Secretary General’s Conference 2103

Defining 21st Century Chambers and Association Key challenges faced by Secretary General in Pakistan Generic Roles of a Chamber/AssociationVision and Mission is this just a piece of documentWhy is it important to Think StrategicallyHow Secretary Generals Can build strong organizations

Financial and Risk Management, and Budgeting Legal compliance under New DGTO Rules

ONLINE SURVEY FINDINGS

Yes47%

No 53%

Do you have Financial Accounting Manual

Stable 26%

Increasing 61%

Decreas-ing 13%

Is your membership

Yes66%

No34%

Do you prepare a formal budget for your trade associa-tion

Yes 47%

No53%

Do you have HR & Employee Manual

Yes50%

No 50%

Do you have Code of Conduct for Office Bearer

Yes61%

No39%

Do you have Code of Conduct for Staff

Yes 61%

No 39%

Does your organization has a surplus Income

Define A Chamber – What it is

Chamber is a bridge between Government and Business Community

Understanding Chamber Business

A chamber is a voluntary membership based business organization that serves their member’s collective

interests

Generic Roles of a Chamber/Association

• Work proactively to improve the sector's / region’s profitability and competitiveness (R&D)

• Work effectively to represent the sector's interests at all levels of the legislative regulatory process (Policy Advocacy)

• Supply sound information and advice for members (PR & Communications)

• Promote exports and other market opportunities (Trade facilitation)

• Promote training and education (Training)

• Work to ensure practice of principals of good governance (Ethics)

Group Exercise #1

Key Challenges as Secretary Generals

Your Challenges as Secretary Generals

• Remain ethical• Improve Skills• Protect Staff• Hire quality HR• Be creative• Build a professional organization

How many of you read your own emails?

Strategic Direction

SS• To be the best Chamber in SAARC Countries through growth in

business volumes, turnovers, exports and contribution in tax revenues.

• To promote trade commerce and industry of the region in particular and of the whole nation in general

• To be a forum of active exchange on matters relating to xxxxx. To promote, support and protect common interests of member companies carrying on the business of xxxxx in Pakistan and to endeavor to increase xxxx awareness and penetration in the country.

• To make XXX a leading trade organization in the country adopting best international practices for the promotion of trade and industry

Vision/Mission

Goals, objectives and strategies

Action Plans and Accountability

Strong and Vibrant Organization

21st Century Business Associations 1. Expectations - What our members expect from our association?2. Vision – is our mission is member driven or board driven?3. Mission – is our mission aligned with our vision?4. Communication with Board members – do we communicate

vision/Mission with board members?5. Trustworthiness – do we do what we say?6. Communication – do we communicate effectively with our

stakeholders?7. Partners – are our partners are satisfied? 8. Board members – Are our broad members credible?9. Committees – how many committees should we have?10. Performance – Do we have a performance review system?11. Monitoring – Do we have an effective monitoring system?12. Leadership Development – Do we have succession planning in place?13. Financial Management – ??14. Governance and Ethics – Do we have any codes and do we implement?15. Appreciation – Do we rejoice success?

Role of Office Bearers

• Develop specific objectives and business plan.• Support and Execute business plan.• Proactively participate in policy advocacy

initiatives.• Promote Chamber’s image.

Role of Staff Support and Implementation:

• Operations • Staff and financial management • Strategic planning • Membership development • Program/service development and delivery • Policy recommendations to the MC/EC • Research and Development• Member communication

Breakout #1

Key Issues with Business Associations

Key Issues with Business Associations

• Inability to run chamber as a Business• Lack of Vision, Mission, Objectives, Strategic Plan• Poor financial management (budgeting, fund raising, expense

projection)• Poor networking (no membership drive)• Lack of staff capacity (inability to attract and retain quality

staff)• Inability to attract member attention / support• Inability to attract donor funds• No will to excel• Unethical practices • Founder’s syndrome

Typical Areas of Concern

• Compensation (Hiring/Firing/promotion)• Conflict of Interest• Solicitation• Buying/Selling/travel• Financial Integrity (gifts/donations)• Investment Policies• Accountability• Strategic Management

How many business associations are there in Pakistan?

One Way to Increase Efficiency

ORG

President Office

Secretariat

Membership

Finance

R&D

HR and Admin

Technology

Media Publication & Library Department

Lunar Landing Challenge

In the following situation, your "life" and "death" depends upon how well you can prioritize items for survival in a relatively unfamiliar environment. This problem is fictional, although the ranking to which you will compare your results was done by a number of space experts.

The Situation

You are a member of a lunar exploration crew originally scheduled to join the mother ship on the lighted surface of the moon. Due to mechanical difficulties however, your ship was forced to land at a spot some 320 kilometers from the actual landing point. During the process, much of the equipment aboard was damaged, and, since survival depends on reaching the mother ship, the most critical items available must be chosen for the 320 km trip.

Your Task

There are 15 items left intact and undamaged after landing. Your task is to rank these items according to their importance in aiding you to reach the mother ship, starting with "1" the more important, to "15" the least important. You should assume that your crew is your group, you have agreed on priority, and all 15 items are in good condition.

Lunar Survival Items• Compass, magnetic • First aid kit w/ hypodermic needles • Flares, signal• FM receiver/transmitter (solar-powered)• Food concentrate• Heating unit, portable • Map (stellar map, moon’s constellations)• Matches (1 box) • Milk (1 case dehydrated milk)• Oxygen (2 50kg tanks)• Parachute silk• Pistols (2 .45 caliber)• Raft, Life (automatic inflating)• Rope, Nylon (20 meters)• Water (25 liters)

Space Survival Ranking of Items by Experts

Oxygen 1 Fills respiration requirementsWater 2 Replenishes loss by sweating, etcMap 3 One of principal means of finding directionsFood 4 Supply daily food requiredFM receiver 5 Distress signal transmitter, possible communication with another shipRope 6 Useful in tying inured together, help in climbingFirst aid kit 7 Oral pills or injection medicine availableParachute 8 Shelter against sun’s raysRaft 9 CO bottles for self propulsion across chasms, etc, Flares 10 Distress call when line of sight possiblePistols 11 Self propulsion devices could be made from themMilk 12 Food mixed with water for drinkingHeating unit 13 Useful only if party landed on dark sideCompass 14 Probably no magnetized poles, therefore uselessMatches 15 Little or no use on moon

What is your daily routine?

At work

Key Thing that Great Leaders do!

Build Great Institutions Create Great TeamsMake things happen

Unaligned Vision and Mission

Measuring Performance

• How do you prove that you are a successful organization?

Setting Annual KPIs

Governance

• What are Governing Documents?

• Mission Statement: The mission statement --- or statement of purpose• Articles of Incorporation: The articles of incorporation (sometimes referred

to as the charter or constitution) are the primary rules governing the management of a corporation, and are filed with a state or other regulatory agency.

• Bylaws: A bylaw is a rule governing the internal management of the organization.

• Policies: A policy interprets the governing documents and is usually maintained in the form of a policy manual; for example, a policy on investing the organization’s savings. The policy development process includes the identification of recurring issues and the best alternatives selected by the board.

Key Policy Documents • Board of Directors• Bylaws• Calendar• Chapters (Regional Offices)• Committees• Human Resource (staffing)• Finances• Government Affairs and policy advocacy• Meetings & Conventions• Membership Development and retention • Communication, PR, Social Media and Publications• Reimbursements

Leadership – What does it mean?

Leadership, is the ability to motivate a group of people towards common

objectives

“There is no such thing as a perfect leader, either in the past or present, in China or elsewhere. If there is one, he is only pretending, like a pig inverting spring onions into his nose in an effort to look like an elephant.” —Liu Shao-Chi — Which means we must consistently strive to improve ourselves”.

Did you ever Ask yourselfDid you ever Ask yourself

“Why am I unable to do what I want to do? “Why am I unable to do what I want to do?

Stumbling Blocks Stumbling Blocks

Business Skills

Business SkillsFounders

Founders

Not my Jo

b

SyndromeNot m

y Job

Syndrome

YOULack of SkillsLack of Skills Political FightsPolitical Fights

Office bearers

Office bearers

Ouch!

How Many think they have been unlucky?

Its for YOU if you fall under these categories Its for YOU if you fall

under these categories

Ouch!

Stuck with Can’t Do

Ouch!

Unaware

Ouch!Ouch!

Fears

Ouch!Lethargic

Ouch!

Yes BOSS!

Ouch!

Peer Pressure

Ouch!

Leg Puller

Choosing the Right LuggageChoosing the Right Luggage

Dodge

Bullets Be Bulletproof

You’re going to get hit!The Problem With Dodging BulletsThe Problem With Dodging Bullets

Choice #2 Choice #2

Wear Bulletproof ArmorWear Bulletproof Armor

How to become Bullet Proof?

Start making decisionsStop leg pulling Start delegatingStart training staffStart training office bearers

But you can do all that only if……….You are Brave Enough to Say No!

Membership

• Why members subscribe?

• They need services

Why Focus on Members?

• A member voluntarily invests money by payment of dues on a regular basis in exchange for a perceived value from the chamber.

• Members are the first element of an organizational structure.

• Members are both owners and customers.

What Services does your organization offer to

members?

Chamber Services • Networking opportunities• Advocacy • Member to Member Discount Program • Learning opportunities • Community development through effective CSR • Trade leads • Referral services • Employment exchange• Subsidized consultancy services • Promotion and advertising

Are we offering services based on our member

requirement?

Membership Life Cycle

55