Operational Professionalism

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Operational Professionalism

• NAAUC Professional Development Seminar

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What is Operational Professionalism?

• Strategies and procedures that make student
  clubs more professional.

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Why do you need OP?

• We face a number of student club specific
  challenges.
• Most of these challenges arise because
• We are voluntary organisations
• Our organisations are para-professional
• We run on a year to year basis

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These 3 factors can lead to a challenging
environment for your committee because

• Voluntary no traditional accountability
• There is no impending review / employer based
  assessment many individuals are apathetic, wont
  perform
• Lack of review means people accept that poor
  performance
• Para-professional
• Student clubs try to emulate professional
  organisations if only in that they charge a
  membership fee. As a result, students who have
  paid may expect a high standard of service
• With many tasks to be completed, an absence of
  clear role descriptions leads to committee
  members stepping on each others toes
• Run on year-to-year basis
• By the time people know what they are doing, they
  leave college. Their knowledge is lost
• The same mistakes are made.

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• These problems can be combated by OP.
• Through
• Written strategies
• Action Strategies
• Addressing Committee Dynamics

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Why OP helps

• Strategies and procedures
• Provides continuity of knowledge between
  committees
• Provides an ongoing framework and direction that
  can be built upon by your successors
• Gives committee members a sense of purpose and
  direction which can be fostered throughout the
  college

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Written Strategies

• Student Club Constitution
• Position Descriptions
• Statement of Purpose
• Strategic Plans
• - Goal Setting
• Flowcharts
• Committee Planners
• Calender for events/goals to be achieved
• Financial Statements
• Minutes

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Strategic Planning
Strategic Planning is about articulating your
vision You should determine where you want to be
at the end of your term and then set goals to
reach this end point. You should identify what
you value in your college experience and evaluate
past committees ask what worked, what didnt?
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Example Strategic Plan
Example of purpose to create a friendly and
inclusive environment Goal that there is no
bullying in O-Week Action make your
expectations exceptionally clear from the
beginning via a plenary.
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Strategic Plan - Goal Setting

• Goals should be

Specific Measurable Achievable Relevant
Timed
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Putting into effect the three Ps

• Planning
• Identify Key Outcomes
• Preparation
• Time lines and delegation
• Performance
• Being conscious of your personal touches
• E.g. committee members learning every
  first-years name before they arrive.

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Action Strategies

• Training camps / team-building activities
• Planning meetings
• Formal changeover procedures
• Record Keeping
• Committee visibility
• - E.g. Notice boards/websites
• Evaluations review meetings

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Reference files keepingrecords

• Its important to keep records if new
  committees have to relearn what the past
  committee already knows, this wastes time they
  could be using to improve the college.
• So get records off old committee if possible if
  they havent got any start new records make
  it like an instruction manual.
• What should you record?
• College Events event plans, contacts, event
  assessment
• Minutes from committee and student club meetings
• Financial Records see payment request form
• Merchandise
• Resident details demographic, personal
  information sheets (eg. Birthdays, Religious
  inclination, country of origin)

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Running an effective meeting...

• Before the meeting Agenda and Notice
• Distinct start to the meeting Formality
• During the meeting
• CONTENT
• PROCESS
• RESOLUTION (vote)
• ACTION (who, by when?)
• Bringing closure Distribute list of Resolutions
  and Actions

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Minute Taking

• Important that you accurately record decisions
  and issues that were raised/discussed.
• Note constitutionally requirements for giving
  notice before meetings.
• Format of minutes
• Quorum
• Motions, nominations seconder
• Outline a motion then vote
• In camera minutes for sensitive topics
• Finances update
• General Business
• Minutes should be typed ASAP after a meeting has
  concluded and sent out to committee
  members/posted on a notice board.

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Decision Making

• Identify and define the problem
• Analyse the problem
• Define desired outcomes
• Identify alternatives
• Evaluate alternatives and decide
• - vote
• Act on your decision united
• Follow up and evaluate your decision

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Accountability
NOT ?
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So create ways for your student club to see how
much work your committee is doing increase
visibility

• Examples
• Committee Notice board
• Reflects the committee and its purpose
• Post
• Urgent Notices
• Photos
• Weekly Minutes / AGM Minutes
• Quarterly financial reports
• Important official correspondence
• Term Calender
• Upcoming events
• Committee Room
• Suggestion Box

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Committee Dynamics

• To operate professionally individuals within
  committees need to be aware of their attitude
• Be prepared
• Be logical and impartial
• Be opinionated but not abrasive
• Watch your body-language
• FIRE UP!
• Focus on the present, but always have your goal
  in mind
• Be conscious of yourself.

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• Part of being conscious of your performance is
  identifying the ideal.
• Which previous committee members did you look up
  to?
• What qualities did they have which made them
  effective leaders?

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Working as a team

• You are all different people with different
  qualities to bring to the table
• Identify individual strengths as well as
  weaknesses
• Delegate tasks according to strengths and
  specialties and dont tread on each others toes
• See O-Week as an opportunity to improve your
  skills on the Committee

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Delegation

• If you expect people to develop, you have to
  give them responsibility, you have to tell them
  what their objectives are and you have to let
  them do it.
• - David M Rodman

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Delegation

• Why delegate?
• President should focus on highest priorities -
  usually big picture issues
• Optimise the full potential of your committee
• Prerequisites for effective delegation
• Willingness to trust people and accept risks
  involved
• Willingness to relinquish some power and control
• Recognise that part of the Presidents job is to
  develop the competence and commitment of other
  students

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• Part of being conscious of your performance is
  identifying the ideal.
• Which previous committee members did you look up
  to?
• What qualities did they have which made them
  effective leaders?

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Understanding your Group Dynamic

• Understanding Your Groups Dynamic
• The Hot Seat is a good way to get to know the
  way your fellow committee members operate.
• The Individual Reflects
• Let the others on your committee know
• Your strengths what you are going to do well
  within your position
• Your weaknesses what you are worried about
  being on the committee/in the position
• The Committee Responds
• What do you admire what have you seen them do
  well?
• Suggest solutions to their weaknesses is it a
  wrong perception? Can somebody else who has a
  strength in that area help out?

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Stress Management

• Poor stress management impairs
• Communication Style
• Clarity of Perception
• Ability to make Decisions
• Ability to resolve Problems
• Be Aware of Stress
• Know when stress is affecting you
• Recognize that stress may be affecting the
  performance of your committee members dont add
  to it
• Have a plan for dealing with stress

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Change Over Process

• Timing
• Location
• Participants
• Equipment
• The Process

• Get the previous committee involved to share
  tips, and highlight mistakes that shouldnt be
  repeated
• Create Change Over materials to be passed to new
  committees a handbook/manual for your committee
  and specifically for each position
• Involve College Heads and relevant University
  Officials

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How does it all fit together?

• Committee develops an organisational Strategy
  (plan setting out required resources, people,
  timing and evaluation methods)
• This strategy/plan is achieved via
• Strategic Plan setting out Goals, Actions, Key
  Performance Indicators
• How are those goals achieved successfully?
• By operating professionally!