APICS Leadership Institute

1. APICSLeadership Institute Your First Three Months SW District Meeting - Tucson

2. Why Such a Presentationand Handbook? • APICS offers a wide range of materials and resources to assist the president and the BOD. • Regions enhance the assistance provided the chapter president. • A roadmap to assist the chapter president in meeting the requirements of the office will help the chapter run better and fulfill its vision and mission.

3. This presentation and the handbook are simply pointers for you to use to more effectively manage your chapter and its customers! C Manuals Operations Chapter SOPs Association Questions Plans President and Pres.-Elect’s Handbook “How Do I?” Questions Bylaws District Questions Problem Resolution CMC/CBAR Items

4. Now You’re the President • When did your preparation start? • When you became executive VP or president-elect, or some such title! • You’ve been “in training” for about a year! • Are the first 3 months critical? You bet! • You’ll set the “tone” for your presidency. • You’ll maintain or reestablish the forward and upward momentum of the chapter

5. What Does the President Do? • The primary job of the president is to provide LEADERSHIP for the chapter! • The rest of the job includes planning, directing, mentoring, recruiting, problem solving, networking, coaching, team building, etc, etc ,etc, — But it’s all about LEADING! —

6. What Does the President Do?The Devil Is in the Details • Oversees chapter activities • Manages operations, property, and funds • Presides over meetings • Interprets policy and procedure questions • Coordinates and directs the BOD • Maintains communication links with APICS, the District, Chapter members, and the outside world

7. Your First Three MonthsGetting Started Action Items • Complete and submit your BOD roster to APICS (and to your District) • Verify and update chapter entries in My Chapter and grant access to BOD members • Receive the chapter financial books and records from your predecessor (and do an audit!)

8. Your First Three MonthsPart Deux • Review, update (if necessary), and approve the chapter bylaws • Review, update, approve, and publish the chapter strategic and marketing plans (aligned with CMS/CBAR requirements) • Develop and approve the chapter budget • Fill vacant BOD positions, if required

9. ResourcesAm I in This Alone? There are myriad references available to you and your BOD. • From APICS • President’s Leadership Handbook (#01003) • Chapter Support Materials Catalogue (#82032) • Complete set of “C” Manuals (#01081) - Association Bylaws (#01006) • ABCs of Parliamentary Procedure ((#01072) • Association Web site (Chapter Resources Section)

10. ResourcesThere’s More • From the District • District Staff Members • District POC list • District Web site • District SOP and bylaws, if available • District meeting minutes, if available • District CMS/CBAR review process

11. ResourcesThere’s Still More • From the chapter (this is a partial list) • Chapter bylaws—governs overall operation • Chapter strategic plan—governs day-to-day vision, mission, and operations • Chapter policies/procedures or SOP—“how we do things around here” • BOD job descriptions, if published • Current activities and schedules • Last year’s CMS/CBAR submission • Location of chapter property to include education materials

12. CautionsThings Easily Overlooked • An update from outgoing BOD members • Ensure the BOD titles agree with what’s outlined in the strategic plan and bylaws • Ensure the Web site is updated to show the “new” chapter officers • Ensure an audit of chapter financial records is conducted early in the BOD year • Ensure BOD members understand their duties and responsibilities

13. REMEMBER! An APICS strong suit is the networking opportunities it provides. So use that attribute to your benefit and the benefit of your BOD and Chapter. From the Association—Chapter Relations, Membership,Education, and officers stand ready to help From your District—The District Staff, other chapter presidents and officers, people you meet here andat District meetings or conferences/VLW can eitherhelp or know someone who can help From your Chapter—Past presidents, past BOD members, chapter members with “special” talents

14. The Board of Directors • The BOD is the “action arm” of the Chapter and are your eyes and ears. • What the positions are called is up to the Chapter, but the names should • Reflect what activities must be covered • Conform to what the bylaws call them • Recruiting and keeping BOD members is often a challenge.

15. The Board of Directors (continued) • Use the BOD members—nothing will turn them off faster than feeling “unnecessary”! • Recruiting “new” members will enhance the vitality and “life” of the BOD • The Chapter will profit from vibrant leadership from the BOD and the BOD will be a reflection of the leadership you provide!

16. Meetings • As president, you’re expected to facilitate the meetings it takes to manage chapter operations and provide service and information to your “customers.” • There are three basic meeting types, but the process is fundamentally the same. • Professional development meetings (PDM) • Board of director (BOD) meetings • Planning meetings

17. Meeting Mechanics • Establish the meeting agenda and distribute it in advance of the meeting. • Arrange for the attendees, time, place, and duration of the meeting. • Require attendance by key BOD members at a minimum (need a quorum). • Assure meeting logistics—food (if required), projector, screen, web connection, podium, etc., etc., etc.

18. Meeting Mechanics (continued) • Arrange for minutes to be taken, if required. • In sufficient detail that decisions made and actions assigned are captured • Distribute minutes within one week of the meeting—request input from participants • Enforce parliamentary procedures to reduce confusion and assure a fair hearing

19. Meeting Mechanics (continued) • Start and end the meeting on time—manage the agenda • PDM minutes can be included in BOD minutes (how many attended, BOD attendees, general meeting synopsis) • BOD meetings should be status reporting and decision meetings—working sessions should be held separately

20. Meeting Mechanics (continued) • Strategic planning meeting(s) • May take more than one meeting • Are typically longer than other chapter meetings—take the time necessary! • May require an outside facilitator to keep everyone on task and the process “moving” • Transition meeting—if an extended BOD meeting is required to move the chapter from one BOD to the next; take the time required and document the results well

21. A Seamless Transition • Your goal should be to make the move from the past regime to yours appear as seamless as possible to the chapter and its customers. • This does not imply that you and your BOD will not put your own “leadership stamp” on the chapter. • If it’s appropriate, use the past president as a sounding board and keeper of institutional wisdom of what has gone before. • Beware of the “we tried that before in 1927 and it didn’t work” advice from the chapter oracle—the goal is service to your customers.

22. A Seamless Transition (continued) • Membership activities are on-going—review the policies and continue what works; don’t forget to change the signature block on letters to new and renewing members. • Education activities have probably been scheduled—review the schedule and determine what changes should be made, if any, and when.

23. A Seamless Transition (continued) • PDMs have probably been scheduled and speaker arrangements made—review status and ensure that no action items go undone. • CMS/CBAR—Review the prior year’s submission and become familiar with the new requirements, particularly the chapter standards now in place.

24. The DistrictA Word from Our Sponsor The District: • Acts as a conduit between the chapter and the association—communication • Evaluates chapter management and aids distressed chapters • Helps promote membership growth and retention • Promotes academic liaison activities

25. A Few Parting Thoughts • We’ve come full circle and we’re only through the first 3 months; BUT you and your Chapter are on the road to excellence. • As soon as you can, download and print your very own copy of the Chapter Leadership Handbook—and make it one of your key references!

26. Meet the Tates! You know them—they pervade every organization! Dick Tate wants to run everything; Ro Tate tries to change everything; and Agi Tate stirs up trouble whenever possible, assisted by Irri Tate. When new ideas are suggested, Hesi Tate and Vegi Tate pour cold water on them. Imi Tate tries to mimic everyone else. Devas Tate loves to disrupt and Poten Tate wants to be the big shot. But it’s Facili Tate, Cogi Tate, and Medi Tate who save the day and get everyone pulling together!

27. Remember You are NOT alone—there is an army of folks standing ready to assist you, who have a real interest in the success of YOU, YOUR BOD and YOUR chapter!

28. “Leadership is the art of accomplishing more than the science of management says is possible.” Colin Powell Gen USA (Ret)

29. Questions? Discussion! There is someone in this room who can help us all find the answers! (or at least knows who to ask!)

30. APICSLeadership Institute Your First Three Months SW District Meeting - Tucson