Improving the world through engineeringwww.imeche.orgImproving the world through engineering 1 VOLUNTEER AMBASSADOR CONFERENCE 2011 ROLE OF THE CHAIR

Improving the world through engineeringwww.imeche.orgImproving the world through engineering 2 WHAT DO YOU WANT TO ACHIEVE FROM THIS SESSION ?

Improving the world through engineeringwww.imeche.orgImproving the world through engineering 3 WHAT DO WE WANT TO ACHIEVE? What are the Attributes/ Characteristics ? What are your Responsibilities What are the best ways to Chair Meetings Is there a Role Description I need to follow ? What tools and resources are available?

Improving the world through engineeringwww.imeche.orgImproving the world through engineering 4 ATTRIBUTES OF A CHAIR

Improving the world through engineeringwww.imeche.orgImproving the world through engineering 5 Attributes  Thick skinned  An Ambassador  Enthusiasm and drive  Have vision  Be Fair and impartial  Show interest  Be tactful and sensitive  Be approachable  Make members feel valued  Know when to stand down  Allow others to take responsibility

Improving the world through engineeringwww.imeche.orgImproving the world through engineering 6 RESPONSIBILITIES OF A CHAIR

Improving the world through engineeringwww.imeche.orgImproving the world through engineering 7 Responsibilities  Chair committee meetings  Committee recruitment, succession planning (diversity)  Business plan / Strategy/ Budget  Delegation  Guide committee and encourage participation in new activities  Feedback to HQ  Host events  Represent your area of responsibility  Make new members feel welcome

Improving the world through engineeringwww.imeche.orgImproving the world through engineering 8 Responsibilities Provide local support and services for your members: - Know your market (members, schools, volunteers) -Develop activities/ services that support them

Improving the world through engineeringwww.imeche.orgImproving the world through engineering 9 Role Description for an IMechE Chair Aim: To represent and lead the group/committee, ensuring that the aims and objectives of the Institution are achieved and to support the needs of the local membership and engineering community. Key Duties:  Prepare and execute the Business Plan within the area  Be the representative to HQ  Be an ambassador for the group  Chair the group Committee  Attend, where feasible, other local meetings/events (Regional Committees, Area Committees, Divisional Centres, STEM mtgs or YM Panels)  Support other local chairmen  Ensure that good communication and best practice is achieved within the local group  Have the second or casting vote when needed  Encourage active involvement of all committee members  Ensure there is an active officer succession plan in place Level of Membership for a Chairman.

Improving the world through engineeringwww.imeche.orgImproving the world through engineering 10 CHAIRING MEETINGS: GETTING THE MOST OUT OF YOUR MEETINGS

Improving the world through engineeringwww.imeche.orgImproving the world through engineering 11 Tips for chairing meetings 1. Plan and prepare for your meeting. Know the objective of the meeting and what needs to be achieved. Prepare the agenda. 2. Have a pre-meeting with the minute taker to discuss agenda items. 3. Think about who will be at the meeting and what they may contribute or ask. 4. Start on time and manage the time throughout the meeting. Introduce the meeting, its purpose and objectives. Approve and sign the previous minutes. 5. Introduce each item, its objective and how it will be managed.

Improving the world through engineeringwww.imeche.orgImproving the world through engineering 12 Tips for chairing meetings 6. Stimulate discussion by asking who wishes to contribute and take each person in turn. 7. Ensure that decisions are reached. Agree action points making sure that a person or people are nominated to implement it and that there is a deadline for this implementation. 8. Summarise after each item so everyone is clear about what happened. This will also help the minute taker to check what has been recorded. 9. Guide the meeting rather than impose your own opinions. 10. Close the meeting remembering to thank everyone for their contributions.

Improving the world through engineeringwww.imeche.orgImproving the world through engineering 13 Support and Tools Policies and Procedures Member Data A point of contact at HQ Training / Guidance Role Descriptions Information

Improving the world through engineeringwww.imeche.orgImproving the world through engineering 14 Joanna Fox Head of Engineering Operations