2013 Section Officers Leadership Seminar

SAE INTERNATIONAL

2013 SECTION OFFICERS LEADERSHIP SEMINARLeadership Session

2SAE INTERNATIONAL

Roger England Indiana Section

Derek Logan Arizona

Andrew Shenouda Central Ontario Section

Section Officers Leadership Conference

Volunteer Content Development Team

3SAE INTERNATIONAL

AGENDA


• Recruiting

• Mentoring

• Continuing

• Wrap Up

4SAE INTERNATIONAL Section Officers Leadership Conference

LEADERSHIP

RECRUITING

Section Officers Leadership Conference 5SAE INTERNATIONAL

The Recruiting session will focus on:

1. Understanding the key roles

2. Skill sets needed for each role/position

3. Mentor/train new volunteers

4. Give them ownership

5. Ongoing process

Recruiting

Section Officers Leadership Conference 6SAE INTERNATIONAL

• Executive Director (Chair)

• Finance Director (Treasurer)

• Strategy Leader (Vice Chair)

• Communications Manager (Secretary, Webmaster)

• Recruiting Manager (Membership Chair)

• Event Managers (Program/Activity Chairs)

• Leadership Team Member (Board Member)

Key Leadership Roles - Sections

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Key Characteristics


People-oriented

Executive Director(Chair)

Strategy Leader(Vice Chair)

Recruitment Manager(Membership Chair)

Data-oriented

Finance Director(Treasurer)

Communications Manager(Secretary, Webmaster)

Event Chair(Activity Chair)

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Recruiting

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Recruiting Exercise - Simulation


Set up Your Section really needs to recruit new volunteers

Timing is during networking activity at Section event

There are several new people at the event

Your task Talk with as many people as possible

Determine who you would invite to join your team, and for what position

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Recruiting Exercise - Debrief


Review each character Who would you invite "Bob"

o Why/why not?

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Recruiting – Discussion & Summary


Who would you invite? Everyone! There's a spot for everybody

Be flexible and adjust as needed

When should you recruit? Always!

Adjust tasks to maximize benefit of each person’s strengths and time

Provide opportunities to develop weak areas

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Leadership

Mentoring


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The Mentoring session will focus on:

1. Understand the key roles


3. Mentor/train volunteers


5. Ongoing process


Mentoring

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Critical to retaining volunteers• Can be short-term

• Avoid full immersion/overloading

• Provide latitude for volunteers to try other positions

• Professional growth (keep their resume in mind)• For both mentor and mentee

• 5 step process


Mentor/Train Volunteers

or not!

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1. Mentor demonstrates the task, mentee observes

2. Mentor completes the task, mentee helps

3. Both do the task together

4. Mentee does the task, mentor helps

5. Mentee does the task, mentor observes


5 Steps to Mentoring Volunteers

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Mentoring – Case Study


Suppose George is the Event Manager of a fabulous section in Ontario…

Suppose Steve is set to be mentored to become the Event Manager

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Mentoring


Step 1: Mentor Demonstrates, Mentee Observes

1. George is about to coordinate an event where a guest speaker would present a topic from

the sections speakers bureau

2. George invites Steve to be a part of the planning and copies him on all emails pertaining to

booking a room at the local university, ordering food, creating a flyer and coordinating with

the communications manager to ensure that the message is sent out

3. Steve observes, and asks questions throughout the process.

4. At the end of the event, Steve realized the amount of work involved and mentions it to

George. They Discuss…

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Mentoring


Step 2: Mentor Works, Mentee Helps

1. Now, George has to coordinate a social event for company reps.

2. George invites Steve to be a part of the planning. However, this time, George asks Steve to coordinate the meal plan with the caterer at the hotel hosting this social event.

3. Steve copies George on all emails and makes a recommendation on a specific menu item. George realizes that this item is costly, and advises Steve to pick a different one to ensure the cost of the event will not prevent members from wanting to attend.

4. Both George and Steve agree and the event is planned successfully

5. George & Steve debrief and discuss positive and negative aspects

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Mentoring


Step 3: Mentor and Mentee Together

1. Now, George and Steve are both assigned by the chair to coordinate a 2-day conference for Aerospace Technology Advancements.

2. As this is a great task, George and Steve split the effort equally. George suggested that Steve coordinate the logistical plans (such as location, food, cost) – while he coordinate the program, speakers, presentation material, and marketing.

3. Both George and Steve agree and the event is planned successfully


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Mentoring


Step 4: Mentee Works, Mentor Helps

1. Steve at this point has become familiar with the section along with its volunteers. The chair assigns Steve to plan a Go-Karting Event, where George can act as a guide and help if needed.

2. Steve plans the entire event from front to end, but requests George’s help in an area he wasn’t familiar with. Steve was not familiar with marketing the event to the members. George points Steve to the communications manager, and the communications manager was able to help.

3. Steve planned the event with difficulty, but successfully


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Mentoring


Step 5: Mentee Works, Mentor Observes

1. Steve is assigned to plan the annual Students’ Night event, involving various collegiate teams and universities local to the section.

2. Steve plans the event from beginning to end, but keeps George informed on correspondence and copied in emails.

3. The event is planned successfully


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1. Mentor demonstrates the task, mentee observes

2. Mentor completes the task, mentee helps

3. Both do the task together

4. Mentee does the task, mentor helps

5. Mentee does the task, mentor observes


5 Steps to Mentoring Volunteers

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• Ensures task is completed

• Moves person from "new" to "competent" to "independent "

• Ensures positive experience, feels more engaged

• Increases likelihood people will continue to volunteer

• Improves your mentoring skills


Benefits of Mentoring

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• Provide support

• Don't micromanage


Let Them Own the Role

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Evaluate the experience Mentees - how was the experience?

Mentors - what did you learn?

Implementation Where do you start (what tasks/roles)?

Mentoring benefits the Section and the volunteer!


Mentoring – Discussion & Summary

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Leadership

Continuing


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The Continuing session will focus on:

1. Understand the key roles


3. Mentor/train new volunteers


5. Ongoing process


Continuing

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Benefits Steady supply of volunteers

New, diverse skill sets

Consequences Do it all yourself

Lose the skill set


Importance of Continuing the Process

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Always be recruiting 24/365o At every Section evento Within your companyo At other events (including non-SAE events)

Always invest in your people

Repeat


Summary / Key Take-Aways

30SAE INTERNATIONAL

Room Locations:

Love A&B: Tip Sheets 1-4:

Kennedy : Tip Sheets 5-8

Haneda : Tip Sheets 8-12

Choose 1 topic1. Why should I join? How to explain to non-members the value of SAE

membership 2. Getting your section leaders engaged.3. Creating a good survey – soliciting helpful responses from attendees

and members.4. The value in trying new things for members – getting out of your rut! 5. Your impact on future generations - Ways to grow F1 and/or AWIM in

schools.6. How to tailor your programming to get Young Professionals involved.7. Conducting successful student activities.8. The art of communicating to different generations.9. Support from the top down – engaging corporations.10. SAE career services and activities11. The SAE Foundation12. Understanding risk management.


Next – Tip Sheet Discussions

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2013 Section Officers Leadership Seminar

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