TVP / Division Leadership Meeting. June 1, 2014

Transcription

1 TVP / Division Leadership Meeting June 1, 2014

2 Welcome 11-11:15 Toni Best practice 1 11:15-11:45 Involving Volunteers, Elections, Succession planning: Ron McDade, SHS Lunch / break 11:45-12:45 Eating. 20 minutes Dennis Oates, Don Greene Overview of tools 30 minutes Eileen Van Aken, Gwen Campbell Break 10 Agenda

3 Best practice 2 12:45-1:05 Newsletters, Construction Division (speaker not confirmed) Best practice 3 1:05-1:25 Social Media, SEMS / ASEM, Brian Smith, Round the Room Discussion, David Brandt to answer questions Best practice 4 1:25-1:45 Webinars, Process Industries (presentation not confirmed) Best practice 5 1:45-2:05 Industry Involvement, Work Systems (speaker not confirmed) Wrap up / Thank you / Open networking session 2:05-2:30

4 Please tell us: Your Name Division You Lead Your Day Job Introductions

5 Needed from YOU Listen carefully to the elements for divisional success Ask questions to clarify your understanding Enjoy lunch but stay focused Intro: Expectation Today

6 Speaking of staying focused We have selected a timekeeper to keep the various presenters on task Intro: Expectation Today

7 The Purpose of the Division Develop, maintain, and disseminate a body of technical knowledge Provide a forum for technical networking Be perceived as the voice of the technical specialty Support IIE s mission, provide member value, and promote the discipline Introduction

8 Best Practice #1

9 Introduction Bylaws Goal: Quick review of tools that lead to a successful division Policies & Procedures Division Health Report Annual Plan & Strategic Plan Election process Awards documentation Conclusion Tool Review

10 Aid IIE in its administrative duties (e.g. awards, elections, etc). XXXXXX Divisions will only grow as their leadership reacts to the data summarized in the Division Health Report and create Annual and Strategic Plans to address improvement opportunities. Intro: Why Use These Tools?

11 Go to the IIE Division Management Center at Site includes: Deadlines Documentation Tools Contacts Intro: Where are tools located

12 Who Is Responsible? SVP, Technical Operations Be the liaison between the IIE BOT and the TVP s and Society Leaders TVP, Technical Networking Serve as the liaison between the IIE BOT and the Division Leaders Share information from the board Support the needs of the divisions Division Leaders Ensure that the Division s Purpose is fulfilled Member Benefit! Coordinate Monthly Calls and oversee activities of the committees to deliver the Division s Strategic Plan and Annual Goals Intro: Defining the Support

13 Bylaws Defined: A law or regulation that governs the internal affairs of a company or other organization Outline Rules of the Road for Divisions Provide the details necessary for effectively creating and managing a Division Clarify priorities (must do vs. should/can do) Outlines your Job Descriptions For more detailed information, see Bylaws Overview and Bylaws Template on Division Management Center website Bylaws Purpose Reviewed by Board as needed and revised by affirmative vote of at least two-thirds of the members voting

14 The purpose of P&P is to provide division leaders with a tool to manage division operations by documenting implementation details and clarifying priorities. Encompasses 6 operational areas: Division Structure, Finances/Budget, Division Leadership Responsibilities, Communication with Division Membership, Education and Publications, and Honors & Awards. Policies & Procedures Policies & Procedures Overview and Model Policies & Procedures (template) on website Reviewed as needed (at least annually). Approval by Board.

15 The purpose of the DHR is to provide divisions with information on division performance ( health ) aligned with IIE expectations for a successful division. Provides visual way to document and track performance in a concise format. Typically President completes the DHR for the year of their term (with support/input from others as needed) Division Health Report

16 Due to the Division s TVP by May 1 or June 1 each year Used to guide Strategic and/or Annual Plan (e.g., turn red areas into green ) DHR Continued Template is available at the IIE Division Management Center

17 Strategic 3 years or more in the future Annual Goals for the coming year ( ) Strategic/Annual Plan Strategic Plan Think big picture Annual Plan What to accomplish THIS YEAR

18 SWOT Strengths, Weaknesses, Opportunities, Threats Communicates with members, and IIE leadership Strategic Plan Sample: Vision/Mission Purpose Leadership Goal Three-year objectives Current year initiatives Board and Officer Operations Operational Performance Membership Health Division Programs

19 Think this year How to get from RED to GREEN in Division Health Report Annual Plan Follow-Up What can you reasonably get done (don t fix everything this year!) Goal Three Year Current Year The Annual Plan should be the first priority

20 Board of Directors typically elected or appointed annually Positions and terms defined in bylaws Process must begin in Oct-Dec depending on Division (timeline including due dates for each step in the process posted online) Terms start April or June 1 each year Pam Patterson IIE staff contact An election process is defined in policies and procedures and must be followed each year for all offices. Election/Appointment Process

21 For elections, must have multiple candidates for all positions* President-Elect candidates must have served on board within the past 5 years Candidates can only run for office in one division at a time and can only serve on one board at a time Must use standard nomination form (on website) Standard Rules Ensure your current practice matches your bylaws.

22 Think benefit and recognition for your members Cost is borne by division, not IIE All awards require documentation every year (Due August 1) Sample form on IIE Division Management Center Website Awards Process No documentation = No award presentation

23 Recognition at Annual Conference on rolling screen displays Framed certificate provided by IIE (Bonnie Cameron) Listing in Honors and Awards program (1st place only) For any approved award The costs for any additional forms of recognition (e.g. awards banquet ticket) must be sponsored.

24 May 1 or June 1: Submit Division Health Report to TVP July 31: 3-Year Strategic Plan Draft to TVP for approval (only if a current strategic plan which covers the operating year has not yet been submitted) Aug. 1: Submit 2015 Awards documentation to TVP for approval Sept. 1: Finalize Strategic Plan (only if a current strategic plan has not yet been submitted) Sept. 30: Update Annual Plan and submit to TVP Jan. 31: Review Bylaws, Policies & Procedures and submit to TVP if changes are needed Annual Deadlines

25 Schedule regular division leadership meetings Develop your plan of attack Note all required deadlines and assign owners Complete your Division Health Report Use your DHR to inform your Strategic and Annual Plans Meet your TVP and invite them to your board meetings Next Steps

26 Break Please return in 10 minutes to resume best practice discussions.

27 Best Practice #2

28 Best Practice #3

29 Best Practice #4

30 Best Practice #5

31 TVP / Division Leadership Meeting Save the date

32 Wrap-up

33 Networking Activity