2015 Leadership Training Conference ARMA International. Great Northwest and Pacific Regions

Transcription

1 2015 Leadership Training Conference ARMA International. Great Northwest and Pacific Regions Day 1 (Friday, 24 th ) 8:30 a.m. - 9:00 a.m. Welcome and Introductions; presented by David Fleming and Jennifer Winkler 9:00 a.m. - 10:00 a.m. ARMA Board of Directors Presentation; presented by Tera Ladner 10:00 a.m. - 10:15 a.m. Break 10:15 a.m. - 11:45 a.m. ARMA HQ Changes and Resources; presented by Heather Lehman, and facilitated by Chapter Advisors Review resources and training chapter leaders need to be effective. Interaction between new and experienced leaders in corresponding functional roles is meant to foster growth for both. 11:40 a.m. - 12:00 p.m. Presentation from Iron Mountain 12:00 p.m. - 1:00 p.m. Lunch, sponsored by Iron Mountain 1:00 p.m. - 2:30 p.m. Breakout: sharing ideas by functional role; facilitated by Chapter Advisors Utilizing the World Café approach: a simple, effective, and flexible conversation process for fostering collaborative dialogue to share ideas and gain understanding. Participants will address questions about chapter operations, membership, and programing, to name just a few topics. Learn from fellow chapter officers and get answers to questions your chapter may have. 2:30 p.m. - 3:00 p.m. Networking break 3:00 p.m. - 4:30 p.m. Break out into separate regions. Led by David Fleming and Jennifer Winkler 4:30 p.m. - 5:00 p.m. Presentation from Access 5:30 p.m. Evening dinner/social event Day 2 (Saturday, 25 th ) 8:30 a.m. - 9:00 a.m. Opening comments and recap of Day 1; led by David Fleming and Jennifer Winkler 9:00 a.m. - 9:30 a.m. ARMA International Educational Foundation; presented by Gita Werapitiya 9:30 a.m. 9:45 a.m. Break 2015 Great Northwest and Pacific Regions Leadership Conference 1

2 2015 Leadership Training Conference ARMA International. Great Northwest and Pacific Regions 9:45 a.m. - 11:45 a.m. Real-World Leadership: Selected Tips and Techniques for Minimizing Drama and Maximizing Success ; presented by Heather Lehman This session purports that beliefs or mindsets are what drive results, not circumstances. Great leaders help coach employees to be accountable, engaged, adaptive to change, and eager to get the job done despite the inevitable obstacles and trying circumstances we all often have to face. Some of this content stems from Cy Wakeman and her group, BulletProof Talent. Some of it builds on information from the ARMA International Professional Leadership Certificate courses. And some of it derives from other sources and thought leaders. 11:45 a.m. - Noon Wrap up and final comments; led by David Fleming and Jennifer Winkler Region Leadership: Jennifer Winkler Andrew J. San Agustin Alex Acevedo, CRM Ember D. Krumwied, CRM David Fleming, IGP, CRM Charlie Sodano, Ph.D Kathy Becker Tracie Mukai Tera N. Ladner, J.D., IGP, CRM Heather Lehman, CAE Role: Great Northwest Region Director Chapter Advisor of Education & Programming Chapter Advisor of Membership & Marketing Chapter Advisor of Operations Pacific Region Director Chapter Advisor of Membership & Marketing Chapter Advisor of Education & Programming Chapter Advisor of Operations ARMA Board of Directors, President-Elect Manager of Member Services, ARMA HQ Rep. Thank you to our generous sponsors: To access the electronic materials for this conference, please visit the conference webpage at: Great Northwest and Pacific Regions Leadership Conference 2

3 Board of Directors Region Presentation 2015

4 Role of the BOD Board of Directors Strategic Planning Strategic Direction Vision Strategic Goals Core Purpose Initiatives Ops Plan Budget HQ Staff Daily operations Tactical implementation of broad strategy from BOD

5 Changing Times Welcome to ARMA International, Bob Baird! HQ staffing changes

6 ARMA in the Marketplace We are the authority in records and information management and a leader in information governance. The RIM career pathway A strategic revision of our mission, vision, and purpose statements.

7 Vision Statement ARMA International is a leader in information governance because we are the authority on records and information management (RIM). RIM is broadly recognized as the foundation of information governance. With this shift, we affirm our long-held commitment to the aims and outcomes of the records and information management profession and establish our goal to be a strategic thought leader in information governance.

8 Core Purpose To promote principles and practices that 1) result in organizations understanding that their success relies on the effective management and governance of information and 2) create career and professional development opportunities in RIM and information governance.

9 Mission Statement To provide information professionals the resources, tools, and training they need to effectively manage records and information within an established information governance framework.

10 ARMA Content Market analysis ARMA Live! event consolidation Competencies refresh

11 Chapter Awards Award s program to be reviewed Want to enhance ARMA s recognition of members, volunteers, chapters, and the standards of excellence achieved through their work Holistic review is just starting. Stayed tuned as we dive into this project over the next year. Chapter awards recognition to receive new venue and format

12 WE NEED YOU!

13

14 Region / Chapter Project: An ongoing effort to increase support to the chapters

15 Program Vision To provide quality and consistent education at all levels of the association To unify branding at all levels of the association To streamline governance and operational actions for volunteer leaders

16 Project Accomplishments New resources for chapters: Training videos: Essentials of Chapter Governance & Leadership How to Plan Your Chapter s Next Event How to Develop Your Chapter s Educational Programming Increased communication with region teams to help support chapters in a diverse way New tool for managing U.S. federal tax filing

17 What s Next? New items for Training in membership recruitment and retention Enhanced materials in event promotion Increase efficient communication Review of project as whole

18 Build Your Community Keep a prospect list and actively recruit. Host joint events (co-opetition). Focus on retention to keep professional members in the family.

19 To Recap: Role of the board ARMA staffing changes ARMA in the marketplace ARMA competencies review and refresh Changes to chapter awards program Updates to the chapter and region teams Building your community

20 Questions?

21 ARMA International 2015 Region Leadership ARMA HQ and Your Chapter: Resources for Success Heather Lehman

22 What we ll cover Review Association Structure Chapter Operation e-handbook site Functional areas Scavenger Hunt Leadership Academy / Webinars Session of the Month Future Development Plans Who to Contact at HQ

23 Regions & Chapters Chapter is a subsidiary of ARMA International issued a charter to formalize connection 120 Chapters Providing localized educational opportunities and networking on an ongoing basis. 11 Regions (9 North America) Positions Region Director Chapter Advisors: Membership & Marketing, Education & Programming, and Operations & Governance Role Support chapters with governance and administrative issues Ensure communications flow between chapters and HQ Support and reinforce programs and communications from HQ Be a resource to the functional areas of chapter leadership

24 Regions & Chapters ARMA HQ Staff/Board of Directors Region Director Chapter Advisor on Education & Programming Chapter Advisor on Membership & Marketing Chapter Advisor on Operations & Governance Chapter Presidents & VP Chapter Program/Sem inar Officers Chapter Membership Officers Chapter Marketing Officers Chapter Treasurers Chapter Secretaries

25 Chapter Operations e-handbook Updated in real time Chapter operations resources, forms, templates, & samples Leadership Academy Reports

26

27 Functional Area: Operations & Governance E-Handbook Chapter Governance Project Planning Orientation Bylaws Meeting resources

28 Functional Area: Membership & Marketing E-Handbook Member Management & Marketing Resources Membership Management Participation: Expectations vs Reality 100% participation is not realistic - so what is? Recruitment & Retention: Discuss as a board Recruitment campaign and e-handbook resources Benefits of Membership PDF New Member s Contacting Terminating members

29 Functional Area: Education & Programming E-Handbook Education Program Development Program Director job description Programming plan & budget worksheet Seminar budget guidelines Checklists Speaker resources Other program development templates

30 ACTIVITY: E-HANDBOOK SCAVENGER HUNT

31 New Resources New this past year: Chapter Leader Onboarding Web Seminars Essentials of Chapter Governance & Leadership How to Plan Your Chapter s Next Event How to Develop Your Chapter s Educational Programming Coming next year: Membership Recruitment Membership Engagement & Retention

32 Chapter Connections The Chapter Connections is the monthly e- newsletter provided to each chapter officer. Content is focused on the three functional areas, as well as providing updates and announcements from HQ. Archived on E-Handbook at:

33 Leadership Academy New Course How to Communicate More Effectively Effective Coaching for Leaders Strategies for Motivating Your Team Keys to Successful Negotiation and Conflict Resolution How to Improve Your Time-Management Skills

34 Leadership Academy Online Courses Professional Leadership Certificate 5 online courses 1 hour per course Resources are downloadable Test at the completion of all courses - 80% to pass Certificate awarded after successful completion 5.5 ICRM credits pre-approved Login & Password = same as My ARMA login

35 Session of the Month 33 chapters have been using this program over the fiscal year, with 281 topics selected Great way to add value to chapter membership and additional educational offerings. More details found in the Education Program Development Section of the e-handbook site.

36 ARMA Certificate Roadshows Continuing FY one-time use licensing ARMA Int l provides program and facilitator options to Chapters Certificates at varying levels of education Chapter plans event and keeps the profit

37 ARMA Virtual Conference Flipped Learning opportunity Increase retention from 60% to 80% August and September 2015 Most content work done for you as you start your term and plan your programming

38 Connecting with Leaders Social Media (LinkedIn, Facebook) Region Conference Annual Conference You will only get out of the connections what you put into them!

39 Future Development for Chapters Focus in the next year will be on developing training and enhancing materials for chapter leaders in the area of membership recruitment and retention. Enhancing support materials for event promotions.

40 Who to Contact in Member Services Heather Lehman, Manager of Member Services Awards program 990 Form/ US Federal Tax questions Roster and escrow concerns Chapter organizational/operations questions Chapter Operation e-handbook site Programs Chapter Website, Session of the Month, & Grants Beth Eland, Member Services Coordinator Individual member concerns, application and renewal dues payments, and membership data issues for specific individual Contact by Or phone:

41 Thank you!

42 Real-World Leadership Selected Tips and Techniques for Minimizing Drama and Coaching to Success 1

43 Different Slants on Leadership In this session, we: Challenge some accepted leadership practices and attitudes Confirm the value of other long-held beliefs Open up the lines of discussion for your convictions and ideas about leadership 2

44 Lead First, Manage Second Leading consists largely of coaching. Address the person first and the problem later. Circumstances are always changing; the best employees have consistently positive mindsets about change. 3

45 Arguing with Reality What does it get you? 4

46 Reality-Based Thinking Stress comes from the stories we tell ourselves, and these stories rarely mirror the reality. 5

47 Responding to Change When confronted with challenges, people often step down rather than step up. Employees quit their jobs every day but continue to show up and get paid. Leaders usually cannot fix the reality of the circumstances, but they can fix mindsets. 6

48 Activity: Cross Your Arms 7

49 Responding to Change The new software is a great opportunity for you to pick up skills that your peers in the industry already have. The acquisition of Company X will bring our team new ideas and a few new tools to help us maximize our performance. There s a lot to like about our new CEO; I think she ll make some exciting changes to our business strategy. 8

50 Who Can Capitalize on Change? Many resist it, then move to acceptance. Some accept, reluctantly. Some embrace it from the start. A few resist to the very end. 9

51 Fostering Loyalty Loyalty is a term that implies engagement, satisfaction, cooperation, productivity. Avoid sympathy; use empathy to foster loyalty. Judging can kill teamwork, increase drama, expend energy on non-productive things. 10

52 Fostering Loyalty Avoid apologizing for doing their job. Fostered by teamwork. 11

53 Emotionally Inexpensive Accountable Fact-based Open to change Aligned with the organization 12

54 When Ownership is Lacking How are rental cars often treated? 13

55 Activity: Leaders you Admire 14

56 Leaders and Coaching The next several slides will cover the topic of coaching, directly and indirectly. 15

57 Leaders and Coaching 16

58 Coaching Where can coaching be done? What do you need to make coaching effective? Coaching encourages others to shape their own thinking and problem-solving abilities. 17

59 Coaching & Your Lessons Learned Keep anecdotes to a select few. Avoid being cast as the hero. Don t always play the fool. Make a connection to the coaching or learning point. 18

60 Coaching vs. Formal Training Formal training has drawbacks: Trainers often come from outside the organization. External trainers usually don t perform the follow-up. External training sessions can be expensive, time consuming, and disruptive to workplace schedules 19

61 Problem Employees They don t have to be inevitable. They get hired. They get rewarded for their behaviors. They are not coached. They are not terminated. 20

62 Common Causes for Poor Performance 1. Doesn t have a reason to care 2. Doesn t know what the job is 3. Lacks the knowledge or skills 4. Doesn t agree with the program 5. Wants to be rewarded no matter what 6. Has an illness or other personal issue 21

63 Recognition Goes Both Ways Recognize the good and the not so good. Too much positive, unmerited recognition can weaken your credibility and give the employee a sense of entitlement. 22

64 Leadership and Meetings A study among association volunteers found that more time spent in meetings meant less committed volunteer leaders. 23

65 Leadership and Meetings Can the meeting goals be met by sending s or by meeting one-to-one? Many are reluctant to speak candidly The more dominant, confident attendees can disproportionately sway the conversation, thus alienating others. 24

66 Good Meetings Leaders should:? 25

67 Four Key Takeaways 1. Lead first, manage second. 2. Change management should empower, not coddle. 3. Good leaders promote and expect reality-based thinking rather than stories and speculation. 4. Make your meetings count or your team will count the minutes until they re over. 26

68 Thank You 27

69 2015 Leadership Training Conference ARMA International, Inc. Answers Directions: Each of the items listed below are in the Chapter Operations E-Handbook. Find the corresponding web page for each topic listed below. Operations and Governance Board member orientation: Chapter bylaws outline: Seminar budget guidelines worksheet: Information on different committee s: Information on what chapter escrow is, when are funds received, and how to sign up for direct deposit: Tools to assist in strategic planning: Membership and Marketing What are 099 members: When are the chapter rosters ed to chapter leaders each month: Template for a sample welcome new member letter: Marketing plan for your program and sample press release: Chapter supply order form: Building a prospect list: Education and Programing Chapter seminar/event checklist: Seminar budget guidelines worksheet: Session of the month information & instructions: How to write learning objectives: Where to obtain a copy of ARMA s liability insurance: Application for speaker grants: Regions Leadership Conference 1

70 IT S ALL ABOUT PARTNERING Access is the nation s largest privately held records and information management company with a mission entirely focused on your satisfaction: to lead the records and information management industry by providing our clients the very best service. With Access you will find a unique commitment to providing a worldclass records and information management service that couples innovative solutions with unsurpassed customer service. It is an unwavering focus on continually improving our relationship that strengthens our ongoing engagement with every client. Call FileLine for your FREE Consultation and Quote today! We will answer your questions, review your individual requirements and recommend the best ways we can collaborate to improve your access to information while saving you money FileLine InformationProtected.com Records and Information Management Off-Site Media Vault Secure Document Destruction Digital Access Solutions

71 PROTECTING YOUR INFORMATION IS KEY TO THE SUCCESS OF YOUR BUSINESS. DOWNLOAD THE RIM BEST PRACTICES GUIDE AT IRONMOUNTAIN.COM/BESTPRACTICES 2015 Iron Mountain Incorporated. All rights reserved. Iron Mountain and the design of the mountain are registered trademarks of Iron Mountain Incorporated in the U.S. and other countries. All other trademarks and registered trademarks are the property of their respective owners.