Rotary 5910 District Team Training
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Webinar content from the Rotary 5910 District Team Training (Feb 2012) -- for Assistant Governors & Committee Chairs

Webinar content from the Rotary 5910 District Team Training (Feb 2012) -- for Assistant Governors & Committee Chairs

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  • Good evening Rotarians! I am Kent Hutchison, your moderator for session 1. We appreciate you joining us this evening and ask for your patience as we deliver the FIRST District 5910 training seminar. We have been working hard to ensure a smooth presentation but as we all know…the best laid plans! We plan to record the session and will send a link to each of you in the event you want to review something which was covered in tonight’s session. The majority of our District Team Leadership have years of experience so we see this as more of an informational session. Please contact us if you fee additional training is necessary.
  • Let’s go over the basic functions on the control panel which you should see on your screen. You can click on the orange box to hide/show the control panel. Try it. Next decide how you want to participate. You can use mich and speakers if your computer has a built in mich. If you can not hear us please click on phone and call in on the phone number which appears. Enter the access number and you will be given a pin number. Enter the pound sign on your phone then the pin number and hit the pound sign again. All participants will be muted during the session. We may unmute a few of you to check sound. Finally if you have a question please type it in the Question box located at the bottom of your control panel. So let’s try that…did you sleep well last night? I can see several of you are creatures of the night. We will answer some of the questions if we have time at the conclusion of this session and the remaining questions will be answered.
  • KENT : Our speaker today is District Governor-Elect Brenda Walker. I will now turn the session over to Brenda. BRENDA : Good evening everyone and thank you for joining us for first District 5910 webinar. First I want to thank Kent Hutchison who will serve as our Social Media and Technology Chairman next year. He has been very helpful in working to present this webinar today and I appreciate his enthusiasm and guidance. I’m excited about the use of GoToWebinar primarily due to the economic benefits to our members. For example, Saturday’s webinar included 20 participants so we calculated the round-trip miles which would have been driven if the meeting had been in Livingston which is centrally located. We assumed one car from each of the cities represented on the call and the total mileage was 2,572. At .55 cents per mile plus another $20 per person for registration, the grand total in economic benefit was $1,815.00!!! This amount is enough to pay for a year’s subscription to the service. The added value is savings in snooze time and you can be at home in your pajamas! We all enjoy being together in person for fellowship but we will have lots of opportunities such as District Conference, Membership/Foundation Seminar, All Club Assembly the Int’l Conference and gathering such as GSE and YE. GTW will serve as another communication tool to help us achieve our goals. Assistant Governors, Some of you are in your 2 nd or 3 rd term as an AG but we also want to welcome to the team our newest AG’s Roschelle Springfield, Frank Dickey and Doris Lockey. I told them to look to their fellow AG’s or me for assistance if needed. Each of you should have received your AG manual and I hope you’ll take some time to review them prior to our All Club Assembly. It will help guide you and serve as a reminder your basic responsibilities. We have discussed taking some new approaches next year and I am especially appreciative of your willingness to serve as my official representative to take the RI President’s message to the clubs in July & August. This will allow us to get out the message early in the year so please begin now contacting your clubs and scheduling the visits. I have notified the PE’s by email that you will be contacting them soon. Many of the clubs are already scheduling programs into July and August so time is of the essence. I would also like to print your visits in the official directory and due to print deadlines I ask you to send me this information no later than March 23 rd when we meet at PETS. Speaking of PETS I am excited all of you can come and work with your President-Elects. Let’s focus on strengthening your relationship as you progress through the year. Remember you are the liaison between your clubs and the district.
  • Let’s begin with responsibilities.
  • I sent You the basic talking points for the RI Theme Speech you will present to your clubs in July & August. Basically you will cover the emphases of RI President Sakuji Tanaka. The areas of focus for his term are: Polio Eradication, Peace Forums, Foundation Goals, Future Vision, Branding Initiative, Membership Development and Rotary Club Central. If you’ll take a few minutes for introductory remarks and then a couple of minutes or so for each topic you can easily fill a 20 minute program. I will also give you a supply of theme pins. Not everyone likes pins so I would suggest you leave a handful on the registration table. You are an important part of the District team and should make every effort to attend all the main district meetings. You may be called upon from time to time to assist with these meetings. While you are visiting the clubs take time to listen and be on the lookout for emerging leaders in the club. Our Rotary future will depend on how well we do on developing the talent in our district and to ensure continuity. We need to start an earnest plan for succession and encourage shadowing. In your AG Manual on page 4 you will see a suggested timeline which will help you along the year. Try to visit quarterly (once when I make my visit)…I realize you are all very busy and I will not hold your feet to the fire about 4 visits in the year. Just do the best you can but stay in touch with a phone call or email. Goals-we will work on Foundation Goal, Membership Goal and Planning Guide at assembly and will complete at PETS. These forms will help us establish our district goals for the year. Keep me posted of progress and especially with any issue which might be detrimental to the club. Club Leadership Plan – RI recommended structure for Rotary Clubs. Basic silos are Club Administration, Membership, Service Projects, Foundation and Public Relations. As you know we will be transitioning to Future Vision which will require extra effort on the leadership team to get the clubs educated and certified. You will also fill out a Memo of Club Visit each time to attend one of your clubs to jog your memory. I will send you a reminder to submit the year end “Memo of Club Visit” to me by May 15, 2013. As you visit your clubs acknowledge and celebrate their success! Also help the incoming AG’s for 2013-2014 by discussing strengths/weaknesses of your clubs you pass on.
  • You are an important part of the District team and should make every effort to attend our district meetings and I may call on you from time to time to assist with these meetings. You will be installed on June 23 rd in Palestine so plan now to attend.
  • While you are visiting the clubs take time to listen and be on the lookout for emerging leaders in the club. The future of Rotary depends on developing the leaders of tomorrow so we need continuity.
  • I will be depending you to keep me informed about the clubs and to help me reinforce the messages from the district.
  • The manual of procedure states you should visit your clubs at least quarterly but I know from experience this is not always possible so I will ask you do your best and if you can’t visit quarterly then at least touch base with the President and see how things are going.
  • Now let’s switch to Club Responsibilities. In your AG Manual on page 4 you will see a suggested timeline which will help guide you through the year.
  • Communicate! Communicate! Communicate! I can’t stress that enough! You will be one of the family by year end!
  • We will be working with the President-Elects at the All Club Planning Assembly as well as PETS on three main goals: Membership Goal Foundation Giving Goal Planning Guide for Effective Clubs The forms will also help us define our district goals in these areas. I want our clubs to define the direction of the district and not vice versa. In other words from the bottom up! Our clubs are the reason we exist and I want to make every effort to let our Presidents know how much we appreciate the Rotary effort their clubs put forth in their respective communities.
  • Keep me posted on the progress of your clubs and especially if anything comes up which might prove detrimental to the club. Together we will work toward a solution.
  • The Club Leadership Plan is the RI recommended structure for our clubs and the main categories are: Club Administration, Membership, Service Projects, Foundation, and Public Relations. If a club has not implemented the plan then encourage them to do so. As you know next year is the transition year to Future Vision which will require extra effort on the leadership team in order to train and certify the clubs.
  • You should be the cheerleader for district meetings! In addition to learning we have a lot fun and develop friendships with our members. We will have several meetings including the Membership/Foundation, Mid-Year (which I plan to host as a Webinar), Assembly, and the District Conference. I am going to ask each President to have a role in the conference such as hosting a table, pledge, invocation or some other manner because it is my hope to have the district well represented. Then there is the biggie…the RI Convention June 23-26 in Lisbon Portugal. I would especially enjoy seeing as many of you AG’s there as possible. It will be a lot of fun so start saving NOW!!
  • Reporting Each time you visit one of your clubs try to fill out a Memo of Club Visit which will serve to remind you what you saw and heard and any areas which may require extra attention. I don’t need the quarterly visit reports but I will have to have a FINAL MEMO OF CLUB VISIT for each of your clubs by May 15, 2013 and I’ll send you a reminder toward the end of the year.
  • YEAR END Your year will pass quickly so take the time to acknowledge and celebrate the club’s successes! When you reach the finish line, let’s also help the incoming AG’s for 2013-14 by discussing with them the strengths and weaknesses of the clubs which will be passed on to them.
  • My desire is to be a “Service Above Self” Governor with regard to service projects. I want to assist with as many service projects as possible or perhaps attend a Foundation dinner or a fundraiser as my official visit. I will be contacting the President-Elects shortly to get my schedule established early. Once my calendar is in place I will let you know so you can hopefully be in attendance for my visit.
  • RESOURCES: District & Club Leaders – look within the clubs for the experience and insight to the clubs culture Publications-Manual of Procedure, Governor’s Newsletter, Directory, The Rotarian Facebook – D5910 Facebook Page – Kent is going to help us move deeper into the Social Media realm next year Online – RI Website and Webinars Resources are easily accessible.
  • Relax but be prepared. Be early to meeting and/or events. Communicate, communicate, communicate. Develop a relationship with each President. Outline expectations early. Visit each club four times (one each quarter) – if not more often. Always follow through. Be gracious and write thank you notes. Attend all District meetings. Go when and where you’re invited. Develop a folder on each Club. Promptly answer all calls, e-mails, notes, letters, etc. Become acquainted with and use your Rotary International and District resources. Complete all of your required paperwork and meet deadlines.
  • Good evening Rotarians! I am Kent Hutchison, your moderator for session 2. We appreciate you joining us this evening and ask for your patience as we deliver the FIRST District 5910 training seminar. We have been working hard to ensure a smooth presentation but as we all know…the best laid plans! We plan to record the session and will send a link to each of you in the event you want to review something which was covered in today’s session. We will also have a repeat live session on Tuesday, Feb. 28 th . The majority of our District Team Leadership have many years of experience and so we see this as more of an informational session. Please feel free to contact us for additional training if needed. Next slide…………..
  • Let’s go over the basic functions on the control panel which you should see on your screen. You can click on the orange box (error) to hide/show the control panel. You can also right-click on the arrow and “uncheck” the auto hide so it won’t move back and forth. Try it. Your box ORANGE BLOCK WITH WITH ARROW GREEN BOX WITH WHITE MIC BLUE CIRCLE WITH 2 WHITE SCHEES BLUE CIRCLE W/HAND AND GREEN ARROW Next decide how you want to participate. You can use mic and speakers if your computer has a built in mic. If you can not hear us please click on the circle by the telephone on the control panel and call in on the phone number which appears. (telephone number plus multi-digit access number # pin #) Enter the access number and you will be given a pin number. Enter the pound sign on your phone then the pin number and hit pound again. All participants will be muted during the session. We may unmute a few of you to check sound. Finally if you have a question please type it in the Question box located at the bottom of your control panel. So let’s try that…did you sleep well last night? I can see several of you are creatures of the night. We will answer some of the questions if we have time at the conclusion of this session. Q&A’s will be answered and emailed back to you. NEXT SLIDE……..
  • Definition – “Rotary District”
  • Support club and district activities and promote the committees message.
  • Chief Organizer Acts as organizer and motivator Resource for committee members Share information from RI and District Monitor Progress Promote and attend district meetings and facilitate if needed Work with AG’s and keep Governor informed
  • QUESTION: Where does your committee fall within the these categories and focus on supporting these elements? ANSWER: In all four. By becoming an engaging and active committee you can have a positive impact on all of these elements. And I encourage you to keep these elements in front of yourself as you develop committee activities. Remember: “ A district…shall exist solely to help the individual Rotary club advance the Object of Rotary.” ~ Manual of Procedure
  • Communicating with Clubs Before working with clubs, committee chairs (and committee members should consult with the governor to ensure that committee strategies and ideas support district goals . Also look at how you can enhance your committee’s work through collaboration with other committees. An example would be RYLA (Rotary Youth Leadership Awards) working hand-in-hand to promote the Youth Exchange Program; as well as working with Lamar University’s Rotaract (using Rotaract members as facilitators). The idea is to cross-promote RI programs. Leverage collaboration with other committees. Back to COMMUNICATING WITH CLUBS – ensure that district and club leaders receive appropriate information about your committee’s activities; including but not limited to activities, events, deadlines, ect. And don’t forget to invite club members to become active with your committee (this is how we grow our District leadership team). The more a club understands your committee’s function and structure – the more potential you’ll have for strengthening club activities and projects. Communicating with Clubs --- We will revisit this issue in a moment.
  • Key Relationships……..or really a better way is to say…… NEXT SLIDE
  • We need you to have a collaborative effort for a successful year Remember, you’re working with VOLUNTEERS - Volunteers with different communication styles, different time commitments, different skills. As a committee chair you have to develop, foster, and nurture relationships with Committee Members District Governor Assistant Governors Club Presidents, ect. DO NOT TRY TO DO EVERYTHING BY YOURSELF. This is a receipt for failure. It is critical that you build relationships with others for your committee to be successful. Also we want to set the District up for success in the future. As a committee chair – you are critical to this.
  • (and document these strategies – and share shamelessly
  • There are multiple ways you can use to communicate with the clubs throughout the district. Website District Meetings Governor’s Newsletter Assistant Governors Direct communication with club presidents Visits to clubs Social Media Let’s look at each of these methods individually….. NEXT SLIDE..
  • Experienced Rotarians within the club Club Trainers Governor Elect & Nominee PDG's Directory Websites (District & RI) RI Committees RI Training Leaders Secretariat - John Hewko Manual of Procedure The Rotarian Club Newsletters All Publications found at  www.rotary.org
  • Continuity – brief the DG and inform the DGE of unfinished projects Meet with new committee members and share your experience Pass on valuable information to the next in line! Document, document, document
  • Why Communication? The essence of relationships, especially team working relations is communication. It is through communication that Rotarians share information, make decisions, solve problems, and accomplish our day-to-day responsibilities/assignments. If you are unable to communicate well together, it is difficult to work closely and effectively as a team.
  • Basic Communication What is really the purpose and essence of communication? The accurate transfer of information (facts, intents, feelings) from one person to another.
  • Basic Communication What is really the purpose and essence of communication? The accurate transfer of information (facts, intents, feelings) from one person to another.
  • Don’t assume your clubs know everything. Call or email he President and ask if they have seen the latest greatest news.
  • PDG’s Member Access Rotary.org The Rotarian Manuals “ Been There…Done That” folks who are experienced and can warn you of pitfalls or give you sound shortcuts
  • Well organized “just the facts Jack” information to give the clubs and committee members direction
  • It is our goal to offer added value and minimize travel time and costs with this tool.

Rotary 5910 District Team Training Rotary 5910 District Team Training Presentation Transcript

  • Rotary District 5910 Kent Hutchison District Team Training Seminar February 28, 2012
  • Control PanelNote: if you’re having problems withaudio – please type a message in the Question Box located at bottom of Control Panel
  • Assistant Governors DGE Brenda Walker Your Role and Responsibilities
  • District
  • Sakuji Tanaka RI President
  • Attend District Meetings
  • Identify Future District Leaders
  • Assisting the District Governor
  • Quarterly Visits to your Clubs
  • Club Responsibilities
  • Stay in touch
  • Club Responsibilities• Assist with goals
  • Monitor Progress and Problems
  • Promote ClubLeadership Plan
  • Promote attendance at meetingsPromote attendance at meetings
  • ReportingReporting
  • Year EndYear End
  • Peace thruService
  • Resources
  • Thoughts (tips) from previous AGs
  • Assistant Governor Roles & Responsibilities Questions
  • Thank you for attending theDistrict 5910 AG Training session FUTURE ROTARIAN My Grandma’s Shameless
  • Brenda WalkerDistrict 5910 Governor 2012-2013 903-731-6309 Office 903-731-2486 Cell BRENDA.WALKER@ONCOR.COM
  • Part 2 Begins at 8 p.m. Rotary District 5910District Team Training Seminar Part 2 – Communication / Committee Responsibilities February 28, 2012
  • Rotary District 5910 Kent HutchisonDistrict Team Training Seminar Part 2 – Communication / Committee Responsibilities February 28, 2012
  • Control PanelNote: If you’re having problems withaudio – please type a message in the Question Box located at bottom of Control Panel.
  • “A district…shall exist solely to help the individualRotary club advance the Object of Rotary.” ~ Manual of Procedure
  • Committee ChairsYour Role and Responsibilities
  • The committee chair is theCHAMPION(or chief organizer) of the committee
  • Elements of Effective Clubs  Sustain & increase membership  Successful service projects  Support The Rotary Foundation  Develop club leaders beyond the club level
  • Communicating with Clubs
  • KeyRelationships
  • Relationships are Key
  • Communicate Relationships are Key with other Committees
  • Meet Regularly Relationships are Key (even virtually if necessary)
  • Develop Best Relationships are Key Practice Strategies
  • CommunicationTools Available
  • CommunicatioDistric n with Clubs tWebsi
  • DistrictCommunication with Clubs Website
  • CommunicationDistrict with ClubsMeetin gs
  • Governor’sCommunication with Clubs Newsletter
  • CommunicationAssistant with ClubsGoverno rs
  • Direct Message Communication with Clubs to Club President
  • Communication with Visit to Clubs Clubs
  • CommunicatioSocial n with ClubsMedia
  • Resources
  • When Your Year is Finished
  • Committee Chair Roles & Responsibilities Questions
  • Communicatio nOur Role and Responsibilities
  • What is the purpose and essence of communication?
  • The accurate transfer of information fromone person to another.
  • Ask your audience what is their preferred method for receiving information.
  • Share information shamelessly
  • Utilize Rotary International (RI) and District resources
  • Have a written communication plan for your relationships with clubs
  • Questions
  • Thank you for participating in the first District 5910 webinar!
  • DGE Brenda Walker Kent Hutchison Social Media / Technology Coordinator903-731-6309 Office 903-731-2486 Cell www.facebook.com/kent.hutchis on903-731-2486 Home @HutchisonKent BRENDA.WALKER@ONCOR.COM Hutchison.Kent@gmail.com