zone chairperson training - lions in western australia · zone chairperson responsibilities...
TRANSCRIPT
Zone Chairperson Training
How to be everything
to everyone
Before you begin
• Print a copy of the Zone Chairperson Manual
• Print or open the file for the District Constitution
& By-Laws
• Pick a time when you will have 30 to 60 minutes
when you will not be interrupted
• Have note paper available
• Try to complete a section(s) before stopping
• View as a slide show so links function
Course Objectives
• Identify position responsibilities
• Recognize motivation factors
• Motivate club officers
• Provide recognition
• Use problem-solving skills
Course Objectives (cont.)
• Encourage goal setting in clubs
• Communicate information to club officers
• Provide coaching
• Submit timely reports
• Use LCI resources
Course Sections
• Job Responsibilities
• Motivation
• Communication
• Problem Solving
• Goal Setting
• Coaching
• Reports/resources
Click on any section
title to go to that
section. To return to
this page click on
yellow triangle on
that page.
Job Responsibilities
What do you expect
me to do?
Who is a Zone Chairperson?
You are the link between the clubs in the
zone and the district team. You motivate
and counsel clubs as well as communicate
with clubs and encourage clubs to support
district programs and activities.
You, the Zone Chairperson, …
Collaborate with the district governor to
ensure that clubs in the zone are in good
standing, are visited more than once a year,
conduct service projects in their community,
and have effective internal communication
and a public relations program.
Three Hats of a Zone
Chairperson
• Motivator – recognize club success
• Counselor – provides coaching and guidance
• Communicator – informs clubs of district
information/activities and reports club
activities to district governor
NEWS
Zone Chairperson Responsibilities
• Participate in meetings as a member of the
district cabinet
• Monitor the well being and status of clubs
in your zone (review reports & visit clubs)
• Further the purposes of the association
• Provide a current list of clubs with officer
names and addresses to the district governor
Zone Chairperson Responsibilities (continued p. 2)
• Organize and conduct zone meetings as
chairperson of District Governor’s Advisory
Committee in your zone
• Provide reports on health of clubs and club
service activities
• Report to cabinet secretary any clubs on
financial suspension or on status quo
Zone Chairperson Responsibilities (continued p. 3)
• Suggest and implement methods to assist all
the clubs within the zone
• Facilitate exchange of ideas about
programs, projects, activities, and fund
raising methods among clubs in the zone
• Ensure every club follows its constitution &
by-laws
Zone Chairperson Responsibilities (continued p. 4)
• Promote district, multiple district and
international programs to clubs
• Work in harmony with the district cabinet
• Be aware of all activities of all the clubs in
the zone
• Attend all regularly scheduled meetings of
the district
In Partnership with the District GMT
& GLT Coordinators, you may
• Organize a new club
• Conduct new member orientation
• Promote Club Excellence Process
• Implement a member recruitment plan
• Nurture current and future leaders
• Promote use of leadership development resources and programs
The GMT & GLT Structure
1st Vice President
2nd Vice President
International President
GMT Constitutional Area Leaders GLT Constitutional Area Leaders
GLT Area Leaders
GLT - Multiple District CoordinatorsGMT - Multiple District Coordinators
GMT Area Leaders
GLT – District CoordinatorsGMT – District Coordinators
Joint Operations Committee: Membership Development, Leadership, District & Club Service
Zones & Clubs
GMT /GLT International Coordinator
Responsibilities Quiz
Start with the first question or choice on the left,
and click the answer you think is correct. After
you click, the correct answer will appear.
Attend meetings
Communicate information
Counsel or coach
Coordinate equipment
Motivate club officers
Multiple-choice question Which are three primary responsibilities of a Zone
Chairperson
Organize and attend Zone Meetings
Attend district convention
Visit clubs & complete visit reports
Monitor clubs effectiveness and financial status
Report club officer information for the district
directory
Multiple-choice question Which answers are large time commitments of a Zone
Chairperson? Select three
Delay discussing a problem
Compliment clubs on their successes
Wait for club officers to contact you
Communicate once every 3 months
Respond to emails or calls within 24 hours
Multiple-choice question Which answers are bad advice for a Zone
Chairperson? Select three
PU 101 Club Officer Report
Club Health Assessment Report
MMR Monthly Membership Report
Club Activity Report
Club Cancellation Report
Multiple-choice question Which reports are received by a Zone Chairperson?
Break?
• Do you need time for a break before starting
the next section on Motivation?
Motivation
Why are you willing to
accept the challenge of
the chairperson position?
Definition
Motivation describes the factors within an
individual which initiate, maintain and
direct behavior towards a goal. These
factors are the reason for their actions or
behavior; why they do what they do.
Levels of Human Needs
Psychologist, Abraham Maslow, determined that people must have their
needs met in a sequence according to
priority. Food, water or survival needs must
be satisfied first, and shelter or protection is
the second priority. The third level is social
needs, followed by ego enhancement and
self actualization.
Levels of Human Needs
Level 1: Physiological Needs food, water,
items necessary for physical survival
Level 2: Security Needs shelter, protection,
safety from harm
Level 3: Social Needs belonging to a group,
having meaningful relationships
Levels of Human Needs (cont.)
Level 4: Ego-Enhancement Needs
recognition, accomplishment
Level 5: Self-Actualization Needs
optimizing personal potential
Lower level needs must be met before a
person can focus on these higher levels
Motivation Theories
The following theories of human motivation will
be explained:
• Douglas McGregor’s Theory X and Theory Y
• David McClelland’s Theory of Motivation
McGregor’s Theory X of Managing
People
• People dislike work and will avoid it
• People must be forced to work by threat of
punishment
• People must be controlled
• People prefer to be directed
McGregor’s Theory Y of Managing
People
• People view work as natural as play or rest
• People learn to accept and seek
responsibility
• People will use self direction to achieve
work they are committed to doing
• People will use creativity in solving
organizational problems
McGregor’s Theory Y of
Managing People
Smart participative style managers use theory
Y and get better performance or results, and
this management style allows people to
develop skills and confidence.
David McClelland's Theory
of Motivation
During his 20 years of study McClelland
identified three types of motivational needs:
affiliation, power or authority, and
achievement.
McClelland's Theory of Motivation
The affiliation motivated person needs
friendly relationships and interaction with
other people. (team player)
Needs to be liked and held in high regard.
Likes joining a club and being on a committee
McClelland's Theory of Motivation
The achievement motivated person seeks
attainment of realistic but challenging goals,
and advancement in position.
Needs feedback on achievement and progress,
and wants to have a sense of accomplishment.
Will motivate a committee or club to achieve
desired results
McClelland's Theory of Motivation
The power or authority motivated person has
a need to be influential, effective and to
make an impact.
Have a strong need to lead and for his ideas to
be accepted. Enjoy personal prestige.
May become committee chairpersons, club
officers or trainers
Motivation Training Resource
Member Motivation online course
How to motivate club presidents?
• Get to know each one and find out what
motivates them
• Ask why they accepted the position of club
president
• Provide recognition based on each person’s
motivation (what is important to him or her)
Know Your Clubs
Talk with your predecessor or district
historian to find out about your clubs’
history and special projects or mission
Know when each club was chartered,
merged or re-organized
Ask your predecessor if there were any
prior problems that you need to know about
Club Excellence Award
This award recognizes a club that is effective,
pays its bills, and is filing reports on time
Recognizes club members who are motivated
to fulfill their duties in a timely manner
The Club Excellence Award Application must
be submitted to the district governor
The Art of Recognition
• Recognition should be suited to the
individual, timely in presentation and
appropriate for the accomplishment
• The publication, Art of Recognition,
provides more information about
recognition
Informal Awards
• Informal awards are given at the time of an
achievement during the year
• An award should be tailored to an
individual, such as a sports game ticket if
the person is a fan of baseball
• More specific ideas are given in the Art of
Recognition publication
Formal Awards
• Lions clubs has many formal awards (pins,
plaques, certificates) for individual Lions,
clubs, districts, multiple districts and non-
Lions
• Information & publications on the LCI
website provide details of how to earn each
award
Summary
• There are many ways to motivate a person,
however the most important thing to
remember is that motivation is unique to
each individual.
• You now know about many resources; use
them appropriately for each Lion.
Motivation Quiz
Start with the first question or choice on the left, and click
the answer you think is correct. After you click, the correct
answer will appear.
Matching: Human Needs
Level 3
Level 1
Level 5
Level 4
Level 2
Security, shelter
Self actualization
Ego enhancement
Survival, food, water
Social needs
Match Maslow’s level of needs with its description.
Matching: Motivation Theories
McClelland
Theory X
McClelland
McClelland
Theory Y
Work is natural and enjoyable
Like power or authority, need to
influence others
Achievement of personal goals or
self development
People must be supervised
closely
Affiliation with other people and
social interaction
Match the theory with its description.
100% LCIF Supporting Member Award
Club Excellence Award
Everyday Hero Award
Environmental Photo Contest Winner
District Peace Poster Winner
Multiple-choice question Which award is an overall club achievement award?
Environmental Service Excellence Certificate
Discount certificate for dinner at a restaurant
Tickets for a sports game
Article in district newsletter about the Lion and
his/her contribution
Agent of Change Plaque
Multiple-choice question Which recognitions are examples of informal
recognition? Select three.
Motivation is unique to each individual
Incentives like pins always motivate everyone
Personal achievement goals can motivate a Lion
Relationships and decision making can be a
motivation factor
Competition always increases results
Multiple-choice question Which of the following are true statements about
motivation?
Break?
• Do you need time for a break before starting
the next section on Communication?
Communication
Did you mean to say
what you just said?
Communication - A Process with
Many Variables
• Speaker and Listener
• Word selection
• Language understanding
• Cultural context
• Added message of body language
Always check for understanding
on the part of the listener
Communication - An Important Skill
for a Zone Chairperson
How will you communicate with clubs:
• Provide information
• Communicate regularly
• Offer assistance
• Compliment on club success
Provide Information
• District directory and district events or
programs
• Multiple district convention and events
• International theme for the year
• Successful activities from other clubs
• Awards that might be of interest to the club
Communicate Regularly
• Frequent communication is easy with email,
phone or fax – determine preferred method
of each club president
• Clubs may not call you with a problem, so
you should contact them
• Reminders can be given each month
Offer Assistance
• Share with club or club officers how to plan
a service activity, conduct a fund raising
project, or increase member retention
• Provide a club contact with experience
participating in a Youth Exchange
• Inform club about equipment that may be
borrowed
Compliment on Club Success
• Ask what club activities they have done
• Inform the club of how to put information in
the district newsletter
• Recognition of publicity or a membership
increase will encourage club officers to
continue in their efforts
First resource to clubs
You, the zone chairperson, are the first
resource for clubs in your zone. Keep
the lines of communication open.
Summary
• The Zone Chairperson is very necessary for
club officers to be informed and positive,
and for the good health of clubs in the
district.
Communication Quiz
Start with the first question or choice on the left, and click
the answer you think is correct. After you click, the correct
answer will appear.
Speaker and listener
Word choice
Tone of voice
Geographic location
Body language
Multiple-choice question What is involved in communication? Check four
Provide information
Offer assistance
Communicate by phone
Recognize club success
Communicate frequently
Multiple-choice question What are communication priorities of a zone chairperson?
It is a job requirement
You can give monthly reminders
It is an opportunity to discuss any problems
Provide contacts in clubs with similar project ideas
Gather club activity information
Multiple-choice question What are reasons to communicate regularly?
Break?
• Do you need time for a break before starting
the next section on Problem Solving?
Problem Solving
How can you resolve this
problem?
Definition
A problem is an obstacle which makes it
difficult to achieve a desired goal, objective
or purpose. It can refer to a situation,
condition, or issue that is yet unresolved.
Problem Solving Process
Problem solving is a higher-order thought
process used when a person or group does
not know how to proceed from a given state
to a desired state. A five step process can
be followed to solve problems.
Step 1- Define the problem
• State what is preventing you from reaching
your goal
• Is that the problem or a symptom of a larger
problem?
• Is the problem worth solving?
• What conditions should the solution satisfy?
Step 2 – Gather information
• Talk to stakeholders that are affected by the
problem
• Ask for details of observed events
• Review results of prior solutions or studies
• Ask officials, committees or decision makers
for their opinions
• Interview experts for their advice
Step 3 – Develop alternative
solutions
• Look at the problem in a different way, from a different perspective
• Brainstorm and generate many alternatives, listing them for consideration
• Review alternatives to seek new or exciting solutions, and ideas that can be combined
• Eliminate ideas that will be met with high level opposition
Step 4.1 – Consider alternatives
Consider the following characteristics of each
alternative:
• Suitability: ethical and practical
• Feasibility: affordable and probability of solving
the problem
• Flexibility: ability to respond to unexpected
results, to new possibilities and the amount of
control you have once you begin your solution
Step 4.2 – Select the best
alternative
• Select the best solution (there is not a
perfect solution)
• Ask your expert for an opinion on your
chosen solution
• Consider your intuition about the solution
• Consider a compromise solution if needed
Step 5 – Implement decision
Without implementing your chosen alternative,
you have not solved the problem.
Develop an action step plan
Inform stakeholders
Monitor progress (results and process)
Compromise or adapt plans if needed
Empower your club officers
• Teach them the 5 step process
• Build their confidence
• Encourage them to solve their problems
independent of you
• Provide feedback regarding their results
Deal with problems sooner,
not later • Problems do not go away
• Delayed problems grow in challenge and in
the number of people involved
• Ignoring a problem may create relationship
conflicts among fellow Lions
District resource people
• Other zone chairpersons
• Region chairperson
• District GMT and GLT coordinators
• 2nd vice district governor
• 1st vice district governor
• District governor
LCI resources
• Dispute resolution procedures for club
• Dispute resolution procedures for district
• Dispute resolution procedures for multiple
district
Summary
Problem solving is an essential skill for a
Zone Chairperson. Remember to solve a
problem as soon as possible using the five
step process. Ask for assistance from your
district resources if you need it.
Problem Solving Quiz
Start with the first question or choice on the left, and click
the answer you think is correct. After you click, the correct
answer will appear.
Sequence the items
3
1
5
4
2
Gather information
Define the problem
Implement decision
Develop alternatives
Match the sequence position with the item that
occurs in that order.
Select alternatives
LCIF Coordinator
Club dispute resolution procedures
Experienced zone chairpersons
Region Chairperson
2nd vice district governor
Multiple-choice question Which of the following are resources for resolving
problems?
Break?
• Do you need time for a break before starting
the next section on Goal Setting?
Goal Setting
How will you achieve that
by the end of the year?
Goals
A goal is an outcome that you want to achieve
by a specific point in time. It is the end
result towards which your efforts are
directed.
Benefits of Goals
• Research shows that people who
consistently set goals have high levels of
achievement.
• By deciding what is important to you and
what you want to achieve, you are outlining
your path to success.
Benefits of Goals (cont.)
• When you achieve some of your goals, you
will become more confident in yourself and
your abilities.
• Once you know what you want to achieve,
you will not be distracted by things that are
irrelevant.
Smart Goals
Smart goals describes goals that are written so
everyone can understand what the goal
result will be and when it will be completed.
The goals are:
• specific
• measurable
• actionable
• realistic
• time bound
Example Goal Statement
• The club will recruit 12 women members by
February 1 of the current Lions year
Types of Club Goals
• Membership recruitment
• Public relations/press coverage
• Leadership development
• Retention of members
• Fund raising for community needs
• Support of LCIF
Sample Club Goal 1
• Recruit 10 new members by November 30
Click to view related action plan
Sample Club Goal 2
• Retain 95% of club members by the end of
the current Lions year
Click to view related action plan
Sample Club Goal 3
• Become a 100% LCIF Supporting Club by
the end of March
Click to view related action plan
Action Plans
• Action
• Who will do
• Deadline date
• Results
What to include in each action plan:
Click here for a document you can use for action plans
Action Plan 1
• Members invite prospective members to help with September service project
• Membership committee organizes an open house informational social in October and invites prospective members to meet club members
• Member sponsors invite prospects to become members in November
back
Action Plan 2
• In July membership committee discusses
club involvement with all members
• Membership Committee surveys member
satisfaction in November
• Club conducts a planning retreat in May for
the next year’s club activities and projects
back
Action Plan 3
• District LCIF Coordinator is invited to present an informational program at Oct. club meeting
• Another club presents a slide program about an eyeglass/vision screening project at a November club meeting
• Club officers ask each club member for $20 support of LCIF at January meeting
back
Summary
• Goal – specific measurable statement of
desired result by a specific time
• Action Plan – details of how and who will
achieve specific results by a specific time
• Wish – a goal without any action plan
Summary
• Now you have reviewed possible club goals
• What goals do you have as Zone
Chairperson?
• Write a few goal statements for yourself
• Be sure they are specific, measurable,
actionable, realistic and time bound
Summary
• For more training on setting goals, take the
online Goal Setting course on the LCI
website.
Goal Setting - Action Planning
Quiz
Start with the first question or choice on the left, and click the
answer you think is correct. After you click, the correct
answer will appear.
A wish that something will change
Stated specific measurable desired result by a
specific time deadline
Detailed plan of how, who and when you will
achieve specific results
Estimated time line for action
Budget of expenses and resources needed
for a plan
Multiple-choice question What is a goal?
A wish that something will change
Stated specific measurable desired result by
a specific time deadline
Detailed outline of how, who and when you will
achieve specific results
Estimated time line for action
Budget of expenses and resources needed for
a plan
Multiple-choice question What is an action plan?
Stating a desired change without any detailed
plan
Stated specific measurable desired result by a
specific time deadline
Detailed outline of how, who and when you will
achieve specific results
Estimated time line for action
Budget of expenses and resources needed for
a plan
Multiple-choice question
What is a wish?
Action or methods you plan to use
Who is going to do each action
Cost of each action
Results that show you have achieved the goal
When each action will be completed
Multiple-choice question What is included in an action plan?
Break?
• Do you need time for a break before starting
the next section on Coaching?
Coaching
Your behavior affects the
whole team
Definition
Coaching is the process you use to
empower individuals to put forth
their best efforts to accomplish
specific goals.
Benefits of Coaching
It helps my club presidents if they know I can
support them in overcoming any gaps in their
knowledge of recruitment and retention programs
and how to implement them.
It can mean recognizing and reinforcing good
performance so that it continues, or supporting and
guiding when performance is lacking in some way
and the opportunity to improve exists.
Characteristics of Effective Coaches
• Provide a safe comfortable environment
• Build on strengths to affect improvement
and individual’s satisfaction
• Communicate to develop understanding and
respect
• Follow- up to achieve mutually agreed upon
goals
Coaching - A 5 Step Process
1. Identify the behavior
2. Describe the implications
3. Reinforce or correct
4. Agree upon a plan
5. Follow up
1. Identify the behavior
• Focus on behaviors or actions, not on the
person
• Consider both positive behaviors and those
that offer improvement opportunities
• Be specific
2. Describe the implications
• Explain what happens when the person
performs in this way
• Explain who and what is directly impacted
• Explain how this may affect overall
performance
3. Reinforce or correct
• Focus on performance
• Reinforce specific positive performance to
motivate
• Provide examples of desired performance
when necessary to correct
4. Agree upon a plan
• Agree upon the cause of the problem or
reason for success
• Jointly discuss a solution
• Create an action plan for change together
• Obtain a commitment and offer
encouragement
5. Follow up
• Make notes of the results of the session
• Contact regularly for updates per the agreed
upon plan
• Establish a new plan when necessary
Coaching is
Coaching can mean recognizing and
reinforcing good performance so that it
continues, or supporting and guiding when
performance is lacking in some way and the
opportunity to improve exists.
Coaching is not
• Telling people what to do
• Punishing someone for poor work
• Done without input from the person being
coached
• Done once and then forgotten
Conclusion
Coaching benefits everyone involved; the
person being coached, the club and district,
the community being served, the association
and the coach.
Coaching Quiz
Start with the first question or choice on the left, and
click the answer you think is correct. After you click, the
correct answer will appear.
Telling people what to do
Supporting and guiding to improve performance
Punishing a person for poor work
Reinforcing good performance so that it continues
Empowering individuals to put forth their best
effort
Multiple-choice question
What is coaching?
The person being coached
The Lions club and district
The local government
The community being served
The coach
Multiple-choice question
Who benefits from coaching?
When a committee chairperson is not fulfilling his
responsibilities
When the bowling tournament has low scores
When club meetings are not well organized
When a club fund raising event does not make a
large profit
When the club secretary does not file MMRs on
time
Multiple-choice question
When would you use the coaching process?
Sequence the items
3
1
5
4
2
Describe the implications
Identify the behavior
Follow - up
Reinforce or correct
Match the sequence of coaching steps with the item
that describes the step.
Agree upon a plan
Break?
• Do you need time for a break before starting
the next section on Reports and Resources?
Reports & Resources
Do you have it when you
need to submit it or use it?
Reports You Submit
• Club visit reports provide valuable
information to the district governor
• Review and summary of club status and
health (club visit report)
• Report of District Governor’s Advisory
Committee meetings in your zone
Reports You Receive or Access
• Monthly MMR report of club membership
including membership changes
• Copy of club newsletters
• Club Activities report
Club Related Reports that the
District Governor Receives
• Monthly Club Health Assessment
• Monthly Recap of Club Accounts –
summary of past due bills and latest MMR
filed with LCI
• Club cancellations
Club Ledger of Account
• Can be requested to resolve a billing or
payment disagreement
• A list of credits and debits for the club
account
• Contact [email protected]
Other
• There may be other reports related to a
membership campaign or a fund
development campaign
• You may be asked to nominate Lions for
district awards
LCI Zone Chairperson Resources
• LCI publications on website
www.lionsclubs.org
• Club Officers Manual (LA-15)
• Zone Chairperson Manual (DA-100)
• Standard Club Constitution & By-Laws
(LA-2)
LCI Lionism Resources
• LCI history
• Melvin Jones
• Helen Keller
• Women as members 1987
• Lions Clubs in the 21st Century (book)
LCI Resources
• Membership Orientation Series (ME 13a-f)
• Club Retention Chairperson Guide (PRC 7)
• President’s Retention Campaign (PRC 1)
• How Are Your Ratings (ME 15B & ME 15)
• Club Excellence Process
• Lions Leadership Resource Center (LCI web
site)
LCI Membership Resources
• I Am a Lion (ME 37)
• Lions Make a Difference (ME 40)
• Club Membership Chairperson Guide (ME
44)
• Induction Ceremony Suggestions (ME 22)
• Membership Application (ME 6b)
LCI Membership Resources (Cont.)
• Three Person Membership Committee (ME 29)
• Sponsorship is an Important Responsibility
(ME21)
• Membership Orientation Series (ME 13a-e)
• Membership Register reports
• Membership & Leadership Development
Resources (LCI website)
LCI Organization Resources
• District Constitution & By-Laws (LA-4)
• International Constitution & By-Laws (LA-1)
• Board Policy Manual
Resources & Reports Quiz Start with the first question or choice on the left, and click the
answer you think is correct. After you click, the correct answer
will appear.
Club Officer Manual
How Are Your Ratings?
Club Excellence Award
Zone Chairperson Manual
Standard Club Constitution & By-Laws
Multiple-choice question
Which resources are used in orienting club officers?
Select four.
I Am a Lion
Three Person Membership Committee
MMR Monthly Membership Report
Lions Make a Difference
Sponsorship ME 21
Multiple-choice question
Which resources are used in discussing member
recruitment? Select four.
How Are Your Ratings?
MMR Monthly Membership Report
President’s Retention Campaign
Club Excellence Process
Sponsorship ME 21
Multiple-choice question
Which resources are used in discussing member
retention? Select four.
PU 101 Club Officer Report
Recap of Club Accounts Report
MMR Monthly Membership Report
Club Activity Report
Club Cancellation Report
Multiple-choice question Which club report copies are requested by the Zone
Chairperson? Select three.
PU 101 Club Officer Report
Club Health Assessment Report
MMR Monthly Membership Report
Club Activity Report
Club Cancellation Report
Multiple-choice question Which reports are received by a the District
Governor? Select three.
PU 101 Club Officer Report
Club Health Assessment Report
History Ledger of Account
MMR Monthly Membership Report
Club Cancellation Report
Multiple-choice question Which reports are used in case of a billing problem or
dispute? Select three.
Summary
You should have completed all five sections
of this course now
Click here to go back to check slide #5 if you
think you have missed a section
Conclusion
You, the zone chairperson, have many
responsibilities and are a key member of the
district cabinet. You provide information on
the strengths and weaknesses of the clubs in
your zone. Your communication, coaching
and motivation skills can impact the future
of your district.
Thank you for accepting the challenge.
Zone Chairperson Training
How to be everything
to everyone