1999 Volunteer Leadership Training Guide
Working with Committees
Printer Friendly Version (PDF)
Introduction
Organizations are structured in many ways. One of the most effective methods
of distributing the work among the members is through the use of committees.
Organizations will define the formal committees in their by-laws. These are
often referred to as standing committees. As the business of the organization is
conducted, there may be other reasons for appointing committees.
Committees that understand the task they have been assigned and understand
the responsibilities of being a good committee member can help the organization
move ahead. Committees are a good training ground for learning how to be a
member of a team. This leader training will focus on what makes a good
committee, building teamwork and responsibilities of committee members.
Objectives
A. For volunteers to understand the responsibilities
of a good committee.
B. To develop leadership skills that will help members
function as a contributing member of a team.
C. To evaluate the effectiveness of committees in our
organization. (Could be any organization -- EHC, 4-H, CES Council.)
Target Audiences
EHC members
4-H leaders
Members of other organizations
Suggestions
Have volunteer leader introduce the topics for the training.
She / he may discuss the kinds of committees that the organization has and what
they do.
Examples:
EHC Executive Committee
Budget or Finance Committee
Community Service Committee
Nominating Committee
Educational Program Committee
4-H O-Rama Committee
Recognition Banquet
Fair Exhibit
County Extension Council
Approximate Time:
5 minutes
Teaching Points
A. Committees Can Be Puzzling (Quiz)
"Committees Can Be Puzzling" an activity that can be done prior to discussing
the following points:
1. What happens when committee members fail to attend
meetings or participate?
Committee members who are not willing to attend meetings create roadblocks
for the committee. If a person agrees to be appointed to a committee, she/he has
committed to the time required to attend meetings. To miss meetings delays the
progress of the committee. If you are not willing to make this commitment, don't
allow yourself to be appointed. It isn't fair to other committee members when
one does not take their responsibility seriously.
2. What happens when one person on the committee does all
the work?
When one member does all of the work, it is not functioning as a committee.
Committee members are usually appointed to a committee because they have
knowledge of the project, a special talent, or can make a contribution. If one
person thinks they should do all the work, why appoint the committee.
3. What happens when committee members fail to communicate
with one another on committee projects?
Well-informed committee members function better. Keeping every member of the
committee informed about the progress of the work saves time in the long run. It
also promotes a team spirit when everyone is communicating.
4. What happens when there is not a clear vision or mission
of what the committee should be accomplishing?
Standing committees in the organization are usually clear on their assigned
task. But other committees that are appointed may not be as clear. It is the
responsibility of the president to appoint committees and to make sure they
understand the assigned project. If this is not clear, the results may be
different than you expect.
5. What happens when volunteers are not given the
information, materials or funding needed to complete the job?
Volunteers give of their time freely and put a lot of effort into
organizations. Being asked to complete a project without appropriate support is
setting the committee up for failure. This discourages participation in future
projects.
Suggestions
Use
Handout # 1, "Committees Can Be Puzzling."
1. Give participants an opportunity to discuss answers to each question.
2. Discuss
"Conceptions . . . Misconceptions."
Approximate Time:
20 minutes
B. General Responsibilities of All Committee Members
1. Understand the objectives and purpose of the committee.
2. Keep current on the subject of the committee.
3. Prepare for all committee meetings. Study materials in advance of the
meetings.
4. Understand and complete all assignments you accept.
5. Communicate with committee leadership.
6. Actively monitor the discussion at committee meetings to stay on the
topic.
7. Respect the views of others allowing them to present their ideas
uninterrupted, and listen to their comments with an open mind.
8. Allow dissent, understanding that the committee members may learn
something new when comments or criticisms are made clearly and constructively
and at the appropriate time.
9. Set an example by keeping replies short and to the point.
10. Study and understand basic rules of parliamentary procedure and take
responsibility in seeing that committee meetings are conducted properly.
Suggestions
Use
Handout # 2, "What Makes a Good Committee."
1. Identify two or three committees in your organization and compare the
points listed with the way those committees function.
2. Allow participants to give feedback.
3. Use the
"Case Studies" activity to create discussion on the points.
Use
Handout # 3, "Qualities of a Good Committee Member."
1. Ask them to evaluate their use of committees in their club.
2. Ask them to evaluate their participation on committees.
3. Use the "Discussionaire"
handout to bring out key points.
Approximate Time:
20 minutes
C. What Makes a Good Committee Chair?
A good committee chairman is important to the success of the committee.
This person will set the pace for the committee and establish the climate
for success. Important qualities this person should have are leadership
skill, ability to be well-organized, knowledge of the subject, and like
working with other people.
Review the handout "What Makes a Good Committee Chair." It highlights
some of the qualities and why they are important.
Suggestions
Use
Handout # 4, "What Makes a Good Committee Chair."
Have members check the five most important things on the list. Discuss
the items that receive the most checks.
Approximate Time:
10 minutes
D. What Makes a Good Committee?
An effective committee begins with a clear statement of its purpose in
written form and through oral discussion. It is the president's
responsibility to make sure this is clear. Selecting the right members,
understanding the committee process, and communicating, planning and working
as a team rather than as individual members are all important to the success
of the committee.
Discuss the
handout "What Makes a Good Committee."
Handouts
What Makes a Good Committee (Handout 2)
What Makes a Good Committee Chair (Handout 4)
Qualities of a Good Committee Member (Handout 3)
Suggestions for Presenting the Lesson
A. Use the handouts as suggested, allowing the members to select the most
important topics to discuss. Summarize at the end emphasizing some key points.
B. Do some role playing. Select two groups of people with four or five
members. Let one group demonstrate the correct way a committee operates and the
other group demonstrate the wrong way. Do the wrong way role playing first. Let
the group identify the things that were wrong. After discussing, let the second
group demonstrate the correct way. This method of presenting the program will
involve more members and be more active.
C.
Case Studies
-- Divide into small groups. Give each group a scenario. Let the group report
back on their solution to the situation. These discussions will bring out some
of the points that should be discussed.
Presenting the lesson
1. Spend some time discussing ways they can present this lesson.
Diane Jones, Extension Family and Consumer Sciences
Specialist
Back to 1999 Volunteer Leader Training Guide
|
