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

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

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

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

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

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

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

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

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

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

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

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

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

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

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