Singing from the Same Sheet of Music: G roup Dynamics, Really Working Together, and

1. 2013 Annual AWAG Conference Singing from the Same Sheet of Music: Group Dynamics, Really Working Together, and Putting out a Calendar Organizational Management Sherri Funk, BBA, MSHRM, MAEd, MTE, TEFL SherriFunk@aol.com

2. Organizing the Group Setting Up Your Year People – Really Working Together

3. Organizing the Group • First, set yourself up for success: • Review all the paperwork associated with your position • Ask questions about anything you don’t understand, or that isn’t clear • Make sure you have all the paperwork and documentation that are required • *Volunteer Agreements are very important for Private Organizations to have on file, at a minimum for the boards and standing committees • * Standard Operating Procedures and After Action Reports are important for directions – Both forward and behind you!

4. There might be a little paperwork involved!

5. Come Together… • Second, forming a group takes energy! My suggestions: • Meet with all the board members for the first time before the board year starts • Review all the documents and positions • Review the responsibilities of each position • Have every board member sign a “Volunteer Agreement” • Set and review Board and Chair Points of Contacts

6. Don’t get caught in the “Storm” • Groups always go through steps/processes/stages: • 1. “Forming” – Individuals are driven by a desire to be accepted by others, and avoid controversy or conflict. Serious issues will be avoided and people will focus on routines (who does what and when). Individuals are also gathering information and impressions – about each other, and about the scope of the task and how to approach it. This is a comfortable stage, but the avoidance of conflict and threat means that not much actually gets done.

7. Team/board stages continued… • 2. “Storming” - Every group will then enter the storming stage in which different ideas compete for consideration. The team addresses issues such as what problems they are really supposed to solve, how will they function independently and together and what leadership model they will accept. • In some cases storming can be resolved quickly. In others, the team never leaves this stage. The maturity of some team members usually determines whether the team will ever move out of this stage. • This stage is necessary to the growth of the team. Tolerance of each team member and their differences needs to be emphasized. Without tolerance and patience, the team will fail.

8. Team/board stages continued… • 3. “Norming” - At some point the team may enter the norming stage. Team members adjust their behavior to each other as they develop work habits that make teamwork seem more natural and fluid. During this stage, team members begin to trust each other. Motivation increases as the team get more acquainted with the projects at hand. • As team members get to know each other better, their views of each other begin to change. • The team feels a sense of achievement for getting so far, however, some members can begin to feel threatened by the amount of responsibility they have been given. • They would try to resist the pressure and revert to storming again!

9. Team/board stages continued… • 4. “Performing” - as a Board and an Organization. Some teams will reach the performing stage. These high-performing teams are able to function as a unit as they find ways to get the job done smoothly and effectively without inappropriate conflict or the need for external supervision. • Team members become interdependent. • They are motivated and knowledgeable. • They are now competent. • Unfortunately, this is also probably the end of the board year! • Group stages information retrieved from various web sites including MindTools. 03/2010

10. Leading the Group: • Steps for the year: • Develop relationships • Review the needs of the organization • Coordinate a strategy or plan • Put it into action • Review what and how the organization is doing to meet the needs • Adjust as needed throughout the year

11. Calendar? Setting up Your Year

12. Effective leadership depends on effective communication, that ability to connect to others and, through that connection, guide, direct, motivate, and inspire.

13. Communication to consider… Set your Calendar before the year starts. • Note all the dates for: • board meetings • committee meetings • functions • fundraising and themes

14. Consider… Make sure the organization calendar gets de-conflicted with installation tenant organizations before the year starts.

15. To consider… • Monthly report requirements? • Let everyone know your policy on when reports are due to the secretary. Review them all, and proof the minutes before they become your current documentation.

16. Consider… Check all of your organization’s handouts and documents for validity. Make changes and approvals before the year starts.

17. Consider… With your Secretary and other communication positions, consider and decide on what types of communications you will use and to whom you will communicate. PLEASE proofread your communications before sending them out! *The President should always have the final say on what is published and where it will be directed. Never withhold information from your board as a power play!

18. People – really working together! • Volunteers are there for a reason - • Achievement • Affiliation • Influence

19. People – really working together! • In order to get good people to be a part of your organization, you need to do three things: • Recruit • Recognize • Retain

20. Recruit – • Would you like to sit in on a meeting? • Would you help on this committee? • How about lunch with us while we discuss the upcoming year? • Wine and food, and more wine!

21. Recognize – • Quantifies their success • Offers tangible rewards • Tells others of their specific achievements • Is connected to jobs with clearly stated goals • Recognizes them to the general public • Recognizes them to members of other groups with which they belong • Allows them to be “promoted”

22. Recognition: …the art of catching people being good and taking the time to tell them so.

23. Retain – • Provide opportunities for personal achievement • Allow volunteers to make new discoveries about themselves and others • Enable them to feel they are forming social bonds and strengthening their community

24. Organizing the Group Setting Up Your Year People – Really Working Together

25. 2013 Annual AWAG Conference Singing from the Same Sheet of Music: Group Dynamics, Really Working Together, and Putting out a Calendar Organizational Management Sherri Funk, BBA, MSHRM, MAEd, MTE, TEFL SherriFunk@aol.com