2. Operations Training Lesson 3 1 >>

3. Operations Training This Lesson’s Agenda  Module II  Finding Solutions  Communications  Module III  Conducting a Meeting  Case Histories Lesson 3 2 >>

4. Operations Training Awareness of Change The struggle to identify & adapt to change is on-going Squadrons not immune from penalties for ignoring signs When something no longer works - - - - It’s time to identify what has changed & adapt Finding Solutions 3 >>

5. Operations Training Adapting to Change MURPHY’S LAW “Whatever can go wrong will go wrong; at worst possible time” Problem solving skills are required to meet goals in an ever changing world Finding Solutions 4 >>

6. Operations Training Finding Solutions When Results are Below Accepted Norm 1. Identify the problem area 2. Determine unsatisfactory performance level 3. Define a reasonable, desired level 4. Isolate difference between current & desired Finding Solutions 5 >>

7. Operations Training HANDOUT # 9 Problem Solving – 9 Step Process Finding Solutions When Results are Below Accepted Norm 5. Brainstorm possible causes of problem 6. Decide which causes are most critical 7. Identify alternative solutions 8. Evaluate proposed solutions: Estimate contribution to goal achievement, cost & feasibility 9. Make commitment to a plan Finding Solutions 6 >>

8. Operations Training A Sample Problem Have vs. Want The problem:  Low renewal rate of new members Present level:  50% percent non renewal for past 3 years Reasonable desired level:  1% to 2% net growth Finding Solutions 7 >>

9. Operations Training Brainstorming Possible Causes of Problem Lack of educational courses & plans Cliques: no interest in ideas or needs of newer members Newer members not assigned to positions of responsibility Limited on-water squadron activities Meetings too formal and boring No activities for young children of members Are there others? Separate symptoms from causes Finding Solutions 8 >>

10. Operations Training Brainstorming Possible Solutions to Problem Offer all courses annually Cooperative course plan with nearby squadrons Hire professionals to present programs at meetings Develop comprehensive activities program for families It’s all about balance... What other things could you suggest? Finding Solutions 9 >>

11. Operations Training Brainstorming Action Plan Cooperative Educational Program  AG, EC & Seminars with neighbor squadrons  SEO to submit combined-squadron schedule at ExCom meeting Family program of activities  Appoint ad-hoc committee to develop  Committee to submit innovative plan to commander within 60 days With action plan in place - - What’s next? Finding Solutions 10 >> Note - action plan includes Who – What - When

12. Operations Training Team Performance Evaluation How well is my team performing? Are we meeting the goals of plan? If goals are not met, what problems need to be solved? It’s like an audit Finding Solutions Self-Evaluation Ask yourself 11 >>

13. Operations Training HANDOUT # 10 Evaluation Model Evaluation Model 1. List Goals 2. Examine Results 3. Evaluate Progress 4. Identify Weaknesses a. Are goals unrealistic? b. Resources inadequate? c. Personnel failure? 5. Develop Solutions 6. Implement Action Plan 7. Audit Finding Solutions 12 >> 7. Re-audit

14. Operations Training Add your answers to the plan you were asked to develop in 1st lesson Think about what you want to do What you’ve done so far What you need to do for personal growth Whether you aim high and make it, or settle for whatever comes your way It’s up to you Self Performance Evaluation Finding Solutions 13 >>

15. Operations Training Communication In our next topic communication we will discuss form & function including - - - how we convey our thoughts & attitudes through body language 14 >>

16. Operations Training Protocols - Written Dates: day month year - 25 August 2012 Time: 24 hr clock  0500: pronounced ‘oh five hundred’  2100: pronounced ‘twenty one hundred’ Not ‘two thousand one hundred ’ Rank written without periods: Lt Grade written without periods: AP Only proper nouns capitalized: District 25 Other nouns not capitalized: district, squadron, annual meeting, life member, Communication 15 >>

17. Operations Training Electronic Media Websites, SailAngle, E-mail & Social Guidelines Be explicit: state the matter clearly Be tactful Make criticism constructive, specific Be pleasant Use USPS customs for correspondence Courtesy is always in order Be prompt in answering communications Communication 16 >>

18. Operations Training Other Means of Communication What we wear (uniforms/blazers/shirts) identifies us as members Rank, grade, MM insignia signal other members something about ourselves Body language indicates how we relate to other people, our attitude toward them & events Communication 17 >>

19. Operations Training Body Language Basics Important points Match sincerity of words with attitude of body language Our eyes should connect when offering words of welcome Practice active listening – matching action to purpose Communication 18 >>

20. Operations Training Non-Verbal Communication Variation in voice Laughter Facial expressions Body movement Communication 19 >>

21. Operations Training Body Language Communication 20 >>

22. Operations Training Communication The Communication Process Effective communication - received & understood Courtesy is watchword If written – send copies to all concerned  If external - Commander gets copied  Err on the side of too many! Sender Sends The Message Receiver Acknowledges Medium or Channel 21 >>

23. Operations Training Do you mean..? Class Exercise Active Listening is a 2 Stage Process 1.Hearing 2.Understanding Try paraphrasing Communication 22 >> Are you saying...?

24. Operations Training Communication More than one way Alternate routes to understanding Alternate Approaches Learning & Recall A B C D E F 1 2 3 4 5 6 7 23 >>

25. Operations Training 20% of what we Hear 30% of what we See 50% of what we See & Hear How we Remember We remember approximately 70% of what we Say (after learning) 90% of what we Say & Do Communication 24 >>

26. Operations Training Learned, but Soon Forgotten 0 10 20 30 40 100 80 60 40 20 PERCENT of RETENTION DAYS AFTER FIRST EXPOSURE Communication 25 >>

27. Operations Training Repetition aids Retention 100 50 0 1 2 3 4 5 6 SCORE DAY = recall score after 10 min = recall 24 hours later Communication 26 >>

28. Operations Training Class Exercise Many years ago, on a sultry night in Omaha, Nebraska - - - Communication 27 >>

29. Operations Training Communication – 4 stage process Introduce, Present, Summarize, Verify 1.Tell them what you are going to say, 2.Say it, 3.Tell them what you just said, 4.Get them to tell you what they heard. Communication The Rule of 4 28 >>

30. Operations Training Case History Studies Communication 29 >>

31. Operations Training Case History Studies Real situations - Actual cases Names changed - Protection of guilty Who should have done what? What was underlying cause? Who was in charge – Did they know that? Do we have all the facts – Did they? Was it a learning experience? Now what? Communication 30 >>

32. Operations Training Case History Studies Communication Case # M3-12 You are commander of Laughing Waters Squadron During a General Membership Dinner Meeting, senior member Perry Winkle, N, an elected ExCom member, breaks into your agenda... In a sharp tone, he says “….we need to enliven meetings…each like every other…need speakers, movies, programs to stimulate….I’m tired of the same old thing” You pause to gather your thoughts 31 >> Keel hauling - - Not an option !

33. Operations Training Let’s take a 10 min Break Please return when you hear the bell 32 >>

34. Operations Training 33 Conducting a Meeting >> Meetings

35. Operations Training 34 Qualities of a Good Meeting 1. Interesting and Rewarding 2. Has Specific Goals 3. Well Planned Who? What? How? How long? How are members involved? What do members need to know/do >> Meetings

36. Operations Training 35 Meeting Notice & Agenda >> Meetings Meeting Notice Mail well in advance – Check your bylaws  When? (day of week, date, time)  Where? Items of business?  Dress Code?  Call, Email, SailAngle !! Agenda Assign responsibility for each item Individual must be aware of assignment & accept it, willingly

37. Operations Training 36 No Need to Dress up! ExCom, Departmental & Committee meetings are usually conducted informally Meetings. >>

38. Operations Training Structure Improves Performance Meetings Executive Committee (ExCom) & General Membership Conducted according to parliamentary procedure Robert’s Rules of Order Newly Revised Meetings 37 >>

39. Operations Training 38 Why Parliamentary Procedure ? Purpose of Rules of Order: 1.To permit group to accomplish its purpose within a reasonable time 2.To allow reasonable opportunity for all to express their views >> Meetings

40. Operations Training 39 What Rules Do for Us Robert’s Rules of order  Maintain order  Find will of majority  Preserve rights of minority  Facilitate orderly flow of business Meetings >>

41. Operations Training 40 Rule of Law - Bylaws Order of Precedence Bylaws rule the day Order of precedence is: 1. USPS bylaws 2. District bylaws 3. Squadron bylaws Final authority in USPS Chairman, Committee on Rules Final authority in USPS Chairman, Committee on Rules Meetings >>

42. Operations Training General Rules For Attendees Rule 1: Speak only when recognized by chair Rule 2: When recognized, identify yourself Rule 3: When giving a report:  Be prepared, be brief & on point, be on time Rule 4: Make recommendation/motion at the END of your report Meetings 41 >>

43. Operations Training A Motion is a proposal – formally made by a designated ‘voting member’ of that assembly Designated ‘voting’ members’ at squadron board meeting = ExCom members only Voting Members & Motion Makers S Meetings Who has a vote at squadron board meeting? Who are the squadron ExCom members? 42 >>

44. Operations Training 43 Voting Members & Motion Makers >> Squadron ExCom members 6 Bridge officers (Cdr & 5 Dept Heads) ? Members-at-large (minimum is 3) 1 Immediate Past Cdr (optional) In Diablo, ExCom is 10 people 6 Bridge members 3 Members-at-large 1 Past Cdr How many ‘voting members’ (motion makers) are on the ExCom in your squadron? Meetings S

45. Operations Training Other ‘voting members’ at squadron meetings  General Membership = Active, senior, life, GB emeritus, 25 yr & sustaining members of voting age  Elected committee = General committee members only (Auditing, Nominating, Rules)  Appointed committee = Committee chair & members, Dept Head & Cdr Voting Members & Motion Makers S Meetings 44 >>

46. Operations Training At District Designated ‘voting members’ at:  Council meetings = council members Voting Members & Motion Makers D Meetings 45 >> Who are the district Council members?

47. Operations Training District Council members 6 bridge officers (Cdr & 5 Dept Heads) 1 most recent P/D/C 9 squadron commanders 3 general committee chairs (Audit, Nominating, Rules) 19 voting members & motions makers Voting Members & Motion Makers Meetings 46 >> D

48. Operations Training District ‘voting members’ at:  District Conferences  Council members, all other P/D/Cs & squadron delegates  General committee Committee members only (Auditing, Nominating, Rules)  Appointed committee Committee chair & members, Dept Head & D/C Voting Members & Motion Makers Meetings 47 >> D

49. Operations Training 48 Rules of Order Types of Motions dealt with regularly 1. Principal Motions (aka Main Motion) 2. Subsidiary Motion s 3. Incidental Motions >> (order in which often made) (order in which to dispense) 1. 2. 3. Meetings

50. Operations Training 49 Types of Motions Principal Motions – least precedence 1. Main Motions (new business) 2. Take from the table (renew discussion) Not amendable or debatable >> Meetings

51. Operations Training 50 Types of Motions Subsidiary Motions – vote on before Main 3. Order previous question (close debate) Not amendable or debatable Requires two-thirds majority 2/3 4. Refer to comm ittee (more study) 5. Amend (modify motion) 6. To table (delay action) Not amendable or debatable 7. Postpone (delay action) >> Meetings

52. Operations Training 51 Types of Motions Incidental Motions 8. Point of order (assert rights) I nterrupt, no second, not amendable or debatable Chair 9. Appeal decision of chair (assert rights Interrupt, no second, not amendable or debatable 10. Withdrawal of a motion (prevent action) No second, not amendable or debatable >> Meetings

53. Operations Training 52 Processing Motions Process for dealing with motions on floor 1. Motion is made 2. Second is offered 3. Discussion is enlisted 4. Vote is taken 5. Results are announced >> Meetings

54. Operations Training 53 Order of Business Section 10.1 tells us the normal order of business at all meetings shall be as follows: >> Meetings

55. Operations Training 54 >> Conducting a Meeting Plan your agenda to follow Order of Business Meetings

56. Operations Training 55 >> Conducting a Meeting Plan your agenda to follow Order of Business Meetings

57. Operations Training 56 Conducting a Meeting Committee quorum = majority of members ExCom quorum = majority >> How many ExCom members are needed for a quorum of your squadron ? In Diablo, ExCom is 10 people 3 Board members so majority needed for a 1 Past Cdr quorum is 6 people 6 Bridge members 10 ExCom members Meetings

58. Operations Training 57 Conducting a Meeting Full Membership Meeting % of the total Active membership (per Model bylaws - percentage optional 10% is minimum) >> What is the % of members you need, according to your bylaws ? In Diablo - 10% of membership is needed Meetings

59. Operations Training 58 Conducting a Meeting Procedure Voice Show of hands Roll Call Secretary casts 1 Ballot >> Which voting procedure is used in your Squadron ? Meetings

60. Operations Training 59 Conducting a Meeting >> Can Unanimous Consent be used to approve the minutes ? Meetings

61. Operations Training 60 Conducting a Meeting >> In order: Out of order: if on current topic, or if on point, then - - Answer question if not on current topic, or if not on point, or if not on agenda, then - - Delay answer Meetings

62. Operations Training It’s our fault if we don’t speak up and assert our right to a proper meeting We have all attended dull, boring, disorganized meetings. Start late, end late, accomplish little. Meetings >> Asserting Your Rights 61

63. Operations Training 62 Review - Do you know? Questions about the AO’s Department How many Committee Chairs serve on District Committees? Can you name the committees? Meetings >>

64. Operations Training 63 Review - Do you know? A question about the Commander The 5 Department Heads report to the Cdr To whom does the Cdr report? A question about the XO’s Department How many Committee Chairs serve on District Committees? Meetings >>

65. Operations Training Summary Awareness & Adapting to Change Problem Solving * Finding Solutions Brainstorming & Evaluations Communication Mediums & Means  Class Exercises  Rule of 4 Case History Studies AND - - - Lesson 3 - Operations Training Program. 64 >>

66. Operations Training Summary Teaching those that follow  How people forget - remember Robert’s Rules & Types of Motions Order of Business Conducting a Meeting Lesson 3 - Operations Training Program. 65 >>

67. Operations Training Homework 66 Reading assignment Operations Training Module III & IV USPS bylaws Model bylaws for squadrons Your Squadron bylaws >>

68. Operations Training Next Lesson Module III  USPS Protocols Module IV  Using USPS tools  Website  OM & bylaws  SailAngle 67 >>