OBJECTIVES
1. Learn your unit’s strategic fit
2. Identify your customers
3. Gain an understanding of Executive Committee
roles and responsibilities
4. Gain exposure to important operational issues
5. Understand Executive Committee Procedure
6. Learn to reach unit goals
4
How does your unit fit in ASME?
1. Mission
2. Your unit within ASME
3. Executive Committee Operation
5
ASME’s Mission
• ASME’s mission is to serve diverse global
communities by advancing, disseminating, and
applying engineering knowledge for improving the
quality of life; and communicating the excitement of
engineering.
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Knowledge Sharing
• ASME Examples
– Professional Development
Seminars
– Member developed wiki’s
– Technical Speakers
– Discussion Forums
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Networking
• ASME Examples
– Happy Hours
– Dinner Meetings
– Ball Games
– Social Gatherings at
Conferences
– Online Group Chats
A Silver State Section Event
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Knowledge Creation
• ASME Examples
– Presenting research at a
conference
– Getting published in peer
reviewed journals
– Grant funded research
– Old Guard Contests
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Where is Your Unit’s Mission?
Sections
Divisions
Affinity Groups
Knowledge
Creation
Knowledge
Sharing
Networking
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What is your unit’s mission statement?
• Purposeful
• Short and simple
• Easy to communicate
• Captures the big picture
• Sanity check for major decisions
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Who are your customers and affiliates?
• Engineers
• Researchers
• Work Crafts
• Regulators
• Public
• K-12 Teachers
• Professors
• Students K-12
• College Students
• Graduate Students
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What Are Your Member’s/Customer’s Needs?
• Access to information
• To belong
• To feel welcome
• A place to grow
• A safe place to learn
professionally
• Access to opportunity
• Be inspired
• Be recognized
• To teach, mentor, share
• Serve a higher purpose:
volunteer
• Safe places to live and
work
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Executive Committees
Chair
Past Chairs
Communications
Subcommittee
-Comm. Chair
-Newsletter Editor
- Webmaster
History & Heritage
Subcommittee
- Comm. Chair
- Historian
- Member at Large
College Relations
Subcommittee
- Comm. Chair
- College Relations Rep
- Student Section Chair
Vice Chair
Secretary Treasurer
Programs
Subcommittee
- Comm. Chair
- Event Planner
- Member at Large
Chair
Programs
Subcommittee
- Comm. Chair
- Event Planner
- Member at Large
History & Heritage
Subcommittee
- Comm. Chair
- Historian
- Member at Large
College Relations
Subcommittee
- Comm. Chair
- College Relations Rep
- Student Section Chair
Communications
Subcommittee
-Comm. Chair
-Newsletter Editor
- Webmaster
History & Heritage
Subcommittee
- Comm. Chair
- Historian
- Member at Large
College Relations
Subcommittee
- Comm. Chair
- College Relations Rep
- Student Section Chair
Programs
Subcommittee
- Comm. Chair
- Event Planner
- Member at Large
Communications
Subcommittee
-Comm. Chair
-Newsletter Editor
- Webmaster
History & Heritage
Subcommittee
- Comm. Chair
- Historian
- Member at Large
College Relations
Subcommittee
- Comm. Chair
- College Relations Rep
- Student Section Chair
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Executive Committees
• Key Responsibilities
– Abide by Rules
– Maintain Focus
– Program Planning
– Succession Planning
– Member Recruitment
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Abide by Rules
• Unit Level
– Bylaws
– Operating Guide
• Governance Level
– Manuals
– Policies
– Merit Based Funding
• Robert’s Rules of Order
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Program Planning
Keys To Success
1. Set goals
2. Deliver programming that
members respond to
3. Start planning at least 3-6
months ahead
4. At least break even
5. Deliver announcements 5
times using 3 formats
6. Remember to have fun!
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Programming Cycle
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Identify Need & Target Audience
Resource Plan -Utilize
Volunteers
Event Concept & Key
Challenges
Action Plan & Execution Checklist
Schedule & Budget
Marketing & Communicatio
n Strategy
Execution / Troubleshooting
Follow Up Evaluation & Assessment
Succession Planning
Why?
• Build a tradition of a well run organization
How?
• Recruit new volunteers
• Send someone to LTC each year
• Mentor newer volunteers
• Encourage regular change in roles
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Member Recruitment
Why?
• Keep ASME relevant
• Help your coworkers share in the benefits
How?
• Invite to attend event
• Leave copy of ME Magazine or Unit Newsletter
• Take five minutes to talk about why you are a member
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Review: The Executive Committee
• Create networking and
knowledge sharing
opportunities
• Responsibilities
– Abide by rules
– Maintain Focus
– Program Planning
– Succession Planning
– Member Recruitment
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Common Operational Activities
Programs
• Dinner meeting
• Tours
• Socials
• Online Discussions
• Engineering Week
• College Outreach
• High School Outreach
• Honors & Awards
Administrative
• Elections
• Bylaws
• Filing documents
• Minutes / Action items
• Newsletter and Website updates
• MBF Scoring
• Fundraising
• Membership Drive
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Executive Meeting 101
• Agenda
• Schedule
– Frequency
– Duration
• Role of Moderator
• Motions
• Minutes
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Executive Meeting 101
• Motions
1. Chair recognizes person
2. Proposer states motion
• Requires Second
• Followed by discussion
3. Move to stated question
• Ends discussion
• Requires Second
4. Vote on motion
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Executive Meeting 101
• Minutes
– Attendance sheet
– Records
• Time and Place
• Report highlights
• Motions and their
disposition
– Action Item list
– Next meeting
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Executive Meeting 101
• A Typical Agenda
1. Call to Order
– Revision to agenda
– Approve prior minutes
2. Old Business
• Treasurer’s Report
• Committee Reports
• Special Project Reports
3. New Business (New ideas)
4. Wrap-Up
– Review Action Items, Motions
– Next Meeting
– For the good of the order?
5. Motion to Adjourn
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Executive Meeting 101
1. Have fun and relax
2. Be courteous and listen
3. State all concerns at meeting
4. Focus on critical tasks
5. Don't judge ideas during brainstorm
6. Don't interrupt and don't dominate
7. Stay focused and on time
8. Don't rehash old subjects
9. OK to walk around during meeting
10. Explain acronyms
11. Raise your hand to discuss
12. No side meetings - Hold until the break
13. Parking lot is open
14. Please turn off all cell phones.
• Meeting Norms
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What is an Effective Unit?
Understand your
customer’s needs
Have a plan to meet
them
Deliver on the plan
Grow membership
Build a tradition of a
well run organization
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What is an Effective Unit Leader
A team player
Remains focused
Recognizes everyone’s contribution
Creates opportunities for others to participate
Constantly questions status quo
Sends people to Conferences, District Events and the Leadership Training Conference
Is always positive
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REVIEWING OBJECTIVES
1. Learn your unit’s strategic fit
2. Identify your customers
3. Gain an understanding of Executive Committee
roles and responsibilities
4. Gain exposure to important operational issues
5. Understand Executive Committee Procedure
6. Learn to reach unit goals
35
Key Points
• Networking and Knowledge Sharing
• Programs and activities should meet your member’s
needs
• Leverage the Executive Committee Model
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Take Aways
http://volunteer.asme.org/unit/Leadership_Resources.cfm
Share meeting norms with my Executive Committee
Send agenda prior to meetings
Value of membership
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Thank You
• Marc A. Meadows, P.E.: [email protected]
This presentation will be posted on
the 2013LTC Web Site, at
http://events.asme.org/LTC13/Session_Presentations.cfm
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