2015 Leadership Training Conference ARMA International, Inc. Southeast and Southwest Regions

Transcription

1 2015 Leadership Training Conference ARMA International, Inc. Southeast and Southwest Regions Day 1 8:30-9:00 am Welcome & Introductions; Led by Mary Beth Hames & Tim O Toole 9:00 10:15 am Real-World Leadership: Selected Tips and Techniques for Minimizing Drama and Maximizing Success (Session 1 of 2) 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. 10:15-10:30 am - Break 10:30 11:30 am ARMA HQ Changes and Resources; Presented by Heather Lehman and Region Chapter Advisors Review chapter awards changes. Review region structure implemented last year and what it means to chapters. 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. 11:30-1:00 pm Lunch; Sponsored by Robert Half Legal Consulting Solutions 1-2:30 pm Breakout: sharing ideas by functional role; Facilitated by Chapter Advisors and Heather Lehman 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. 2:30-3 pm Networking Break 3-4:30 pm Break out into separate Regions. 4:30-5:00 pm Adjourn Freshen up for dinner Day 2 5:15 pm Meet in lobby of hotel. Dinner will be at Medieval Times, we will walk over to venue together. 8:30-9:00 am Opening comments and recap of Day 1; Facilitated by Heather Lehman 9:00 10:00 am ARMA Board of Directors Presentation; Presented by Peter Kurilecz and Margaret Hermesmeyer 10:00-10:30 am ARMA International Educational Foundation presentation; Presented by Michael Smith 10:30-10:45 am Break 10:45 11:45- Real-World Leadership: Selected Tips and Techniques for Minimizing Drama and Maximizing Success (Session 2 of 2) Presented by Heather Lehman 11:45 -noon Wrap up Final Comments; Facilitated by Mary Beth Hames and Tim O Toole 2015 Southeast and Southwest Regions Leadership Conference 1

2 2015 Leadership Training Conference ARMA International, Inc. Southeast and Southwest Regions Presenters and Staff of Region Leadership Conference Region Leadership: Mary Beth Hames Tom Forsyth, CRM Emily Martin, M.L.I.S. Kevin Waldrup, CRM Nick Oudie Tim O Toole Randy Aust, CRM Michelle Kirk, IGP, CRM Susan Whitmire, CRM, FAI Peter Kurilecz, IGP,CRM,CA Margaret E Hermesmeyer, IGP,CRM Heather Lehman, CAE Role: Southwest Region Director Southwest Chapter Advisor; Membership & Marketing Southwest Chapter Advisor; Operations & Governance Southwest Chapter Advisor; Education & Programming Southwest Region Treasurer Southeast Region Director Southeast Chapter Advisor; Membership & Marketing Southeast Chapter Advisor; Operations & Governance Southeast Region Treasurer ARMA Board of Directors; President ARMA Board of Directors; Director Manager of Member Services; HQ Representative Thank you to our generous sponsors: Robert Half Legal Consulting Solutions GRM Document Management To access the electronic materials for this conference, please visit the conference webpage at: Southeast and Southwest Regions Leadership Conference 2

3 Real-World Leadership Selected Tips and Techniques for Minimizing Drama and Maximizing Success 1

4 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

5 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

6 Efficiency Efficiency is measurable. Standardized processes are the key to efficiency. Upon failure, the first impulse is to blame the process. 4

7 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. 5

8 Loyalty Sympathetic leaders often apologize for doing their job. Loyalty is fostered by teamwork. 6

9 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. 7

10 Activity: Cross Your Arms 8

11 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. 9

12 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. 10

13 Determining Employee Value Current performance plus future performance minus the emotional expense multiplied by three 11

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

15 The Accountable Employee Commitment Resilience Ownership Continuous learning 13

16 When Ownership is Lacking How are rental cars often treated? 14

17 Reality-Based Thinking Stress comes from the stories we tell ourselves, and these stories rarely mirror the reality. 15

18 Activity: Leaders you Admire 16

19 Leaders and Coaching The next several slides will cover the topic of coaching, directly and indirectly. 17

20 Leaders and Coaching 18

21 Coaching We can all be coaches within the workplace and at certain times in our everyday lives. Coaching is ineffective if it lacks accountability. Thus, it usually requires a measurement or some way to demonstrate improvement or learning. Coaching encourages others to shape their own thinking and problem-solving abilities. 19

22 Coaching The phrase coaching session doesn t always fit. Most coaching is ongoing, integrated, informal, spontaneous. 20

23 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. 21

24 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 22

25 Coaching vs. Formal Training Coaching is integrated into a leader s everyday activities: It takes place organically, on the job. Just-in-time training is invaluable. Leaders know their teams best. 23

26 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. 24

27 Common Causes for Poor Performance Doesn t have a reason to care Doesn t know what the job is Lacks the knowledge or skills Doesn t agree with the program Wants to be rewarded no matter what Has an illness or other personal issue 25

28 Why Volunteers Struggle Assumptions that are probably wrong: They already know what the organization stands for and represents. They already understand their role. They already know where to get needed information. They get plenty of feedback. 26

29 Leading Volunteers to Improve Listen actively Mentor Encourage public dialogue Evaluate and reflect. 27

30 Close the Open-Door Policy? No, but censor it. 28

31 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. 29

32 There are Stupid Questions Why does everything keep changing? How come these new policies stink? 30

33 Leadership and Meetings A study among association volunteers found that more time spent in meetings meant less committed volunteer leaders. 31

34 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. 32

35 Good Meetings Leaders should:? 33

36 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. 34

37 Thank You 35

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

39 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

40 Regions & Chapters Chapter is a subsidiary of ARMA International issued a charter to formalize connection 120 Chapters, 14 in Canada 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

41 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

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

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

45 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

46 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

47 ACTIVITY: E-HANDBOOK SCAVENGER HUNT

48 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

49 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:

50 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

51 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

52 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.

53 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

54 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

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

56 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.

57 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:

58 Thank you!

59 2015 Leadership Training Conference ARMA International, Inc. Southeast and Southwest Regions 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: Southeast and Southwest Regions Leadership Conference 1

60 Board of Directors Region Presentation 2015

61 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

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

63 ARMA in the Marketplace We are the authority in records and information management and a leader in information governance. In 2015, ARMA is taking a strategic look at our mission, vision, and purpose statements. The RIM career pathway

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

65 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

66 WE NEED YOU!

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

69 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

70 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

71 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

72 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.

73 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

74 Questions?

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