The objective of such a plan is two-fold:

Transcription

1

2 Being a student organization, Enactus teams experience regular annual turnover key members inevitably graduate, which can have a significant impact on operations if your team does not prepare for it. In order to mitigate the impact of turnover, Enactus teams should create a succession plan. The objective of such a plan is two-fold: 1. To ensure that all key positions on your team are filled with competent individuals who are the right fit for the role. 2. To ensure returning students understand your team s goals, objectives, dynamics, and methodologies as well as the involvement and roles of key, team-specific constituents. This plan should be detailed and clear enough to enable a 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. 1. Determine next year s leaders early enough that they may be properly trained by the current leaders. For example, some teams select their new Executive Team in March, allowing these new students to shadow the person they will be replacing until Nationals, ensuring they are ready to take over in May. 2. Create a shadowing or mentoring program for members who would like to be in a leadership role. 3. Recruit team members with several years left on campus. This can add stability and continuity to team membership. 4. Create a yearly transition notebook or a shared folder online. 1

3 1) Defining Key Roles Do not be afraid to change your old leadership structure to adapt to the new direction of your team, and be sure to set clear expectations for anyone entering a new role. Each role should have a list of duties or responsibilities before nominations and elections begin, so that students understand what they are committing to. It also allows you to ensure the right individual is in the right role. 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 student leader positions for key functional areas. Examples might include: President Vice President of Finance Vice President of Marketing Vice President of Recruitment and Membership Vice President of Project Development Important Note: Defining these roles is meant to improve internal communication, increase accountability and provide a support system for project teams, ensuring that you maximize your team s impact. Enactus is an organization built around projects that generate impact through entrepreneurial action if your Executive Team is not involved in projects, something is wrong. Resources available: Enactus has a sample constitution and bylaws that outline important guidelines, offers valuable suggestions for team organization, and descriptions of student leader positions. These documents are available at the end of this toolkit. 2) Planning for the following year The mark of a true leader is what happens after they leave. You could be the most incredible and influential leader on the planet, but if you do not take the necessary steps to plan for the future, things will fall apart once you are gone, and no one will be better off. You should strive to create a legacy: empower team members around you to become leaders as well, set everyone up for success. You will leave the team knowing it is in good hands, that it will continue to be successful for years to come. A helpful tool to achieve this is a Development Table. Here is an example: 2

4 ROLE PRESIDENT VP OF FINANCE VP OF PROJECTS Currently in role Jamie John Amanda Could be ready next year Laura Rob Allan Should attend Enactus DEVELOPMENT Need to improve public Need to learn how to use World Cup to learn more REQUIRED speaking abilities QuickBooks about world-class projects As the leadership team, it s important that you identify top-talent among your new recruits. If you notice someone has a lot of potential, have a conversation with them about their future within Enactus. Show them they are valued, provide them with growth opportunities, and help them develop the skills they are lacking, so that they are ready to take over when their time comes. 1. Elect new student leaders prior to the date their term actually begins, so they can learn and shadow the existing student leader. 2. Continue to have ongoing student leader work with incoming ones even after their term expires to help them with the transition. 3. Make sure to give detailed job descriptions to each new leader a. It s important for them to know what they are responsible for, but they should also have a certain level of flexibility in order to make the role their own. Remember, it s all about empowering your members to be the best they can be! 4. Schedule a transition meeting for old and new student leaders to exchange ideas. 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. Functional leaders (such as the VP of Marketing, VP of Finance, VP of Human Resources) should exist to support these Project Leaders, by (for example) promoting their projects in the community, raising funds for said projects, or recruiting new members to fulfill project staffing needs. An established structure avoids too much bureaucracy, fosters teamwork, and provides valuable project management experience to the team members. 3

5 One of the most important tools your team can create to help with succession and sustainability is the yearly transition handbook the official blueprint of your Enactus team. If someone who knew nothing about your team read this document, they should immediately understand what your team is about. Another vehicle for this document can be an online shared drive. This drive would be uploaded with all team encompassing documents and can easily be transferred year over year. Suggested Items to Include In Your Transition Handbook 1. Team Organizational Chart 2. Team Mission, Goals and Objectives 3. Team Constitution (see example at end of document) 4. Team Bylaws (see example at end of document) 5. Tentative Calendar of Events 6. Sample Agenda (see example at end of document) 7. Complete summaries of ongoing projects/project outline 8. Copy of past Annual Reports and competition presentations (including most recent) 9. Tentative dates and deadlines for items due to Enactus Canada 10. Contact information for the entire team (use Active Team Sheet) 11. Contact information for BAB members, institutional and fundraising contacts 12. Media contacts 13. Enactus Program Manager contact information 14. Team financial documents This handbook (or online shared drive) should be updated throughout the year on an ongoing basis and at the end of each academic year, preferably at the year-end meeting of the Enactus team leaders, It should remain in the Enactus team office (if you have one), with the Faculty Advisor, or with the incoming team leader or president. The notebook will become particularly important if your Faculty Advisor does not return or if the majority of your team graduates. 4

6 BE LEGIT - Register 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. o This will allow you to take advantage of activities for registered groups, such as club fairs and so on o It often comes with a little bit of funding as well MEET WITH YOUR TEAM - 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. o Remember that Enactus isn t just about being in meetings. Yes, you should meet with your team regularly so that everyone can be on the same page and know what s on the go. But a significant amount of work should happen outside of those meetings (or else, what are you discussing at said meetings?) o Some teams have regular co-working time, where they book a room and get together weekly to get Enactus work done, whether that s contacting new potential partners, brainstorming new project ideas, answering s, etc. TRACK MEMBER INFORMATION - Collect the contact information for each member and create a team roster so that you can contact everyone as needed o Your Program Manager has shared a Google Folder with you, which contains an Active Team List spreadsheet your membership information should be recorded there on an ongoing basis. COMMUNICATE Set up an internal communication tool to keep your members up to speed on what s happening. This can take many shapes, so be sure to select the one that works best for your own team. Examples include: Facebook groups, apps such as Slack or Asana, , etc. 5

7 ARTICLE I ARTICLE II NAME: The name of the organization shall be Enactus (institution name) MEMBERSHIP: All regularly enrolled students of (institution name) that are interested in having a positive impact on (name of City), the Country of Canada and the world in general. (Insert any other specific eligibility requirements) ARTICLE III MISSION: The mission of this organization shall be to provide members the best opportunity to make a difference and develop leadership, teamwork and communication skills through learning, practicing and teaching the principles of entrepreneurship. (Insert your team s specific mission statement) ARTICLE IV EXECUTIVE STUDENT LEADER: Elected executive leaders of Enactus shall be the president, vice-president, and project manager. Elected leaders shall serve for a period of one year (insert term here), beginning on the first day of the academic year. (Change to reflect your team s specific organization structure) A, PRESIDENT: His/Her duties shall be to preside over Enactus meetings and vote in case of a tie, to appoint chairpersons of Enactus committees, and to act as the chief executive of this Enactus organization. In case of vacancy in this office, the Vice-President shall serve as acting President. Enactus will vote for a new President at the next regularly scheduled meeting following the President s resignation. B. VICE-PRESIDENT: His/Her duties shall include performing the duties of President when the President is unable to; assist committees in dealing with policies and procedures of the Enactus organization; and, in the case of permanent absence of the President, assume office pending approval of the organization. A vacancy in this office shall be filled by the President, and a new Vice-President will be voted on and appointed at the next regularly scheduled meeting. 6

8 C. PROJECT MANAGER: His/Her duties shall consist of assisting the committees dealing with activities, and planning and coordinating regular and special functions/activities pertaining to the project. The President shall fill this vacancy in this office, and a new Project Manager will be voted on and appointed at the next regularly scheduled meeting. ARTICLE V PROJECT COMMITTEES: It is hereby established that the goals and objectives of the Enactus organization shall by carried forward through committees, which will be organized as deemed necessary. The committees shall be separately defines, established, and deleted as necessary. ARTICLE VI IMPEACHMENT: Any leader may be impeached by a petition of the fifteen percent of the members, or by a 2/3 vote of the voting members present at a regularly scheduled meeting. Definite charges must be brought. A notice of one regularly scheduled meeting must be given to the leader and active voting members. A 3/4 majority of the active voting members present and voting shall be necessary to remove the student (change this based on your organization needs and preferences) ARTICLE VII ADVISOR: Advisor(s) shall be the Enactus (institution name) Faculty Advisor(s) ARTICLE VIII MEMBERSHIP QUALIFICATIONS: All active voting members must attend at least 50% of the regularly scheduled functions/activities and be active on at least one committee (project). Members who do not regularly participate in 50% of the functions/activities for a two month period and serve on one committee will be placed on a probationary status. To be removed from probationary status, the member must attend 75% of the function/activities for a two-month period and/or become involved in one committee. If the probationary requirements are not fulfilled at the end of the two-month period, the probationary member will be dropped to a nonvoting member. To be reinstated to voting member, the non-voting member must attend 100% of the functions/activities and/or serve on one committee or for a consecutive period of two months. (Change according to your team s requirements) 7

9 ARTICLE IX FINANCIAL AUDIT: Financial accounts are to be audited by a disinterested party each year, preferable before the accounts are turned over to the newly elected Secretary/Treasurer. (change to fit your team s needs) ARTICLE X AMENDMENTS: Proposed amendments to this Constitution must be submitted to the Enactus President in writing. If approved by a 2/3 of the total membership of the organization, a special election shall be held at the next regularly scheduled meeting vote on the proposed amendments. A 3/4 majority vote of those Enactus members voting in the special elections shall be necessary for the acceptance of the amendments. ARTICLE XI ADOPTION: The Constitution shall be in full force and effective immediately upon passage by a simple majority of the Enactus members voting in the special election. NOTE: The above example is just an example. Please tailor/change the document to suit your team s specific needs. The beauty of Enactus programs is that students have the ability to delegate and operate the functions of their team; no single team will run the same way as the next. Remember to create a document that fits for your team. 8

10 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 III. Membership Section 1 Membership is open to all academic majors/programs Section 2 There shall be at least one faculty advisor, which must be a paid employee of the institution. Article IV. Student Leaders Student Leader positions shall be president, vice-president(s), and project managers. These positions shall be filled by election from the Enactus body. Article V. Duties of Student Leaders Section 1 The organization shall hold an annual election of leaders in the last week of (INSERT MONTH). Section 2 Nominations shall be taken from the Enactus body and are elected to positions by a majority vote. Section 3 New student leaders 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. (change as necessary) Article VIII. Amendments 9

11 This constitution may be amended by a majority vote of the body as long as at least half of the entire body is present. NOTE: The above example is an example. Please tailor/change the document to suite your team s specific needs. 10

12 DATE: TIME: LOCATION: Meeting Agenda Absent: Meeting Topics Agenda Item: Presented By: I. II. III. IV. V. 11