BULDING THE FUTURE

The position of chairperson is an incredible opportunity to meet new people and develop leadership skills. In your new role you will be asked to provide guidance in achieving the organization's goals. Below is a guide to accomplish the challenge set before you. Also included are some examples of phrases or questions you could present to initiate activity and get everyone involved.

Be Prepared

• What are some of the past successes and challenges of this organization?
• What key points could you draw from annual reports or past executive that may have an impact on future planning?
• In speaking to the new executive, what are two or three things your organization can accomplish this year?
• Randomly ask the executive and members about agenda items for meetings.
• Be familiar with Parliamentary Procedures for conducting the business of the meetings in an orderly fashion.
• Have a problem solving plan ready incase difficult issues arise.
• Let members know you value their time and demonstrate this by starting and ending on time.
• Encourage other members to come prepared. By having executive reports written down saves time for the secretary especially when spelling names and writing numbers.

Create a Positive Atmosphere

• Be enthusiastic. It's contagious.
• It may take some time initially for the members to feel comfortable in the group. Ask someone to coordinate snacks or get-to-know-you' exercises for each meeting.
• Ask everyone to be open and honest by contributing ideas, opinions and expressing concerns.
• Keep an open-mind and be willing to try new things.
• Stay optimistic and focus on what can be accomplished, not on the organization's limitations.

Communicate

• Let members know what is expected of them by sharing job descriptions or the organization's bylaws.
• Leaders spend more time listening than talking. Questions directed your way can be redirected back to the group. "How does the group feel about this?" or "has anyone ever had a similar experience? What has worked for you?"
• Draw quiet members out by asking: "what do you think?"
• Paraphrase ideas back to the group to clarify understanding. You might start a sentence with: "so, what you're saying is..." or "do you mean..." or "could you give us an example?"
• Summarize points periodically to keep on track and formalize decisions. Start by saying, "so if I am understanding this..." or "what you're saying is as a group we should..."
• Promote the organization to many people.

Delegate

• One person could never accomplish all the tasks of the organization but if everyone takes a part of the load it makes it easier for everyone to carry.
• Members often take more ownership and feel more a part of the group if they are included and asked to conduct a specific duty. Example: "you seem to know a lot about that subject, would you like to..." or "would anyone be interested in checking into that?"
• All members like to be challenged.

Manage Conflict

• What aspects do the different sides of the disagreement have in common? Can you find commonalities by relating it back to the organizations goals? Examples of sentences: "there seems to be agreement on..." or " is there another alternative that might meet our needs?"
• List differences of opinion on a flipchart to evaluate positives and negatives. This helps to separate the ideas from the people suggesting them.
• Sometimes long, difficult disagreements can be tabled to next meetings.

Show Respect

• A 'thank you' goes a long way in showing appreciation to members. People like to know they are appreciated.
• Meetings and other gatherings should be of sufficient value to repay the effort of those attending.
• Listening to member’s comments and contributions also shows respect, even if you do not agree.
• People like to be recognized for their accomplishments in different ways. For example: some would prefer to be rewarded in a large group while others would rather receive a note or quiet thank you.

Summary

A research project conducted by Kouzes and Posner suggested that honesty was the most desired characteristic in admired leaders. Other important leadership traits were: inspirational, motivational and competent. By using the short guide above you will succeed at moving your membership towards action.