Achieving Success as Secretary Achieving Success as Secretary Club Leadership Training Session

1  Help officers clearly understand their roles.  Orient club members to better understand club officer roles.  Aid members when evaluating current leaders for office.  Facilitate communication when expectations differ. Standards for Success

2 Outside the Club Meeting  Maintain an accurate membership roster.  Give roster to the treasurer to submit with dues.  Mail club officer list to World Headquarters within 10 days after election.  Handle general club correspondence.

3 Outside the Club Meeting  Keep club files, including the club charter, Constitution and Bylaws, minutes, resolutions, and correspondence.  Attend club executive committee meetings.  Attend district-sponsored club officer training.  Arrange for a replacement if unable to attend meetings.  Prepare your successor for office.

4 At the Club Meeting  Record and read meeting minutes.  Greet members and guests.

5 Your Leadership Opportunity  Set realistic and attainable goals.  Plan how to accomplish the goals.  Delegate tasks as needed.  Monitor progress toward goals.  Coach team members when necessary.

6 Your Leadership Opportunity  Understand what motivates each person.  Focus on the benefit to the individual.  Make expectations clear.  Recognize their work.  Be a leader. Motivation

7 Your Leadership Opportunity 1. Decide what to delegate. 2. Decide who will do the task. 3. Assign responsibility. 4. Grant authority. 5. Establish accountability. Five Steps to Delegation

8 Your Leadership Opportunity  Lack of confidence in others  Fear of losing control  Selfishness  Insecurity  Reluctance Barriers to Delegation

9 Your Leadership Opportunity 1.Agree that a problem exists. 2.Discuss solutions. 3.Agree on an action. 4.Follow up. Four Steps to Coaching

10 Coaching a Team Member Group Activity

11 Record Meeting Minutes  Laptop computer  Voice recorder  Whiteboard or flipchart  Paper and pen Tools for Taking Notes

12 Record Meeting Minutes  Use the meeting agenda and the Record of Regular Meeting form.  Adapt the form for executive committee and other meetings.  Create a diagram of where each person is seated during the meeting.  Record key themes of discussions.  Use bullet points.  Ensure that your notes will be clear to everyone.  Double check your facts, proofread, and spell check the minutes. Suggestions for Recording Minutes

13 Recording Meeting Minutes  Transcribe minutes as soon as possible.  Use a consistent format and standard verbiage.  Add long reports or supplemental material to the minutes as an appendix.  Record the date and sign your name.  File minutes chronologically. Transcribing Minutes

14 Discussion Exercises Submitting Forms and When Dues are Due

15 Closing It’s a privilege and responsibility