How Are You Managing Your Committees?

Are your Committees Contributing to the Success of the Agrability Program?

Objectives of Workshop

Why have committees ID types of committees Selecting the right people Planning and execution Accountability

Why Have a Committee? “A committee is a

group of people trying to accomplish something (the purpose) that cannot be better accomplished otherwise”

FACT # 1 “Creating committees

does NOT necessarily make an organization more efficient”

Types of Committees Steering Committee –

oversees long-term planning, direction and execution of project objectives

Advisory Committee – serves more of a mentorship role; can provide valuable guidance and support

Fundraising Conference planning Other

The Word “Committee” Should Have a Positive Connotation

Clear goals Good investment of

time Outstanding leadership Open agendas Goal oriented Motivated Timely follow-through Consistent

commitment Accountability

Selection of Committee Members Has interest in the

purpose of the committee

Has knowledge and skills as needed by committee

People who are compatible and work well together

Those who will become more committed and involved in the organization

Guidelines on How the Committee Will Function and Provisions for Change

How will meetings be run What will be the decision-making process Will members work as a group or as individuals How to ensure that members fully participate

and discuss the issues How will differences be solved How will assignments be made What will be the process for follow-up on

obligations How will changes be made if the committee is

not producing, ie evaluation process Other

Definition of Best Practice A proven methodology or

technique to most reliably get to the desired result.

Best Practices for Committees No fixed recipe for

implementing A collection of time

proven techniques and methods that work

Implement BP one by one

Monitor your progress as you implement BP

Generating Participation in Committees

Ensure members understand their role Ensure that members understand how the

committee contributes to the mission Select members with vested interest in the

mission Have ground rules that support participation and

attendance Let go of “dead wood” Conduct yearly committee evaluations Attempt to provide individual assignments Develop attendance policy Generate minutes for each meeting Rotate in new members every year

Committees Work Efficiently and Effectively When

The purpose is clear to all members Time commitments are recognized There is good communications among

members Deadlines are set when you assign tasks Minutes are clear and concise Annual committee evaluations are made Members are recognized and appreciated The committee’s work is recognized as

making a valuable contribution to the organization or program

Key to Effective Committees Optimal size if 5 to 7 members Members should be receptive to new ideas and

other people’s opinions Members understand their task and are able to

focus on it creatively Seating arrangements are important Hold meetings in a central location Notify members of time and place well in advance When you assign tasks, set deadlines Close committee meetings by summarizing major

points and assignments deadlines Distribute minutes within 10 days of the meeting Recognition can go a long way in encouraging

member loyalty and commitment

Effective Committees (continued) Consists of carefully selected members who

are interested, qualified, and compatible Has a sense of priorities and timing Is periodically infused with new members Regularly evaluates its activities against its

statement of purpose

Useful References Humphries, Susan. Effective Committees.

Ontario Ministry of Agriculture and Food, 1989 Business Associations for the 21st Century,

Larry S. Milner, CAE, Editior, 1999, p. 20.