Model 1: Communication via Assistant Governors

1
Model 1 Communication via Assistant Governors

• Governor

Assistant Governor
DistrictCommittees
Clubs
Most district communication flows through a
clubs assistant governor
Opening Plenary A
2
Model 2 Direct Communication with Clubs

• Governor

DistrictCommittees
Assistant Governor
Club
Be sure to copy other district leaders on
correspondence to clubs, as appropriate.
Opening Plenary B
3
Model 3 Develop a Communication Structure
Appropriate for the District
Consider the following n Frequency of
communication n Content of communication n
Methods of communication n Determine who will
contact club leaders with respect to
specific topics

• Governor

DistrictCommittees
?
Assistant Governor
Club
Opening Plenary C
4
Rotary Leaders

• District Leaders
• n District governor
• n District governor-elect
• n District committees
• n Past district governors
• n Assistant governors
• Club Leaders
• n Club presidents
• n Club secretaries
• n Club committee chairpersons

Assistant Governor Workshop Session 1 1-A
5
Assistant Governor ResponsibilitiesDistrict
Level

• n Develop district goals.
• n Advise governor-elect on district committee
  selections.
• n Represent governor at club assemblies related
  to the Official Visit.
• n Schedule and plan for the governors visit to
  your clubs.
• n Provide updates on club strengths and
  weaknesses.

Assistant Governor Workshop Session 1 1-B
6
Assistant Governor ResponsibilitiesClub Level

• n Assist presidents-elect in formulating
  effective club goals.
• n Monitor clubs performance in respect to
  service.
• n Develop club leaders for service at the
  district level.
• n Hold regular meetings with club presidents
  and secretaries to discuss strategies to meet
  club goals.
• n Identify clubs in need of special attention.
• n Recognize outstanding projects and Rotarians.

Assistant Governor Workshop Session 1 1-C
7
Effective Goals Are

• n Achievable
• n Challenging
• n Shared
• n Measurable

Assistant Governor Workshop Session 1 1-D
8
The Four Elements of Effective Clubs
Effective Clubsare able to
DevelopClubLeaders forBeyondClub Level
ImplementSuccessfulServiceProjects

• Sustain and Grow Membership

SupportThe RotaryFoundation
Efficient Club Administration
Assistant Governor Workshop Session 1 1-E
9
The District A Definition

• A district shall exist solely to help the
  individual Rotary club advance the Object of
  Rotary.
• Manual of Procedure

Assistant Governor Workshop Session 1 1-F
10
Planning Guide for Effective Rotary Clubs Key
Information

• n Facilitates club and district interaction at
  district training meetings
• n Utilized at PETS and the district assembly
• n Helps clubs establish goals for the year
• n Suggests strategies to attain goals
• n Submitted to the district governor or
  assistant governor by 1 July
• n Enables leaders to track club progress

Assistant Governor Workshop Session 2 2-A
11
Challenges and SolutionsA Sample
Challenges
Possible Solutions

• n Encourage club leaders to attend training
  meetings help them set realistic goals for
  the year
• n Aid club leaders to develop interesting club
  programs and meaningful service projects

n Inexperienced club leadership n Inactive
membership

Assistant Governor Workshop Session 2 2-B
12
Memo of Club Visit Key information
n An official record of a clubs progress for the
year n Measures a clubs effectiveness n With the
Planning Guide for Effective Rotary Clubs, it
tracks progress towards club goals n Helps the
assistant governor identify ways to best support
each club n Encourages clubs to make practical
changes to the strategies devised to achieve club
goals n Final version due to the district
governor by 15 May
Assistant Governor Workshop Session 2 2-C
13
Minimum Standards for Clubs

• n Paying dues
• n Meeting regularly
• n Subscribing to THE ROTARIAN or
  approved regional magazine
• n Implementing service projects that address
  local and/or international community needs
• n Receiving the visit of the governor,
  assistant governor, or other officer of Rotary
  International
• n Maintaining appropriate liability insurance,
  or paying for liability insurance with the
  semiannual report (USA only)

Assistant Governor Workshop Session 2 2-D
14
Club Visits versus Official Visits

• During club visits, the assistant governor
• n assesses clubs progress toward its goals
• n evaluates the effectiveness of a clubs
  various strategies
• n suggests solutions to various issues
  challenging the club
• n utilizes the Memo of Club Visit

During an Official Visit, the governor n
motivates club members to participate in
club activities and service projects n focuses
attention on important Rotary issues n pays
special attention to weak and struggling clubs n
recognizes outstanding club projects and the
work of individual Rotarians
Assistant Governor Workshop Session 2 2-E
15
District-level Resources

• n District governor
• n Other assistant governors
• n District committees
• n District trainer
• n Past district leaders

Collaborate whenever possible.
Assistant Governor Workshop Session 3 3-A
16
Club-level Resources

• n Club committees
• n Club members
• n Leaders and members of other clubs
• n Spouses and family members of club members
• n Past club leaders
• n Community resources

Encourage clubs to draw on their own strengths
and experience.
Assistant Governor Workshop Session 3 3-B
17
RI Resources

• n Official Directory
• n RI Catalog
• n Manual of Procedure
• n THE ROTARIAN or regional Rotary Magazine
• n Rotary World
• n Rotary News Basket
• n Rotarys Web site at www.rotary.org

Assistant Governor Workshop Session 3 3-C
18
District Committees

• n Work closely with club leaders
• n Serve specific functions
• n Carry out the goals of the district
• n Work with RI and Foundation committees and
  task forces
• n Have unique roles and responsibilities

District Committee Workshop Session 1 1-A
19
Key Relationships

• District Leaders
• n District governor
• n District governor-elect
• n Assistant governors
• n Other district committees
• n Past District governors
• Club Leaders
• n Club presidents
• n Club secretaries
• n Club committee chairpersons

District Committee Workshop Session 1 1-B
20
District CommitteesWorking with Clubs

• n Monitor club progress offer support as
  appropriate
• n Encourage support of district goals
• n Educate clubs about available resources
• n Identify and recognize outstanding
  clubs and individuals

District Committee Workshop Session 1 1-C
21
The Four Elements of Effective Clubs
Effective Clubsare able to
DevelopClubLeaders forBeyondClub Level
ImplementSuccessfulServiceProjects
Sustain and Grow Membership
SupportThe RotaryFoundation
Efficient Club Administration
District Committee Workshop Session 1 1-D
22
The District A Definition
A district shall exist solely to help the
individual Rotary club advance the Object of
Rotary. Manual of Procedure
District Committee Workshop Session 1 1-E
23
Points of Communication
n Devise strategies that help clubs meet
their goals. n While focusing on your area of
concern, take advantage of potential
interactions among district committees. n
Establish a clear communication protocol with
club and district leaders.
District Committee Workshop Session 2 2-A
24
Working with Clubs
n Know the clubs. n Be proactive. n Share success
stories. n Be an expert know of available
resources. n Develop a key committee message.
District Committee Workshop Session 2 2-B
25
Communicating to Clubs
1
DistrictGovernor
District Committees
1. Seek approval for message from the
district governor. 2. Obtain permission from
the club president to deliver message to
club. 3. Work directly with club committees
and other club leaders to develop
effective club strategies.
2
Club President
3
Club Committees
District Committee Workshop Session 2 2-C
26
Assistant Governors RoleCommunication
DistrictGovernor
District Committees
What is the Assistant Governors role in this
process?
Club President
Club Committees
District Committee Workshop Session 2 2-D
27
Elements of a Key Message
n Provides concrete examples of clubs in
action. n Promotes committee goals and
strategies to achieve them. n Highlights
links between clubs and your committee. n
Discusses project outcomes and successes.
District Committee Workshop Session 2 2-E
28
The Flow of Information
RI Committees and Task Forces
RI and TRF Resources
District Leadership
(District Governor,Governor-elect, Assistant
Governors)
District Committees
Clubs
District Committee Workshop Session 3 3-A
29
District-level Resources
n District Governor n Assistant Governors n Other
District Committees Collaborate whenever
possible n District Trainer n Past District
Leaders n The District Directory Make sure it
is up-to-date
District Committee Workshop Session 3 3-B
30
Club-level Resources
n Club committees n Club members n Leaders and
members of other clubs n Spouses and family
members of club members n Past club leaders n
Community resources
Encourage clubs to draw on their own strengths
and experience.
District Committee Workshop Session 3 3-C
31
Rotary Resource Challenge
n Review the publications and materials
distributed. n Select items and excerpts from
the materials that your committee can use
to help clubs. n Think of ways in which these
items and excerpts can be used most
effectively. n Share your ideas with the group.
District Committee Workshop Session 3 3-D
32
The Four Elements of Effective Clubs
Effective Clubsare able to
DevelopClubLeaders forBeyondClub Level
ImplementSuccessfulServiceProjects
Sustain and Grow Membership
SupportThe RotaryFoundation
Efficient Club Administration
Workshop Session 4 Problem Solving 4-A
33
District ProfileEnsuring Continuity
n Available August 2002 n Includes the following
data for the preceding Rotary year
Summary of Memos of Club Visit Membership
data Foundation contributions data
List of clubs not meeting new Minimum
Standards criteria
Workshop Session 4 Problem Solving 4-B
34
Minimum Standards for Rotary Clubs
A Rotary club meets minimum standards if n Dues
are fully paid. n It meets regularly. n Members
subscribe to THE ROTARIAN or other approved
regional magazine. n It is involved in service
projects. n It accepts the visit of the assistant
governor, district governor, or any other
officer of RI. n It maintains general liability
insurance.
Workshop Session 4 Problem Solving 4-C
35
Characteristics of an Effective Goal
A goal should be n Achievable n Challenging n
Shared n Measurable
Closing Plenary A
36
Strategies for Achieving Goals
n Develop action steps n Delegate
responsibility n Establish a timeline n Determine
criteria for measuring progress n Utilize
tools and resources n Evaluate progress learn
from experience
Closing PlenaryB