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“THE FINAL CHAPTER”
Workshop: Our workshop is divided into six sections. You will note that with each section you have been provided Questions, Exercises, and Notes. It has been designed to take approximately 1 1/2 hours to present. Please begin with the ice breaker that has been provided. This will allow you to begin ON TIME, get to know those who are present and provide those who are on Jaycee Time to have the benefit of your full presentation. Ice Breaker: Ask each participant to give their name, current office, how long they have been a board member and how long they have been a Jaycee. Take special note of how long they have been a board member. This will allow you to quickly determine their management skills level. Opening Remarks: The finish line is in sight. Time stands still for no one and when you cross that line there’s no going back. There’s no second chance. How does your team want to be remembered? No matter what the answer to this question, remember “It’s not too late for a fabulous finish and a quick start.” (show overhead of workshop title) Purpose: To assist the chapter in finishing strong. Goal: To complete the six part program designed to provide you with four elements for a step by step plan for success. Distribute participant workshop manual.
page 2 Part I - allow 5 minutes Opening question: Why is it important as a chapter to finish strong as in outstanding vs. good, okay or a mediocre chapter? Take 3 minutes to solicit answers from participants. Record answers on easel paper. Examples: Chapter Pride. Top 10 finish in the National Parade of Chapters. Because they said it couldn’t be done. State awards. etc.
Share Note: Make a point of expressing that all reasons are valid. The answers can be as diverse as each Board Member. Post reasons to the wall. (overhead) So, where do you start for a strong finish? With this 4 Step Program: Evaluate Plan Re-commit Replace Yourself
Part II - allow 15 minutes Step 1 - Evaluation Evaluation is the process of looking at what needs improvement and looking at what is going well. Exercise: Individually take 5 minutes to record what you believe are your chapters weaknesses and strengths. page 3
Ask Chapter President to come forward to record the group’s answers on two separate sheets of easel paper. *Coach refer to the chapter’s plan of action to assist with determining list* Allow 5 minutes to list chapter weaknesses. Allow 5 minutes to list chapter strengths. Example: Strengths 50% of the members attend meetings. meetings. Project Chairman are in place 60 days prior to project. Meetings are fun & informative. Guests are eager to join. Full Board of Directors. Post both charts on the wall. Go to list of 4 Steps and check off “Evaluate.” Share Note: How do we change the weaknesses into strengths? Go to list of 4 Steps and underline “Plan.” That’s Step 2....Planning. Weaknesses 5% of the members attend VPs run projects. Board Member reports run long. No guests at meetings. Meetings start late. All Board Members do not attend meetings.
Part III - allow 20 minutes Step 2 - Plan Many times weaknesses stem from not implementing the basics. Remind them of the first video. Go back and review the “Seven Steps of Effective Chapter Management”. *Have these steps already written on a sheet of easel paper or use overhead.* Suggest that participants record steps on page 2 of workshop manual. 1. How to run an effective meeting. 2. Current affairs projects to attract people to the General Membership Meeting. page 4
3. 4. 5. 6. 7.
How to survey the needs of the members and the community. How to greet a guest at a meeting. Monthly orientations. How to recruit project chairman. How to run your Jaycee year using the calendar of events.
Share Note: Relate several weaknesses posted to one of the Super Seven. Example: Weakness: VPs run projects. Solution: 6. How to recruit project chairman. Weakness: 5% of members attend meetings. Solution: 1. How to run and effective meeting. Exercise: A. Take 5 minutes and as a group prioritize the previous list of weaknesses posted on the wall. B. In order to conserve time, choose the number one weakness and brainstorm ideas on how to turn them into strengths. Suggest that participants record Ideas on page 2 of workshop manual. Record ideas and post results on the wall. Example: Weakness: 5% of all members attend meetings. Ideas: 1. 2. Plan and promote “The Largest Meeting of the Year”. Offer a cash prize to the 30th member through the door at the next meeting.
Share Note: Their Membership Survey often can be a quick fix to increasing participation of members. Suggest that after the training workshop, they spend time developing ideas for the remaining weaknesses that have been identified here. Part IV - allow 15 minutes Now we want to “Bring your ideas to life.” page 5
How do we go from the solution to making it happen. We’re talking about implementation. Implementation is the defining of steps to be taken in order to achieve success. It’s assigning officers to be responsible, it’s setting up a timeline, and it’s coordinating a day & time for update reports on progress to be given to the Chapter President. Exercise: Take the same number one weakness used in previous exercise and with its number one idea. Design specific steps of action. Allow no more than 10 minutes. Solicit steps as a group from participants. Suggest they record on page 4. Example: 5% of all members attend meeting. Plan and promote “The Largest Meeting of the Year”. Steps: 1. 2. 3. 4. Set special meeting date. Set a goal of 75% of the members to attend Assign project to a vice president or officer. Recruit a project chairman 45 days prior to special meeting. 5. Develop a campaign for internal public relations. 6. etc.
Share Note: Remember....Plan the Work and Work the Plan. Again ask that they spend time defining specific steps for the other weaknesses after the training workshop. Go to list of 4 Steps and check off “Plan.” Part V - allow 15 minutes Step 3 - Re-Commit What qualities determine an Outstanding Vice President/Officer?? page 6 Solicit answers as a group from participants...take just a minute.
Example: friendly, organized, goal oriented, team player. Exercise: Using a 7 day period as your model, what activities must an Outstanding Vice President/Officer do to be successful? Keep in mind not good, not average, but outstanding activities. Divide group in half. Give each group a sheet of easel paper and marker. Allow 5 minutes for the exercise and be sure to explain that your looking for multiple suggestions for each of the 7 days. Example: Day One - call all your directors call and report update to chapter president conduct CPG one on one with project chair Day Two - etc.
Have each group present their model. Suggest that they record items on page 3 and 4. Conclude exercise with adding or expanding on the “importance of looking ahead on their calendar for projects coming up that still require Chairman” and the need to schedule a training time (CPG one on one) with Project Chair. Share Note: Make this very important point. Ask them to silently answer the following questions: 1. Do you do everything on the 7 day activity models that were just given? 2. What is your current level of commitment with outstanding being 100% effort... 90% good 80% average 70% below average 60% poor ????? Explain that if they answered anything less than 100% Outstanding,; Think back to when they took the Oath of Office. They were elected to SERVE TO THE BEST OF THEIR ABILITY. page 7 Everyone has the potential to be outstanding. Re-commit today. Your
re-commitment will not only impact the “here and now,” but also the future of the chapter. Go to list of 4 Steps and check off “Re-commit”. Part VI - allow 15 minutes Step 4 - Replace Yourself As you have no doubt realized, the key to your chapters success is in its officers. So..why did you step up? Did last year’s officer have anything to do with your decision? To complete your job as an officer this year, you MUST identify members to be your replacement. For some this is easy, you’ve had excellent directors who could step into your shoes, if you will only tell them you believe in their abilities. For others, it may require time spent searching for just the right person for the job. So, where do you look??? (overhead)
1. Start with your list of Project Chairman in your portfolio this year. Obviously they have an interest in the area. 2. Go through your chapter’s Membership Survey. 3. Look at the professional skills the members of your chapter have. Example: Sales Manager = Perfect fit for a Membership Vice President Exercise: Take 5 minutes. Choose an officer to record on easel paper. Hand off the marker and provide the participants with this topic: “Brainstorm other places to look for your replacement”. If need be, start them off with this - Excited New Member. Suggest that they record places on page 5. page 8
Post on the wall Ask this question.... But, what if none of these suggestions work??? HERE ARE SOME SUGGESTIONS (overhead) reveal as you go. Ask participants to record on page 5. 1. Put together a list of Dream Replacements (potential replacements) for the position. 2. List members who are in the Dream Replacement’s circle of influence. Example: member who recruited them, significant other, close friend or local president when they joined. 3. Contact the circle of influence. Ask them to assist you in your efforts to recruit this Dream Replacement. Example: have one attend the lunch/dinner/coffee meeting 4. Ask potential replacement to lunch/dinner/coffee. 5. Outline to them the responsibilities of the position. Share all the positive and even the negative. 6. As in recruiting members, you must close with the asking for the check. In other words, ask them if they would be willing to serve. 7. Now sit back and don’t say another word until they respond. 8. If they say No, make every effort in sharing why you feel they would be awesome. Be sure not to go to the point of harassing. As an outstanding officer, this Jaycee will be honored that you have come to him/her and could be the determining factor in their decision. Go to list of 4 Steps and check off “Replace Yourself”. Share Note: Please leave here today committed as a Board to start the New Year with a complete Board of Directors. Closing your workshop Thank them for serving this year as officers. Thank them for taking their time to attend this workshop and wish them every success in the remainder of the year. page 9 Leave them with this quote from Walter Lippmenn.
(overhead) “THE FINAL TEST OF A LEADER IS TO LEAVE IN OTHERS THE WILL AND CONVICTION TO CARRY ON.” Final Thought Remember the finish line is in sight, how will this team be remembered in years to come? The choice is yours.
******************************** Thank You State Coordinators and Coaches for believing in our program. You have now raised the expectation level of every local chapter board member on what they can expect from their National & State Organization. KEEP BELIEVING IN AMERICA’S TEAM
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