Operations Training Lesson 3 1 >> Operations Training This Lesson’s Agenda Module II Finding Solutions Communications Module III Conducting

Operations Training

Lesson 3Lesson 3

1 >>

Operations Training

This Lesson’s Agenda

Module II Finding Solutions Communications

Module III Conducting a Meeting

Case Histories

Lesson 3Lesson 3

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Operations Training

Awareness of Change

The struggle to identify & adapt to change is on-going•Squadrons not immune from penalties for ignoring signs•When something no longer works - - - -•It’s time to identify what has changed & adapt

Finding SolutionsFinding Solutions

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Operations Training

Adapting to Change

MURPHY’S LAW

“Whatever can go wrong will go wrong;

at worst possible time”

Problem solving skills are required to meet goals in an ever changing world


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Operations Training

Finding Solutions When Results are Below Accepted Norm

1. Identify the problem area2. Determine unsatisfactory performance level3. Define a reasonable, desired level4. Isolate difference between current & desired


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Operations TrainingHANDOUT # 9 Problem Solving – 9 Step Process

Finding Solutions When Results are Below Accepted Norm

5. Brainstorm possible causes of problem6. Decide which causes are most critical7. Identify alternative solutions8. Evaluate proposed solutions:

• Estimate contribution to goal achievement, cost & feasibility

9. Make commitment to a plan


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Operations Training

A Sample Problem Have vs. Want

• The problem: Low renewal rate of new members

• Present level: 50% percent non renewal for past 3 years

• Reasonable desired level: 1% to 2% net growth


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Operations Training

BrainstormingPossible Causes of Problem

• Lack of educational courses & plans

• Cliques: no interest in ideas or needs of newer members

• Newer members not assigned to positions of responsibility

• Limited on-water squadron activities

• Meetings too formal and boring

• No activities for young children of members

Are there others? Separate

symptoms from causes

Are there others? Separate

symptoms from causes


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Operations Training

BrainstormingPossible Solutions to Problem

• Offer all courses annually

• Cooperative course plan with nearby squadrons

• Hire professionals to present programs at meetings

• Develop comprehensive activities program for families

It’s all about balance. . . What other things

could you suggest?

It’s all about balance. . . What other things

could you suggest?


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Operations Training

BrainstormingAction Plan

• Cooperative Educational Program AG, EC & Seminars with neighbor squadrons SEO to submit combined-squadron schedule

at ExCom meeting

• Family program of activities Appoint ad-hoc committee to develop Committee to submit innovative plan to

commander within 60 days

With action plan in place - - What’s next?With action plan in place - - What’s next?


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Note - action plan includes Who – What - WhenNote - action plan includes Who – What - When

Operations Training

Team Performance Evaluation

• How well is my team performing?

• Are we meeting the goals of plan?

• If goals are not met, what problems need to be solved?

It’s like an auditIt’s like an audit


Self-Evaluation Ask yourself

Self-Evaluation Ask yourself

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Operations TrainingHANDOUT # 10 Evaluation Model

Evaluation Model

1. List Goals

2. Examine Results

3. Evaluate Progress

4. Identify Weaknesses

a. Are goals unrealistic?

b. Resources inadequate?

c. Personnel failure?

5. Develop Solutions

6. Implement Action Plan

7. Audit


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7. Re-audit

Operations Training

• Think about what you want to do

• What you’ve done so far

• What you need to do for personal growth

Whether you aim high and make it, or

settle for whatever comes your way

It’s up to you

Self Performance EvaluationFinding SolutionsFinding Solutions

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Operations Training

CommunicationCommunicationCommunication

In our next topic communication

we will discuss form & function including - - - how we convey our thoughts & attitudes through body language

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Operations Training

Protocols - Written

• Dates: day month year - 25 August 2012

• Time: 24 hr clock 0500: pronounced ‘oh five hundred’ 2100: pronounced ‘twenty one hundred’

Not ‘two thousand one hundred’

• Rank written without periods: Lt

• Grade written without periods: AP

• Only proper nouns capitalized: District 25

• Other nouns not capitalized: district, squadron, annual meeting, life member,

CommunicationCommunication

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Operations Training

Electronic Media Websites, SailAngle, E-mail & Social

Guidelines

•Be explicit: state the matter clearly

•Be tactful

•Make criticism constructive, specific

•Be pleasant

•Use USPS customs for correspondence

•Courtesy is always in order

•Be prompt in answering communications


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Operations Training

Other Means of Communication

• What we wear (uniforms/blazers/shirts) identifies us as members

• Rank, grade, MM insignia signal other members something about ourselves

• Body language indicates how we relate to other people, our attitude toward them & events


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Operations Training

Body Language Basics

Important points

• Match sincerity of words with attitude of body language

• Our eyes should connect when offering words of welcome

• Practice active listening – matching action to purpose


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Operations Training

Non-Verbal Communication

• Variation in voice

• Laughter

• Facial expressions

• Body movement


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Operations Training

Body LanguageCommunicationCommunication

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Operations Training


The Communication Process

• Effective communication - received & understood• Courtesy is watchword• If written – send copies to all concerned

If external - Commander gets copied Err on the side of too many!

Sender Sends The MessageSender Sends The Message

Receiver AcknowledgesReceiver Acknowledges

Medium or Channel

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Operations Training

Do you mean. .?

Class Exercise

Active Listening is a 2 Stage Process

1. Hearing

2. Understanding

Try paraphrasing


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Are you saying.. .?

Operations Training


More than one way

Alternate routes to understanding

Alternate Approaches Learning & Recall

A

B

C

D

EF

12

3

4

56

7

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Operations Training

20% of what we Hear

30% of what we See

50% of what we See & Hear

How we Remember

We remember approximately

70% of what we Say (after learning)

90% of what we Say & Do


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Operations Training

Learned, but Soon Forgotten

0 10 20 30 40

100

80

60

40

20

PE

RC

EN

T o

f R

ET

EN

TIO

N

DAYS AFTER FIRST EXPOSURE


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Operations Training

Repetition aids Retention

100

50

0 1 2 3 4 5 6

SC

OR

E

DAY

= recall score after 10 min = recall 24 hours later


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Operations Training

Class Exercise

Many years ago, on a sultry night in Omaha, Nebraska - - -


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Operations Training

Communication – 4 stage processIntroduce, Present, Summarize, Verify

1. Tell them what you are going to say,

2. Say it,

3. Tell them what you just said,

4. Get them to tell you what they heard.


The Rule of 4

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Operations Training

Case History StudiesCommunicationCommunication

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Operations Training

Case History Studies

• Real situations - Actual cases

• Names changed - Protection of guilty

• Who should have done what?

• What was underlying cause?

• Who was in charge – Did they know that?

• Do we have all the facts – Did they?

• Was it a learning experience?

• Now what?


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Operations Training

Case History StudiesCommunicationCommunication

Case # M3-12•You are commander of Laughing Waters Squadron •During a General Membership Dinner Meeting, senior member Perry Winkle, N, an elected ExCom member, breaks into your agenda. . . •In a sharp tone, he says “….we need to enliven meetings…each like every other…need speakers, movies, programs to stimulate….I’m tired of the same old thing”•You pause to gather your thoughts

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Keel hauling - - Not an option !Keel hauling - - Not an option !

Operations Training

Let’s take a 10 min Break

Please return when you hear the bell

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Operations Training 33

Conducting a Meeting

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MeetingsMeetings


Qualities of a Good Meeting

1. Interesting and Rewarding

2. Has Specific Goals

3. Well PlannedWho? What? How? How long?

How are members involved?

What do members need to know/do

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MeetingsMeetings


Meeting Notice & Agenda

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MeetingsMeetings

Meeting Notice• Mail well in advance – Check your bylaws

When? (day of week, date, time) Where? Items of business? Dress Code? Call, Email, SailAngle !!

Agenda• Assign responsibility for each item

• Individual must be aware of assignment & accept it, willingly


No Need to Dress up!

ExCom, Departmental & Committee meetings are usually conducted informally

MeetingsMeetings

. .

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Operations Training

Structure Improves Performance

Meetings •Executive Committee (ExCom) & •General MembershipConducted according to parliamentary procedure

Robert’s Rules of Order Newly Revised

MeetingsMeetings

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Why Parliamentary Procedure ?

Purpose of Rules of Order:

1. To permit group to accomplish its purpose within a reasonable time

2. To allow reasonable opportunity for all to express their views

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MeetingsMeetings


What Rules Do for Us

• Robert’s Rules of order Maintain order Find will of majority Preserve rights of minority Facilitate orderly flow of business

MeetingsMeetings

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Rule of Law - Bylaws Order of Precedence

• Bylaws rule the day

• Order of precedence is:1. USPS bylaws

2. District bylaws

3. Squadron bylaws

Final authority in USPS Chairman, Committee on Rules

Final authority in USPS Chairman, Committee on Rules

MeetingsMeetings

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Operations Training

General Rules For Attendees

Rule 1: • Speak only when recognized by chairRule 2:• When recognized, identify yourselfRule 3: • When giving a report:

Be prepared, be brief & on point, be on time Rule 4: • Make recommendation/motion at the END of

your report

MeetingsMeetings

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Operations Training

• A Motion is a proposal – formally made by a designated ‘voting member’ of that assembly

• Designated ‘voting’ members’ at squadron board meeting = ExCom members only

Voting Members & Motion Makers

S

MeetingsMeetings

Who has a vote at squadron board meeting?

Who are the squadron ExCom members?

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>>

Squadron ExCom members 6 Bridge officers (Cdr & 5 Dept Heads) ? Members-at-large (minimum is 3) 1 Immediate Past Cdr (optional)

In Diablo, ExCom is 10 people 6 Bridge members 3 Members-at-large 1 Past Cdr

How many ‘voting members’ (motion makers) are on the ExCom in your squadron?

MeetingsMeetings

S

Operations Training

Other ‘voting members’ at squadron meetings General Membership =

Active, senior, life, GB emeritus, 25 yr & sustaining members of voting age

Elected committee = General committee members only (Auditing, Nominating, Rules)

Appointed committee = Committee chair & members, Dept Head & Cdr


S

MeetingsMeetings

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Operations Training

At District

• Designated ‘voting members’ at: Council meetings = council members


D

MeetingsMeetings

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Who are the district Council members?

Operations Training

District Council members

• 6 bridge officers (Cdr & 5 Dept Heads)

• 1 most recent P/D/C

• 9 squadron commanders

• 3 general committee chairs (Audit, Nominating,

Rules)

• 19 voting members & motions makers


MeetingsMeetings

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D

Operations Training

District ‘voting members’ at: District Conferences

Council members, all other P/D/Cs & squadron delegates

General committee Committee members only (Auditing, Nominating, Rules)

Appointed committee Committee chair & members,

Dept Head & D/C


MeetingsMeetings

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D


Rules of OrderTypes of Motionsdealt with regularly

1. Principal Motions (aka Main Motion)

2. Subsidiary Motions

3. Incidental Motions

>>

(order in which often made)

(order in which to dispense)

1.

2.

3.

MeetingsMeetings


Types of Motions

Principal Motions – least precedence

1. Main Motions (new business)

2. Take from the table (renew discussion)Not amendable or debatable

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MeetingsMeetings


Types of Motions

Subsidiary Motions – vote on before Main

3. Order previous question (close debate)Not amendable or debatableRequires two-thirds majority 2/3

4. Refer to committee (more study)

5. Amend (modify motion)

6. To table (delay action)Not amendable or debatable

7. Postpone (delay action)

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MeetingsMeetings


Types of Motions

Incidental Motions

8. Point of order (assert rights) Interrupt, no second, not amendable or

debatable Chair

9. Appeal decision of chair (assert rights Interrupt, no second, not amendable or

debatable

10. Withdrawal of a motion (prevent action) No second, not amendable or debatable

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MeetingsMeetings


Processing Motions

Process for dealing with motions on floor

1. Motion is made

2. Second is offered

3. Discussion is enlisted

4. Vote is taken

5. Results are announced

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MeetingsMeetings


Order of Business

Section 10.1 tells us the normal order of business at all meetings shall be as follows:

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MeetingsMeetings

Operations Training 54 >>

Conducting a MeetingPlan your agenda to follow Order of Business

MeetingsMeetings

Operations Training 55 >>

Conducting a MeetingPlan your agenda to follow Order of Business

MeetingsMeetings



Committee quorum = majority of members

ExCom quorum = majority

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How many ExCom members are needed for a quorum of your squadron ?

In Diablo, ExCom is 10 people 3 Board members so majority needed for a 1 Past Cdr

quorum is 6 people 6 Bridge members 10 ExCom members

MeetingsMeetings



Full Membership Meeting % of the total Active membership

(per Model bylaws - percentage optional 10% is minimum)

>>

What is the % of members you need, according to your bylaws ?

In Diablo - 10% of membership is needed

MeetingsMeetings



Procedure Voice Show of hands Roll Call Secretary casts 1 Ballot

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Which voting procedure is used in your Squadron ?

MeetingsMeetings



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Can Unanimous Consent be used to approve the minutes ?

MeetingsMeetings



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In order:

Out of order:

if on current topic, or if on point, then - -

Answer questionif not on current topic, or if not on point, or if not on agenda, then - -

Delay answer

MeetingsMeetings

Operations Training

It’s our fault if we don’t speak up and assert our right to a proper meeting

We have all attended dull, boring, disorganized meetings.

Start late, end late, accomplish little.

MeetingsMeetings

>>

Asserting Your Rights

61


Review - Do you know?

Questions about the AO’s Department

How many Committee Chairs serve on District Committees?

Can you name the committees?

MeetingsMeetings

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Review - Do you know?

A question about the Commander

The 5 Department Heads report to the Cdr To whom does the Cdr report?

A question about the XO’s Department

How many Committee Chairs serve on District Committees?

MeetingsMeetings

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Operations Training

Summary

• Awareness & Adapting to Change

• Problem Solving * Finding Solutions

• Brainstorming & Evaluations

• Communication Mediums & Means Class Exercises Rule of 4

• Case History Studies

AND - - -

Lesson 3 - Operations Training Program.

64 >>

Operations Training

Summary

• Teaching those that follow How people forget - remember

• Robert’s Rules & Types of Motions

• Order of Business

• Conducting a Meeting

Lesson 3 - Operations Training Program.

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Operations Training

Homework

66

Reading assignment

•Operations Training Module III & IV •USPS bylaws •Model bylaws for squadrons•Your Squadron bylaws

>>

Operations Training

Next Lesson

• Module III USPS Protocols

• Module IV Using USPS tools

Website OM & bylaws SailAngle

67 >>

Documents

Operations Training Lesson 3 1 >> Operations Training This Lesson’s Agenda Module II Finding Solutions Communications Module III Conducting