershipContinuing Section Officers Leadership Conference

27. Continuing • The Continuing session will focus on: • Understand the key roles • Skill sets needed for each role/position • Mentor/train new volunteers • Give them ownership • Ongoing process Section Officers Leadership Conference

28. Importance of Continuing the Process • Benefits • Steady supply of volunteers • New, diverse skill sets • Consequences • Do it all yourself • Lose the skill set Section Officers Leadership Conference

29. Summary / Key Take-Aways • Always be recruiting 24/365 • At every Section event • Within your company • At other events (including non-SAE events) • Always invest in your people • Repeat Section Officers Leadership Conference

30. Next – Tip Sheet Discussions Section Officers Leadership Conference