How Are You Managing Your Committees?

1. How Are You Managing Your Committees? Are your Committees Contributing to the Success of the Agrability Program?

2. Objectives of Workshop • Why have committees • ID types of committees • Selecting the right people • Planning and execution • Accountability

3. Why Have a Committee? • “A committee is a group of people trying to accomplish something (the purpose) that cannot be better accomplished otherwise”

4. “Creating committees does NOT necessarily make an organization more efficient” FACT # 1

5. Types of Committees • Steering Committee – oversees long-term planning, direction and execution of project objectives • Advisory Committee – serves more of a mentorship role; can provide valuable guidance and support • Fundraising • Conference planning • Other

6. The Word “Committee” Should Have a Positive Connotation • Clear goals • Good investment of time • Outstanding leadership • Open agendas • Goal oriented • Motivated • Timely follow-through • Consistent commitment • Accountability

7. Selection of Committee Members • Has interest in the purpose of the committee • Has knowledge and skills as needed by committee • People who are compatible and work well together • Those who will become more committed and involved in the organization

8. Guidelines on How the Committee Will Function and Provisions for Change • How will meetings be run • What will be the decision-making process • Will members work as a group or as individuals • How to ensure that members fully participate and discuss the issues • How will differences be solved • How will assignments be made • What will be the process for follow-up on obligations • How will changes be made if the committee is not producing, ie evaluation process • Other

9. Definition of Best Practice • A proven methodology or technique to most reliably get to the desired result.

10. Best Practices for Committees • No fixed recipe for implementing • A collection of time proven techniques and methods that work • Implement BP one by one • Monitor your progress as you implement BP

11. Generating Participation in Committees • Ensure members understand their role • Ensure that members understand how the committee contributes to the mission • Select members with vested interest in the mission • Have ground rules that support participation and attendance • Let go of “dead wood” • Conduct yearly committee evaluations • Attempt to provide individual assignments • Develop attendance policy • Generate minutes for each meeting • Rotate in new members every year

12. Committees Work Efficiently and Effectively When • The purpose is clear to all members • Time commitments are recognized • There is good communications among members • Deadlines are set when you assign tasks • Minutes are clear and concise • Annual committee evaluations are made • Members are recognized and appreciated • The committee’s work is recognized as making a valuable contribution to the organization or program

13. Key to Effective Committees • Optimal size if 5 to 7 members • Members should be receptive to new ideas and other people’s opinions • Members understand their task and are able to focus on it creatively • Seating arrangements are important • Hold meetings in a central location • Notify members of time and place well in advance • When you assign tasks, set deadlines • Close committee meetings by summarizing major points and assignments deadlines • Distribute minutes within 10 days of the meeting • Recognition can go a long way in encouraging member loyalty and commitment

14. Effective Committees (continued) • Consists of carefully selected members who are interested, qualified, and compatible • Has a sense of priorities and timing • Is periodically infused with new members • Regularly evaluates its activities against its statement of purpose

15. Useful References • Humphries, Susan. Effective Committees. Ontario Ministry of Agriculture and Food, 1989 • Business Associations for the 21st Century, Larry S. Milner, CAE, Editior, 1999, p. 20.