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

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

• 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

• 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

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

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-

• Information & publications on the LCI

website provide details of how to earn each

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

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

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?

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

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?

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

answer will appear.

Sequence the items

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?

the next section on Goal Setting?

Goal Setting

How will you achieve that

by the end of the year?

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

Sample Club Goal 3

• Become a 100% LCIF Supporting Club by

the end of March

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

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

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

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

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

Budget of expenses and resources needed for

a plan

Multiple-choice question What is an action plan?

Stating a desired change without any detailed

Stated specific measurable desired result by a

specific time deadline

Detailed outline of how, who and when you will

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?

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

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

What is coaching?

The person being coached

The Lions club and district

The local government

The community being served

The coach

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

When would you use the coaching process?

Sequence the items

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?

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 accountsreceivable@lionsclubs.org

• 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

LCI Membership Resources

• I Am a Lion (ME 37)

• Lions Make a Difference (ME 40)

• Club Membership Chairperson Guide (ME

• 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?

Zone Chairperson Manual

Standard Club Constitution & By-Laws

Which resources are used in orienting club officers?

Select four.

I Am a Lion

Three Person Membership Committee

Lions Make a Difference

Sponsorship ME 21

Which resources are used in discussing member

recruitment? Select four.

How Are Your Ratings?

President’s Retention Campaign

Club Excellence Process

Sponsorship ME 21

Which resources are used in discussing member

retention? Select four.

Recap of Club Accounts Report

Multiple-choice question Which club report copies are requested by the Zone

Chairperson? Select three.

Multiple-choice question Which reports are received by a the District

Governor? Select three.

History Ledger of Account

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

Zone Chairperson Training - Lions in Western Australia · Zone Chairperson Responsibilities...

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