AALL Leadership Training for Committees and Award Juries

Transcription

1 AALL Leadership Training for Committees and Award Juries Saturday, July 18, 2015 Philadelphia Marriott Grand Ballroom Salon IJ Welcome Keith Ann Stiverson, AALL Vice President Speaker Peggy Hoffman, Mariner Management & Marketing, LLC

2 American Association of Law Libraries Leadership Training for Committees and Award Juries Marriott Grand Ballroom Salon IJ July 18, 2015, 8:30 a.m. 2:30 p.m. Agenda 8:30 a.m. Registration and Continental Breakfast 9:00 a.m. Welcoming Remarks Keith Ann Stiverson, AALL Vice President 9:10 a.m. Leadership Training Session Peggy Hoffman, Mariner Management & Marketing LLC - Facilitator 10:30 a.m. Break Distributed vs. Traditional Teams Understanding what s different and how it effects success Engaging Teams Expectations Instructions and Rules Communications Technology Face Time Roles and Resources Leader vs. Member Partnering with Staff Noon Lunch Marriott Grand Ballroom Salon AB 1:15 p.m. Ingredients for Effective Meetings 2:20 p.m. Closing Remarks 2:30 p.m. Adjourn Leadership Training and Luncheon generously sponsored by LexisNexis.

3 Peggy M. Hoffman Mariner Management & Marketing LLC Bare Sky Lane Columbia, Maryland (phone) (fax) Peggy M. Hoffman, CAE, is president and Mariner s resident expert on communication, marketing and building community. In addition to managing organizations, Peggy has provided training and consultation on leadership development, component relations and strategic planning to more than a dozen national associations and many local groups over the past 30 years. Peggy has spoken, facilitated or managed leadership conferences and strategic planning meetings for more than a dozen organizations and has been a featured presenter on effective association leadership for more than a dozen webinars. She also teaches a series of courses on volunteer management and has presented at numerous American Society of Association Executives (ASAE ) and The Center for Association Leadership conferences. She is co-author of ASAE s Component Relations Handbook, contributor to ASAE s Decision To Volunteer: Why People Give Their Time and How You Can Engage Them, and co-author of the Mission Driven Volunteering white paper. An active volunteer leader, Peggy has been very involved in ASAE and The Center including chairing two national councils. She served on the development team for both the Principles and Advanced Components Relations web-based courses and was involved in ASAE s groundbreaking Decision to Volunteer research project and contributed to the book of the same name published in In addition to a B.A. in communications from The American University, Peggy holds a certificate from the Institute for Organization Management at Notre Dame and has worked in the nonprofit arena for more than 30 years. If Peggy wasn t here, it s very likely she d be out training for her next triathlon.

4 Leading a Distributed Team Ingredients for Success Clear Expectations o What s our charge - Develop the clear mission/vision/charge and communicate constantly o What are our goals o What s our schedule (deadlines and milestones) o What does done look like Successful Leaders Explicit Instructions and Big Rules o Be clear on what has to be done Have a strong kick-off o Have policies and procedures Are accessible o Share team norms Build trust through o Set up a project dashboard reliability Are a role model Commit to Communication Build in fun o Frequency out of sight, out of mind o Listen embrace the white spaces/quiet pauses o Use open-ended questions o Embrace technology I ve got Rhythm o Standard check-in practice o Provide cues to what s important or new o Create standing check-ins Get face-to-face Harness technology a few options to consider To connect Conference Calls: AALL provides a conference call bridge; contact staff liaison Conference Suites: GotoMeeting, Anymeeting, Speek, Zoom Group Chat: Skype, Google Hangout, Skype Setting meetings: Doodle, MeetingWizard To get ideas across Files: AALL My Communities Notes: Evernote, Onenote, Virtual whiteboards like BaiBoard, Twiddla, Vyew Screen-casts and audio: Jing Screen sharing: Anymeeting, FreeScreenSharing, Join.me Peggy Hoffman, CAE, Mariner Management & Marketing LLC phoffman@marinermanagement.com phone: twi

5 AALL Volunteer Leader-Staff Liaison Partnerships Key to a Successful Year! Here is a list of effective practices to ensure a strong volunteer/staff partnership and a successful committee or jury! A PARTNERSHIP Chair Staff Liaison Leads the committee or jury. Guides and supports the committee or jury. Serves as key contact. Serves as resource, institutional memory, access to AALL services. Did you know? Staff liaisons are chosen for their professional expertise in association matters, AALL and the committee or jury work. Many have a long history with AALL! My Communities Have you logged in lately? Use My Communities for all communication and encourage committee members to use it as well. Login and use the Quick Start Users Guide located at Communities/discuss/mycommunities-qsguide.pdf and the My Communities Help section located at You can easily respond to a group message sent from My Communities using your as well post a new message. Using My Communities provides the opportunity to view past documents and share new documents to assure continuity in the work and access to your decision making processes and ideas. Personalize your profile and include a picture. It shows your enthusiasm and engagement as a volunteer leader. Use the keep me logged in for 14 days feature when you login to AALLNET for ease of use. A Few Tips for Chairs Know your charge and let it guide your work and be clear on key deadlines. Lead your committee your role is to guide the committee or jury in its work. Tip: start by getting to know each individual. Chair meetings your role is preparing yourself and your group for the meeting, facilitating the discussion. Tip: prepare and share agendas in advance and include all resources needed. Set a meeting schedule and follow. Tip: set the schedule at the first meeting so it s on everyone s calendar. Connect with the staff liaison after your committee appointment to setup a quick conference call. Use this call to discuss the roles and responsibilities for each of you as well as preferred communication styles/frequency, discuss deadlines, etc. Maintain contact with staff liaison and board liaison to assure you re all on the same page. Tip: set up a reoccurring task to check-in or set a regular check-in call with your staff liaison. Set-up a working calendar to assure all are aware of key tasks and deadlines. Tip: use your AALL My Communities! Be generous in sharing information. Tip: use your AALL My Communities! Tap your AALL staff liaison for information and ideas. Ask questions such as the history of the committee/the committee s work. Get help if there s an issue with a committee member or project. Tip: check in with staff regularly because they have access to resources and information beyond My Communities.

6 A Few Tips from Past Committees Sometimes you re the good cop, sometimes the bad cop, but always working toward the goal. Prepare to be a cheerleader and a traffic manager. You ll need to remind your committee/jury of their progress, what still needs to be done, and what doesn t factor into their charge/work. Ask committee members to alert you when they are unable to attend a meeting or conference call. Maintain a sense of humor!

7 Running Effective Meetings: Tips & Tools The Ingredients of an Effective Meeting Advance Agenda prepared and sent 2-3 days prior Come prepared Focus the agenda and the meeting purpose Start and end on time Sharing not dominating Ground rules (e.g. disagree without being disagreeable; challenge ideas not people) No comment ok, silence and absence not ok Actively use the parking lot to stay on topic No side conversations Action list sent immediately afterwards Spicing up the Agenda Open with icebreakers Add discussion starters Create a compelling agenda. Here are some guiding questions o Do you want a decision? generate ideas? communicate something? making plans? o What absolutely must be covered? o Who needs to attend the meeting for it to be successful? o Is there an optimal order for our topics? What is the secret to great meetings? 2 Rules, 6 Practices 2 Rules to Remember 1 You can be participant or facilitator pick one. 2 Keep your eye on the goal and the clock but know when the compass should rule. 6 Practices to Embrace 1 Be prepared do your homework. Know goal and hot buttons. 2 Articulate the agenda and the goal. 3 Encourage inclusion. Take the time to ask each individual to weigh into the discussion. Allow no comments but avoid silence and absence. 4 Keep discussion moving. Parking lot attendant; Hallway monitor; Counselor. 5 Assure a list of action items is maintained. ASAE s Decision To Volunteer cites top volunteer complaint we didn t accomplish anything. 6 Be objective and open.

8 Want to read more? Meeting Ground Rules Get the Picture captures the rules needed for effective meetings How To Run a Meeting Slide deck from Forbes reinforces the steps Take Five for Planning Effective & Fun Staff Meetings Education World gathered ideas from principals. Consent Agenda a primer on this useful board/meeting tool Hate Long Meetings? Brainwaves for Leaders offers a brain-friendly strategy for meetings which can be adapted even in those longer meetings Icebreaker Ideas Video Ideas for Discussion Starters: Social Media Revolution Weird or Just Different Malcom Gladwell on Spaghetti Sauce (& the nature of choice and happiness) Piano Stairs: We believe that the easiest way to change people's behaviour for the better is by making it fun to do. We call it the fun theory. The Power of Words Peggy Hoffman, CAE, Mariner Management & Marketing LLC phoffman@marinermanagement.com phone: twi