Building a Sustainable Enactus University Program... 2 Organizing Your Team... 4 Improving the Organization and Cohesiveness of Your Team...

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2 Building a Sustainable Enactus University Program... 2 Organizing Your Team... 4 Improving the Organization and Cohesiveness of Your Team... 4 Yearly Transition Notebook... 6 Sample Constitution... 7 Sample Bylaws... 9 Sample Meeting Agenda Sustainability Assessment:... 11

3 It is not uncommon that each year, Enactus team membership numbers tend to fluctuate. This is a result of graduation rates and the various recruitment efforts. To ensure an effective and efficient start to the academic year, Enactus teams should create a team succession plan that will serve as a blueprint of each team s overall strategy. The objective of the plan is to ensure the students who will be returning in subsequent years understand your team s goals, objectives, dynamics, and methodologies as well as the involvement and roles of key, team-specific constituents. The plan should be detailed and clear enough to enable the team s momentum to continue. Once an Enactus team has established a Team Succession Plan, they can add or subtract information to make it more meaningful. In most cases, it will take more than one year to create an effective succession plan. Take your time and create something fundamental yet vital that can serve as a good model and blueprint for years to come. This document will help you better identify some of the key components of a Team Succession Plan and it will also provide valuable step-by-step suggestions on how to create your team s blueprint to success.

4 Do not be afraid to change your old leadership structure to adapt to the new direction of your program, and be sure to set clear expectations for anyone entering a new role. For example, have a list of duties or responsibilities for each position before nominations and elections begin. Although there are a variety of ways to successfully organize your team, we suggest you choose a very flat structure built around your team s entrepreneurial outreach projects. Start by creating a limited number of officer positions for key functional areas. Examples might include: President Vice President of Finance Vice President of Recruiting and Membership Vice President of Project Development Sample Constitution & Bylaws that outlines important guidelines, offers valuable suggestions for team organization, and descriptions of officer positions. Recruiting & Retention Tool Kit, this tool helps teams analyze their members and set goals for recruiting the following year. These documents are included in this toolkit and can be used as a sample, but edited as needed to fit your desired structure. 1. Elect new officers prior to the date their term actually begins, so they can learn and shadow the existing officers. 2. Continue to have outgoing officers work with incoming ones even after their term expires to help with the transition. 3. Make sure to give detailed job descriptions to each new officer. 4. Schedule a meeting for old and new officers to exchange ideas. 5. Use the Enactus Training Center as a tool to train new officers. Remember to dedicate the majority of your leadership structure to the project management positions. These individuals, often called Project Managers or Project Leaders, will be responsible for organizing a project team and managing the details required for the completion of one specific project. An established structure avoids too much bureaucracy, fosters teamwork, and provides valuable project management experience to the team members.

5 Resister your team as an official organization at your institution. This is usually done through the student government association/students representative council or student activities office. Schedule a regular meeting time and location for team leaders and general members. Most team leaders usually meet weekly or bi-weekly while general members meet monthly. This frequency usually increases around competition timeframes. Collect the contact information for each member and create a team roster. Create an distribution list for your team. It is a requirement for each team member registers as an Enactus student at to get access to useful tools/ resources. The Team Sustainability Assessment provides a breakdown of the team s demographics and its membership needs for the future, a recruitment plan for filling those needs and a retention plan. Create Team Enactus website, Facebook page and/or any other social media account that is regularly updated with project/meeting/contact info. If able, secure a location on campus (bulletin board, table, etc.) that team can post updates for members.

6 One of the most important tools your team can create to help with succession and sustainability is the yearly transition notebook the official blueprint for your Enactus team. If someone who knew nothing about your team read this document, they should immediately understand what your team is about.

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9 Article I. Enactus The name of this organization shall be Enactus (INSTITUTION NAME). Article II. Purpose Together we pledge to take action. Together we commit to apply our passions and talents and ideas to impact as many lives as we can. Not to hand out help to people in need, but to work side-by-side with them to create opportunity. So every person and community we touch is empowered to live up to their fullest potential. Enactus enables progress through entrepreneurial action. Article Ill. Membership Section 1-Membership is open to all academic majors, Section 2-There shaii be at least one faculty advisor, which must be a paid employee of the institution. Article IV. Officers Office positions shall be president, vice-president, and project managers. These positions shall be filled by election from the Enactus body. Article V. Duties of Officers Section 1-The president shall preside at meetings, shall call executive meetings, and shall perform all other duties pertaining to this office. Section 2-The vice-president shall preside as president in his or her absence, or at his or her request and shall perform all duties pertaining to this office. Section 3-The secretary shall preside over the project committee(s) in his or her absence, or at his or her request and shall perform all duties pertaining to this office. Article VI. Elections Section 1-The organization shall hold an annual election of officers in the last week of April. Section 2-Nominations shall be taken from the Enactus body and are elected to office by a majority vote. Section 3-New officers are responsible for the duties of the office they hold as outlined in Article V. Section 4-Vacancies during the year shall be filled by special election. Article VII. Meetings At least eight meetings shall be held each term. Article VIII. Parliamentary Procedure Except when otherwise stated, Robert s Rules of Order, Revised (or other) shall be followed at all meetings. Article IX. Amendments This constitution may be amended by a majority vote of the body as long as at least half of the entire body is present.

10 Date: Time: Location: Absent: Meeting Topics Agenda Item: Presented by: I. II. III. IV. V. VI.

11 Team Name: Date: 1. How many students do we currently have? 2. How many are graduating/leaving the team this year? 3. How many officer positions do we seek to fill? 4. How many projects do we have? 5. How many hours do we think we will need to log to accomplish the outcomes desired for those projects? 6. How many students would we need to accumulate those hours (If each student contributes 5-10 hours of work per week- divide the total hours by 5)? 7. What does our calendar look like this year (where are there gaps in the schedule that can be dedicated to recruiting efforts)? Team Demographics

12 Demographics Beginning of Year Mid-Year End of Year No. of Seniors 12 No. of Juniors 5 No. of Sophomores 13 No. of Freshman 10 No. of Female 23 No. of Male 17 Education Demographics Demographics Business/Communications Majors 20 Education Majors 7 STEM Majors 5 Arts Majors 4 Language/Journalism Majors 4 Beginning of Year Mid- Year End of Year Age Demographics Gender Distribution Seniors Juniors Sophomores Freshman Female Male Education Demographics Business/Communications Education STEM Arts

13 RECRUITMENT PLAN: Day Calendar Timeline Date Event Recruit Goal Actual Month 1 (30 days) Month 2 (60 days) Month 3 (90 days) *To set monthly goal, divide total recruit goal by number operational months. If goal is not obtained one month, add that difference to the next month s goal. 1. Which marketing tools have you used? What Do You See Flyers Meeting Flyers Videos Handouts Enactus PowerPoint Campus Stunts Social Media Graphics Day Calendar Timeline Date Recruiting Tool Recruit Goal Actual Month 1 (30 days) Month 2 (60 days) Month 3 (90 days)

14 RETENTION PLAN: The 5 R s of Retention by Dave Kelly 1. Responsibility If you allow your team members to have immediate responsibility for specific tasks geared toward producing specific results, then they are much more likely to feel connected to your team and have a role that constitutes them coming to meetings. Don t forget to cater to the individual and select roles for new members that appeal the most to their passions and interests. What are roles not yet filled on your team that a new could take on? Use divergent thinking. There are never too many team roles. 2. Requirements It s important for new team members to know what to expect. An example of requirements could be to clock a certain number of hours, or help raise a certain dollar amount for the team in order to accompany the team to competition this year. Another requirement could be charging a small membership fee for new students to join. If students buy in to the experience, they re much more likely to stick around and get their money s worth. Often time you ll find that if you set an achievable standard, people will work hard to reach it. What are some requirements you could impose on new members to remain a part of your team? Try to think of ones that aim to help your members reach a certain goal/earn a reward, not requirements that are based on punishment.

15 3. Rewards Your team members are much more likely to stay committed to the team if there something in it for them. When it comes to rewards, plaques, food, etc. are always fun, but how about something more meaningful to an Enactus student? Some teams reward hours of work logged or amount of funds raised with a spot on the team that attends competition. Other Enactus-related incentives could be a spot in line for a desired leadership position, or a chance to lead a project. Don t be afraid to get creative. What some incentives you could offer to your members? Try to think of ones you haven t used before. 4. Role Model Having an organized mentorship program where more senior team members show the ropes to designated new members holds the new members accountable for staying involved, provides the senior members with one-on-one leadership experience, and contributes to your team s long term sustainability. For example, if each graduating member holding a leadership position takes on a mentee his or her senior year, your team will already have a successor trained and ready to go for that leadership position the following year. Which positions on your team can you generate a mentorship program for, and how do you plan to do so? What would the timeline be? 5. Relationships If your team members feel that their team is made up of friends and confidants, you won t need to play tricks on them to keep them around. All of their friends will be at the Enactus meeting, so they will want to be too. As leaders of your team, it s your responsibility cultivate these relationships among members and make everyone feel welcome. Don t spend all of your time working. It s ok to have a little fun every now and then. Pizza parties, movie nights, games nights all of these are great ways to bring your team together. The fun that your members have together as a team will often result in a lifetime of support. What are some fun activities you could try as a team to help strengthen the relationships among members?

16 The GRAPE Method Student Organization Manual, University of Texas at Dallas G is for Growth Does your organization provide growth opportunities for all interested members? Are there opportunities for members to move into positions of leadership? R is for Recognition Do you recognize members when they accomplish something that benefits you team? Don t wait until the end of the year. People need and appreciate being recognized in a timely manner for their hard work and accomplishments. Recognition or awards that are presented may also serve as a motivating factor for other members who would like to achieve a certain level of success. A is for Achievement A sense of team achievement is important. Healthy organizations make sure that everyone feels as if they contributed to the success of the organization. When the organization is honored, it is important to recognize each individual s role in that achievement. P is for Participation Can everyone participate in programs and events? Make sure your organization is open and willing to accept all student members contributions regardless of how long they have been with the organization. E is for Enjoyment Volunteering and working hard in an organization has to be fun! If being part of a group isn t fun, why be a member? A student s time is valuable and there are many opportunities for involvement. Make sure one of the best options on campus is being involved with your organization! Other Helpful Resources: MSU Retaining Members guide National Exchange Club Developing & Retaining Members bers.pdf UT Dallas GRAPE Method for Retention 5 Rs of Retention WikiBooks Effective Student Organizations - Recruiting and Retention