CLUB

PRESIDENTS

TRAINING(51 SLIDES)

CLUB

PRESIDENTS

TRAINING

INTRODUCTION

What is a President? WEBSTER: Chief official of an organization;

one chosen to preside.

The President is the CEO of the organization.

The President must believe in what she is doing and must be willing to take full responsibility for the success or failure of the organization.

INTRODUCTION

In all organizations, no matter how large or small, the breakdown on participation is as follows:

5% Leadership – the Elected Officers.15% Leadership with direction – Committee or Project

Chairmen.30% Workers – will volunteer for committees

and projects.50% Just members – pay dues, but seldom

participate.

GUIDELINES FOR CLUB PRESIDENTS

RESPONSIBILITIES OF CLUB PRESIDENTS:

A. Read and understand the Club President's Manual.

B. Know Club Bylaws. Be familiar with National andState Bylaws.

C. Know federal and state Campaign and Election Law.

D. Conduct a survey to determine members' skills andinterests.

GUIDELINES FOR CLUB PRESIDENTS

RESPONSIBILITIES OF CLUB PRESIDENTS:E. Call a meeting of the Executive Committee (elected

officers) to discuss:

1. Goals and Objectives for the Club.

2. Development of a written plan of action, specifically, what the Club needs to address during the year.

3. Chairmen for Standing Committees (these may be required by State or Club Bylaws) and Special Committees.

4. Suggestions for ways to involve other women.

5. Guidelines for full Board Meetings (Executive Committeeand appointed Committee Chairmen).

6. Board Meeting date, time and place if these are not specified in the Club’s Bylaws

GUIDELINES FOR CLUB PRESIDENTS

RESPONSIBILITIES OF CLUB PRESIDENTS:

F. Appoint a Parliamentarian to serve the President at Board and regular Club meetings.

G. Appoint Committee Chairmen:

1. Provide written job descriptions for Committee Chairmen so they know what is expected of them, and so that you both understand what the job consists of. (NFRW, State, or Club Bylaws help if new job descriptions need to bedeveloped).

2. Take into consideration the Officers' suggestions and themembers' skills and interests:

a. Members will work harder if they can have a jobwhich involves their particular talents and interests.

GUIDELINES FOR CLUB PRESIDENTS

RESPONSIBILITIES OF CLUB PRESIDENTS:

b. Do not hesitate to create a new position toaccommodate a member's special talent.

c. Involve as many members as you can. Thiswill mean a higher level of participation at meetings and in the Club.

3. DELEGATE activities and responsibilities to theCommittee Chairmen and HOLD THEM ACCOUNTABLE.

H. Serve as an Ex-Officio member of all committeesexcept the Nominating Committee. The President is not counted in the quorum of a committee.

GUIDELINES FOR CLUB PRESIDENTS

RESPONSIBILITIES OF CLUB PRESIDENTS:

I. Call a Board Meeting:

1. Agree on Club Goals and Objectives.

2. Approve a budget to be presented to the general membership for adoption.

3. Discuss the survey results and future Club programs. Discuss other Committeesand how the Club can give members what they want.

GUIDELINES FOR CLUB PRESIDENTS

RESPONSIBILITIES OF CLUB PRESIDENTS:

J. Preside at meetings:

1. Know the goals and objectives of your Club, and the purpose of the meeting.

2. Be familiar with Robert's Rules of Order, Revised.

3. Use a prepared agenda and conduct the meeting according to protocol.

4. Make meetings interesting and fun.

5. Have speakers and programs on a variety of topics.

GUIDELINES FOR CLUB PRESIDENTS

RESPONSIBILITIES OF CLUB PRESIDENTS:6. Leave the dull, business parts of the meeting

to the officers and committee chairmen.

7. NEVER go over the set period of time for the meeting.

8. ALWAYS BE CERTAIN THAT MEMBERS AND GUESTS LEAVE WITH INFORMATION THAT WILL HELP THEM EITHER PERSONALLY OR PROFESSIONALLY.

K. Attend State Federation meetings in person or by proxy. Attend NFRW meetings, if possible.

TEAM BUILDING

BENEFITS OF A TEAM:

A. COLLABORATION - People want to work well together and to support one another becausethey identify with the team. Individual competitiveness is reduced.

B. COMMUNICATION – People who have learned to support and trust one another share whatthey know. Information flows freely up, down and sideways.

C. EFFICIENT USE OF RESOURCES – People are willing to apply and share resources, talents, and strengths.

TEAM BUILDING

BENEFITS OF A TEAM:D. SIMULTANEOUS DECISIONS AND SOLUTIONS –

Everyone generates and evaluates more options than one person alone could develop. Lead time for implementation is reduced because all concepts are explored together, not sequentially.

E. COMMITMENT – People who feel responsibility for and ownership of decisions feel more committed to carry them out. People do not want to let the team down.

TEAM BUILDING

CHARACTERISTICS OF EFFECTIVE TEAMS:

• Information flows freely and is shared openly and honestly.

• Relationships are trusting, respectful, collaborative and supportive.

• Conflict is regarded as natural and is focused on issues, not persons.

• Atmosphere is open, participative, non-threatening and noncompetitive.

• Decisions are by consensus with full commitment and efficient use of resources.

TEAM BUILDING

CHARACTERISTICS OF EFFECTIVE TEAMS:

• Creativity is open with more options and is solution-oriented.

• Power base is shared with contribution by all.

• Motivation is commitment to goals set by the team withachievement by the group.

• Rewards are peer recognition, based on contribution to the group.

TEAM BUILDING

An effective President will recognize the value of teambuilding, and will administer her duties with

the loyalty and support of a dedicated and effective team.

EFFECTIVE COMMUNICATION

45% LISTENING

30% SPEAKING

16% READING

9% WRITING

TECHNIQUES FOR IMPROVING COMMUNICATION

• Draw out by asking questions that encourage others to participate.

• Interpret back what you have heard to test for accuracy.

• Present one idea at a time.

• Get acceptance of one idea before moving on the next.

• Be explicit and say what you mean as precisely as possible.

• Be responsive to emotions, convey an encouraging expression, and be reassuring.

TECHNIQUES FOR IMPROVING COMMUNICATION

• Share your ideas and feelings and set a trusting example.

• Precede any negative comments with two points of praise to establish an accepting attitude in the listener.

• Work consciously on tact.

• Place yourself in the other person’s position, and choose your words carefully.

BENEFITS OF EFFECTIVE LISTENING

• You get more from a conversation than the indifferent listener.

• It helps you refrain from snap responses.

• You increase your chances of making more realistic decisions.

• You show respect to the speaker, and in return receive her respect.

• You learn to speak more effectively by observing how people convey, or fail to convey, their messages.

• You discover the level of language that others will understand best.

• You become better prepared to make your own message fit with the knowledge, views, and the feelings of those with whom you are communicating.

BARRIERS TO EFFECTIVE COMMUNICATION

• Lack of respect by either party for the other.

• Non-identification of the purpose.

• Failure to establish the best medium.

• Communicator is not clear.

• Preconceptions of either party.

• Communicator assumes the listener receives the message.

BARRIERS TO EFFECTIVE COMMUNICATION

• Not open to feedback.

• Emotions are ignored.

• Failure to get on the listener’s level.

• Defenses are triggered.

• Intimidation.

• Preoccupations of either party.

UTILIZING ELECTRONIC TECHNOLOGY

PARTICIPATION IN ELECTRONICTECHNOLOGY IS A MUST FOR A

CLUB’S SUCCESS IN THE FUTURE OF OUR ORGANIZATION.

UTILIZING ELECTRONIC TECHNOLOGY

• COMMUNICATING THROUGH THEINTERNET

• COMMUNICATING BY E-MAIL

• USING THE WEB SITE

• USING SOCIAL NETWORKING

THE PRESIDING OFFICER

PRESIDING OFFICER RESPONSIBILITIES:

A. Sends the official meeting notice to appropriate persons.

B. Prepares an agenda in advance of all meetings.

C. Is responsible for pacing the meeting, and enforcingadherence to the agenda.

D. Should have a basic knowledge of parliamentary procedurewhich will provide confidence and authority in presiding.

PRESIDING OFFICER RESPONSIBILITIES

E. Should know her Club Bylaws, and be familiar with the bylaws of NFRW and the State Federation.

F. Remains impartial at all times.

G. May not debate an issue from the chair, but may explain questions in detail for full understanding of the members so they are clear on the subject being discussed.

H. When motions become involved by the addition of an amendment or many amendments, recapitulate the parliamentary action so that members will understand what an “Aye” or “Nay” vote will mean.

PRESIDING OFFICER RESPONSIBILITIES

I. Votes only to break a tie in a roll call vote.

J. Votes as anyone else in written ballot voting, but cannot break a tie in a ballot vote.

K. Questions and problems arise occasionally. Feel free to seek information and advice from the Region Director or the State President.

CONDUCTING A SUCCESSFUL MEETING

BEFORE THE MEETING:

A. Determine your objectives for the meeting.

B. Prepare an agenda for the meeting.

C. Check minutes of the previous regular and board meetings to find any unfinished business.

D. Contact officers and committee chairmen, as needed, to besure responsibilities have been fulfilled.

E. Arrive early at the meeting location to check arrangements.Always check the PA system and any AV equipment beforestarting the meeting.

CONDUCTING A SUCCESSFUL MEETING

BEGINNING THE MEETING:

A. Call the meeting to order ON TIME. (ONE rap of the gavel!)

B. Review and confirm objectives of the meeting.

C. Review action items from the previous meeting.

CONDUCTING A SUCCESSFUL MEETING

DURING THE MEETING:

A. Follow the agenda and guide the meeting in an orderly and friendly manner. Timing and pacing is the responsibility of the President.

B. Insist that all remarks be addressed to the Chair to protect a speaker's right to the floor, and to keep the meeting moving.

C. Keep the group focused.

DURING THE MEETING:

D. Retain control of the meeting at all times. Lack of control is a discourtesy to members and to the people who follow on the agenda.

E. Never "turn the meeting over" to anyone! YOU ARE IN CHARGE.

F. Always introduce an officer or committee chairman to give her report.

G. Be prepared to shift tactics if one is not working well.

CONDUCTING A SUCCESSFUL MEETING

ENDING THE MEETING:

A. Establish action items and responsibilities.

B. Sum up the meeting with a reminder of deadlines and events.

C. Make any necessary announcements.

D. Thank those who participated in the program, and end themeeting crisply and positively.

E. Adjourn the meeting ON TIME!

CONDUCTING A SUCCESSFUL MEETING

CONDUCTING A SUCCESSFUL MEETING

AFTER THE MEETING:

A. Put the room back in order.

B. Be prompt with follow up on action items after each meeting.

C. Follow up with the Recording Secretary to prepare theminutes of the meeting.

• Recruiting new members

• Retaining current members

• Developing new clubs

FUNDAMENTALS OF MEMBERSHIP

MEMBERSHIP

• BASIC MEMBERSHIP SELLING POINTS FOR RECRUITING

• GETTING PRESENT MEMBERSHIP INVOLVED

• TREASURER AND MEMBERSHIP CHAIRMAN RESPONSIBILITIES

• Membership is the key to success for the Federation

• Membership provides a network of resources and opportunities

• Membership Development is an ongoing process which requires the involvement of the entire Club or State organization

• Effective membership recruitment is essential to the survival of the Federation

FUNDAMENTALS OF MEMBERSHIP

• Membership growth is vital to a Club

• Make certain that all new members feel welcome and see that they are included in Club activities

• Have all members wear nametags so that new members and guests are more comfortable talking with them

• The President should introduce all new members and guests at every meeting

• Encourage new members to become involved in committee work and Club activities

NURTURING YOUR MEMBERSHIP

• Provide interesting and informative programs that provide members with an opportunity for political and personal growth

• Provide members with worthwhile, organized, and interesting meetings which encourages them to become more involved

• Be certain that the Club provides an environment of comfort and friendliness to all who attend and are a part of the Club

• Treat your members with respect

NURTURING YOUR MEMBERSHIP

CLUB PROGRAMS

THE PROGRAM COMMITTEE RESPONSIBILITIES:

A. Plan the Club's programs for the year, considering the Club's purpose and objectives.

B. Plan programs using Club survey results to provideprograms that are desired by the membership.

C. Review the Club, State and NFRW Bylaws to determine the number and types of meetings required and enter those dates on a planning calendar.

CLUB PROGRAMS

D. Consider election dates and major community events when planning the Club's programs for the year.

E. Review the requirements necessary to qualify for State and NFRW Achievement Awards and incorporate suggested programs on the planning calendar.

MOTIVATION

YOU CANNOT MOTIVATE OTHERS. YOU CAN ONLY STIMULATE OTHERS TO TAKE ACTION, BUT MOTIVATION

MUST COME FROM WITHIN.

MOTIVATIONCONSIDERATIONS FOR MOTIVATION:

• Create an environment where each person finds the work for which she is best suited and most wants to do.

• Give people the tools they need to do their jobs.

• Challenge members to do their best while giving them the opportunity to do it.

• Offer members an opportunity to learn, to grow, and to advance.

• Reward members equitably for their efforts.

MOTIVATION

WHY MEMBERS REMAIN COMMITTED:

• They feel appreciated.

• They feel the objectives of the organization are important.

• They have the opportunity to take responsibility.

• They can see that their presence does make a difference.

• They participate in the planning and decision process.

• There is opportunity for personal growth.

MOTIVATION

WHY MEMBERS REMAIN COMMITTED:

• There is a chance for advancement.

• There is a sense of belonging and teamwork.

• They feel capable of handling the tasks offered.

• They receive recognition.

• Their personal needs are met.

• They are stimulated to become motivated!

LEADERSHIP

ATTRIBUTES OF STRONG LEADERSHIP:

• A LEADER IS IMPORTANT TO THE SUCCESS OF AN ORGANIZATION.

• A LEADER IS THE LINK BETWEEN THE ORGANIZATION AND THE COMMUNITY.

• A LEADER MUST BELIEVE IN WHAT SHE IS DOING AND TAKE FULL RESPONSIBILITY.

• A LEADER MUST BE ENTHUSIASTIC AND MOTIVATED.

• A LEADER TAKES THE INITIATIVE AND MUST BE ACCURATE AND DECISIVE, BUT ALWAYS FAIR.

LEADERSHIPATTRIBUTES OF STRONG LEADERSHIP:

• A LEADER MUST DELEGATE TASKS AND FUNCTIONS TO HER BOARD AND COMMITTEE CHAIRMEN AND HOLD THEM ACCOUNTABLE.

• A LEADER SHOULD NEVER ASKS OTHERS TO DO A TASK THAT SHE HERSELF WOULD NOT BE WILLING TO DO.

• A LEADER WILL SHARE HER SUCCESS AND GIVE PRAISE WHERE PRAISE IS DUE.

• A LEADER WILL ADMIT HER MISTAKES AS FREELY AS SHE WOULD ACCEPT PRAISE.

• A LEADER WILL ALWAYS BE TRAINING ANOTHER FOR HER JOB.

SUMMARY

THE PRESIDENT SHOULD:

• Understand her personal qualities and know how to use them in her leadership role.

• Be knowledgeable about the Federation at all levels.

• Provide the necessary guidance for the Club to become and remain successful.

• Place the Federation’s interests ahead of personal ambition and self-interest.

• Be enthusiastic and energetic.

SUMMARY

THE PRESIDENT SHOULD:

• Provide clear, consistent direction in keeping with the objectives of the Federation.

• Be creative and a visionary, yet, remain realistic and savvy.

• Be open to new ideas and different ways to approach her job.

• Have a written plan, but be willing to take risks.

• Be confident, but recognize her limitations.

• Be a team and consensus builder

SUMMARY

THE PRESIDENT SHOULD:

• Delegate tasks, empower others, and hold them accountable.

• Inspire others to work for shared values and goals.

• Lead with a firm hand, but be fair and open to the feelings and ideas of others.

• Be an effective communicator, but an even better listener.

• Grow her Club in both, membership and mission.

• Conduct interesting and relevant meetings to keep the membership commitment focused.

SUMMARY

THE PRESIDENT SHOULD:

• Be comfortable with, and lead her Club through inevitable change

• Develop members to meet future challenges

REMEMBER . . . . . . . .“The task of a leader is to get his people from

where they are to where they have never been.”

Dr. Henry Kissinger