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6 Habits to
Build in Your
Components
(& for CRPs)
Say cheese…
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What tech tools will help lessen
the administrative burden on
my chapter leaders?
How do I build more resilient
components and volunteers?
Who We Are
“ You do not rise to
the level of your
goals. You fall to
the level of your
systems.”
James Clear
Atomic Habits
Habits That Got
Chapters Into Crisis
6
Strategic
Scattered, un-focused
program planning & resource
allocation
Focused on the now without
looking down the road
Reliance on copy ‘n paste
mentality
Over-reliance on same leaders
No effective volunteer
development & leadership
succession planning
7
Tactical
Leaning on weak financial policies
(hazards: financial mismanagement,
fraud, snagged in phishing & scams)
Weak IT practices (hazards: security
breaks, maintenance issues, etc.)
Not paying attention to legal stuff
(hazards: conflict of interest,
antitrust, copyrights abuse, missed
filings, risky contract language)
Poor records keeping (hazards:
unknowledgeable leaders, slows
recovery from missteps and
disasters)
6 Habits to Help
Component Leaders Build
9
Consider …
Restructure leadership & volunteering
(embrace ad-hoc volunteering)
Collaborate with & leverage what’s
available from HQ
Sunset activities that no longer serve or
drain
Right-size chapter
activities and leadership
job descriptions.
01
CRP Action: Change the list of must
do’s. Provide admin services.
Habit #1
1
0
Consider …
Schedule quick check-ins with your HQ
connection
Build in regular contact with other chapter
leaders
Use your chapter leader discussion group
Solicit feedback and input on ideas,
programming
Stay in touch with your
CRP and chapter leader
community.
02
CRP Action: Pick up the phone and
have a real-time conversation.
Habit #2
1
1
Consider …
Keep a compliance checklist in an
accessible place; create a calendar with
reminders for
Federal and state tax dates
Website domain and hosting
expiration dates
Get training & bookmark easy tips to
return to when you need a refresher
Learn and play by
the rules.
03
CRP Action: Provide a compliance
checklist and calendar; create simple tips
and easy-to-find resources.
Habit #3
1
2
Consider …
Document SOPs
Have current volunteers update P&P they
use to get the job done
Consider video messages to “hand-down”
learnings
Put everything in
writing or video.
04
CRP Action: Create templates &
checklists; consider offering management
systems that automate procedures
Habit #4
1
3
Consider …
Assess your leadership skills & target
areas to learn more about
Take advantage of training offered
Organize a boot camp
Build learning into board meetings
Dedicate time to
learning.
05
CRP Action: Dose out learning in easily
consumed chunks. Expand access to your
leader development. Reward learning.
Prioritize “need-to-know” list.
Habit #5
1
4
Consider …
Build time in board meetings for strategic
issues
Talk to chapter leaders from other associations
Tap into the what if …
Build your own futurist group of members
Practice the 10/10/10 rule
Think strategically and
innovatively about your
chapter and its legacy.
06
CRP Action: Share research, trends & intel
from the national/global perspective. Collect
& share bright spots.
Habit #6
1
5
Consider …
Create a scouting team
Use a member profile to build a list
Create & publish a list of microvolunteering
opportunities
Create informal mentoring opportunities
Offer opportunities to build leadership
knowledge & skills
Constantly develop
volunteer and leadership
talent.
07
Action: Promote the value of chapter
volunteering and support chapters in building
their succession strategy.
BONUS
Ask Questions
Use powerful questions
in all communications.
Habits for CRPs to Build
Make appointments
Schedule 1:1 time with
chapter leaders to listen
and learn.
Bright Spots
Share bright spots so
chapters learn from
each other.
Stay Up-to-Date
Keep up-to-date on
legal, financial,
communications &
technology so you can
spot a problem early.
Billhighway Mariner Management
• Current financial reporting
• Chapter member engagement
data
• Number of events they’re hosting
• Types of events they’re hosting
• Percentage of members and non-
members attending
• Discovering your chapter ROI
• Innovating your chapter structure
• Rethinking your volunteer strategy
• Training & developing chapters
leaders
• In-depth & quick bites
Tap
us
for…
With Billhighway, you can see chapter
performance data in real time—no
more nagging chapters for:
Want more? Contact us for a 15
minute chat.
Your chapters need help? You
need help with your chapters?
Want more? Contact us for a 15
minute chat.
Thank You!

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6 Habits to Build in Your Components (& for CRPs!)

  • 1. 6 Habits to Build in Your Components (& for CRPs)
  • 2. Say cheese… Yes, we’re recording this webinar! Please fill out our post-webinar survey We’ll share the slide deck, chat & recording in a follow-up email Attending live earns you 1 CAE credit
  • 3. What tech tools will help lessen the administrative burden on my chapter leaders? How do I build more resilient components and volunteers? Who We Are
  • 4. “ You do not rise to the level of your goals. You fall to the level of your systems.” James Clear Atomic Habits
  • 6. 6 Strategic Scattered, un-focused program planning & resource allocation Focused on the now without looking down the road Reliance on copy ‘n paste mentality Over-reliance on same leaders No effective volunteer development & leadership succession planning
  • 7. 7 Tactical Leaning on weak financial policies (hazards: financial mismanagement, fraud, snagged in phishing & scams) Weak IT practices (hazards: security breaks, maintenance issues, etc.) Not paying attention to legal stuff (hazards: conflict of interest, antitrust, copyrights abuse, missed filings, risky contract language) Poor records keeping (hazards: unknowledgeable leaders, slows recovery from missteps and disasters)
  • 8. 6 Habits to Help Component Leaders Build
  • 9. 9 Consider … Restructure leadership & volunteering (embrace ad-hoc volunteering) Collaborate with & leverage what’s available from HQ Sunset activities that no longer serve or drain Right-size chapter activities and leadership job descriptions. 01 CRP Action: Change the list of must do’s. Provide admin services. Habit #1
  • 10. 1 0 Consider … Schedule quick check-ins with your HQ connection Build in regular contact with other chapter leaders Use your chapter leader discussion group Solicit feedback and input on ideas, programming Stay in touch with your CRP and chapter leader community. 02 CRP Action: Pick up the phone and have a real-time conversation. Habit #2
  • 11. 1 1 Consider … Keep a compliance checklist in an accessible place; create a calendar with reminders for Federal and state tax dates Website domain and hosting expiration dates Get training & bookmark easy tips to return to when you need a refresher Learn and play by the rules. 03 CRP Action: Provide a compliance checklist and calendar; create simple tips and easy-to-find resources. Habit #3
  • 12. 1 2 Consider … Document SOPs Have current volunteers update P&P they use to get the job done Consider video messages to “hand-down” learnings Put everything in writing or video. 04 CRP Action: Create templates & checklists; consider offering management systems that automate procedures Habit #4
  • 13. 1 3 Consider … Assess your leadership skills & target areas to learn more about Take advantage of training offered Organize a boot camp Build learning into board meetings Dedicate time to learning. 05 CRP Action: Dose out learning in easily consumed chunks. Expand access to your leader development. Reward learning. Prioritize “need-to-know” list. Habit #5
  • 14. 1 4 Consider … Build time in board meetings for strategic issues Talk to chapter leaders from other associations Tap into the what if … Build your own futurist group of members Practice the 10/10/10 rule Think strategically and innovatively about your chapter and its legacy. 06 CRP Action: Share research, trends & intel from the national/global perspective. Collect & share bright spots. Habit #6
  • 15. 1 5 Consider … Create a scouting team Use a member profile to build a list Create & publish a list of microvolunteering opportunities Create informal mentoring opportunities Offer opportunities to build leadership knowledge & skills Constantly develop volunteer and leadership talent. 07 Action: Promote the value of chapter volunteering and support chapters in building their succession strategy. BONUS
  • 16. Ask Questions Use powerful questions in all communications. Habits for CRPs to Build Make appointments Schedule 1:1 time with chapter leaders to listen and learn. Bright Spots Share bright spots so chapters learn from each other. Stay Up-to-Date Keep up-to-date on legal, financial, communications & technology so you can spot a problem early.
  • 17.
  • 18. Billhighway Mariner Management • Current financial reporting • Chapter member engagement data • Number of events they’re hosting • Types of events they’re hosting • Percentage of members and non- members attending • Discovering your chapter ROI • Innovating your chapter structure • Rethinking your volunteer strategy • Training & developing chapters leaders • In-depth & quick bites Tap us for… With Billhighway, you can see chapter performance data in real time—no more nagging chapters for: Want more? Contact us for a 15 minute chat. Your chapters need help? You need help with your chapters? Want more? Contact us for a 15 minute chat.

Editor's Notes

  1. As James Clear states, “You do not rise to the level of your goals. You fall to the level of your systems.” When systems become outdated and ineffective, chapters fall into bad habits that inhibit their growth and endanger their future. Join us for a webinar to learn how to coach and support your chapters as they develop better habits. We’ll share strategies to make small, sustainable changes. This webinar is hosted by Billhighway & Mariner Management. Attending live will earn you 1 CAE credit.
  2. Yes, we are recording this! And we’ll share the recording and slide deck afterwards. @Peggy, say “Sarah start the recording” and then switch to the next slide and pause for a minute  Wait to talk until you hear “This recording has started…”
  3. Let’s Meet the Team – This webinar is brought to you by the fab partnership of Billhighway & Mariner Management! In fact this topic comes out of our work. You may think you are buying a tech solution from BH or a chapter solution from MM but you are also bringing in change management.  We’ve discovered something about that – we’ll call Chapter’s Change Readiness Quotient that drives today’s conversation @Billhighway – Chapter Management Solution. We increase ROI across your entire organization by providing technology tools to help chapters perform better; as well as delivering member engagement and component performance data to headquarters. @Peggy - Mariner – Let’s create the greatest possible value for your members and volunteers! Our Shared Purpose​ To build community the component relations community and connect CRPs. 
  4. Start your next chapter leader training session or newsletter with this reminder from James Clear, the author of Atomic Habits:   When systems—processes, mindsets, traditions, and practices—become outdated and ineffective, chapters fall into bad habits that inhibit their growth and endanger their future.  We believe based on research this is what has happened to our chapters! So they can’t weather the ups and downs (covid, limited volunteers)
  5. The habits that fail them fall into 2 buckets When systems—processes, mindsets, traditions, and practices—become outdated and ineffective, chapters fall into bad habits that inhibit their growth and endanger their future. 
  6. Strategic – 5 habits Scattered, un-focused program planning & resource allocation - Focused on the now without looking at down the road at key trends > leads to copy ‘n paste mentality which 1st 3 locks in worn-out events and activities  Over-reliance on same leaders (no effective volunteer development and leadership succession planning) - Last 2 means short-cuts & stale ideas
  7. Tactical 4 habits here Poorly designed financial policies & procedures with sloppy hand-off year to year > leads to financial mismanagement, fraud, snagged in phishing & scams, and compliance issues with fed and state filings   Not implementing IT security practices or missing back-ups > leads to cyber security risks, inability to recover critical data  Not understanding the legal side of the leadership responsibility so skips training > leads to legal missteps, serious and not too serious, from conflict of interest, antitrust, copyright issues, poorly written contracts  Not keeping back-ups of critical information in a central location > leads to struggles when new leadership comes in, hampers leadership succession, stalls recovery from disasters 
  8. We asked how do we help chapters change bad or risky habits which uncovered healthy habits (see the blog post) and let’s focus in on 6 What we’re suggesting overall – is to shift your training focus and your communications on building habits that will support chapters https://www.billhighway.co/7-bad-chapter-habits-how-to-break-them/
  9. #1 – admin tap BH GOOD CHAPTER HABIT: RIGHTSIZE CHAPTER ACTIVITIES AND LEADERSHIP JOB DESCRIPTIONS. Continually asking are we being efficient with our time, our talent and our program of work. We take on too much and we ask volunteers for more than they can give. It’s a chicken & egg. Chapter leaders should review the chapter’s and HQ’s capabilities and strengths before deciding how they can best serve members. Sunset duplicative activities that take up volunteer and leadership time.   Share responsibilities among more members by restructuring leadership positions. Delegate work to committees, project teams, and other volunteers. Recruit microvolunteers to fill temporary gaps.  BAD CHAPTER HABIT: TRYING TO BE A MINI-NATIONAL Duplicative efforts are wasteful, especially for chapter leaders who are stretched thin. Chapters should let HQ do what it does best for members, while they focus on what they do best—and what they can do well.   When a chapter takes on too much, the leader’s job is supersized. Martyr leaders try to do it all, while more reasonable leaders feel like they’re letting people down. Both types are at risk of burnout.  As a result, in the rush to plan and launch programs, decisions are postponed and administrative work is set aside. Exhausted leaders may even step down unexpectedly.   In the long-term, members become reluctant to take on supersized leadership roles. Leadership positions are left vacant or cycled through a rotating cast of increasingly fatigued volunteers.
  10. #2 GOOD CHAPTER HABIT: STAY IN TOUCH WITH YOUR CRP AND CHAPTER LEADER COMMUNITY. CRPs can turn this situation around, but it takes extra effort. Solicit feedback and opinions from estranged chapters. Offer to serve as their liaison to other HQ staff. Schedule quick check-in meetings. Ask retired or active chapter leaders to check in on them too.  Whatever you do, don’t rely on email to resolve misunderstandings and difficult situations. Pick up the phone and have a real-time conversation. BAD CHAPTER HABIT: STAYING ALOOF FROM HQ AND OTHER CHAPTERS If you’ve ever inherited an incommunicado chapter, you know how hard it is to bring them back into the fold. When incoming leaders model the “us vs. them” mindset of outgoing leaders, they never get to experience the benefits of a good relationship with HQ. They miss out on advice, resources, and introductions to chapter peers. 
  11. #3 GOOD CHAPTER HABIT: LEARN AND PLAY BY THE RULES. Thank goodness CRPs have mastered the art of gentle nagging! But chapters need instruction too. After data privacy training, hopefully, they won’t keep spamming.   Provide a compliance checklist and calendar that reminds chapters about:  Federal and state tax returns and reports  Website domain and hosting expiration dates  Event deposit due dates  Software subscription expiration dates  BAD CHAPTER HABIT: NOT KNOWING (OR IGNORING) RULES AND DEADLINES Some chapter leaders don’t follow rules, file paperwork, or meet deadlines. Whether ignorance or obstinance is to blame, the results aren’t good.  A letter from the IRS announces the end of their tax-exempt status.  The website goes down because the domain expired.  Membership prospects mark chapter emails as spam because they were added to the mailing list without permission.  
  12. #4 – bh simplify & standardize which in turn reducing training/offsets pressure on volunteers/makes info more shareable GOOD CHAPTER HABIT: PUT EVERYTHING IN WRITING OR VIDEO. Document standard operating procedures (SOPs)—the processes and procedures for how things get done. “Over-the-shoulder” videos might be easier for leaders than typing it all out. Every officer and chair should leave behind instructions and tips for doing their job, including debriefs on events, programs, and their year in office.  Create a checklist of what incoming chapter leaders need. Provide templates to get them started. Offer to securely store usernames and passwords as well as important legal documents. Provide management systems that automate as many of these procedures as possible.  BAD CHAPTER HABIT: KEEPING INSTITUTIONAL KNOWLEDGE IN THEIR HEAD If chapter leaders don’t share history, document procedures, keep templates on file, or safely store passwords, institutional knowledge has to reside in someone’s head. Now that’s scary.   When leaders don’t set up incoming officers, directors, and chairs for success, the new team starts at a disadvantage. They’re in the dark about relationships, programs, issues, and other need-to-know information. 
  13. #5 GOOD CHAPTER HABIT: DEDICATE A LITTLE TIME EACH WEEK TO LEARNING. Open up leadership training to more volunteers. They can learn along the way, instead of at the last minute, when thrust into a leadership position.   Make learning convenient and fun for busy professionals with little time for chapter duties. Dose it out in easily consumed chunks that members can access on your website.  Schedule live online instruction too, so members can learn alongside their peers. Host a chapter leader online community or Slack where leaders can learn from each other and from “retired” leaders.  During leadership onboarding, show leaders where everything lives on your website. Organize training resources by function: finance, events, marketing, IT and cybersecurity, governance, etc.   Prioritize their “need-to-know” list. Require incoming officers to get financial and other critical training via brief webinars, video series, or online learning programs. Use your learning management system to track attendance.  Every month, choose a theme for your chapter leader training, community, and newsletter, for example, membership, cybersecurity, event marketing, or sponsorships.   Last but not least, build in guardrails that limit the likelihood a chapter leader will make serious mistakes, such as automated financial, event, and communication systems you can easily monitor.  BAD CHAPTER HABIT: NOT ACCEPTING THE NEED FOR TRAINING Chapter leaders are not association or event management experts. In their daytime jobs, chapter leaders may manage people, lead a department, or run a business, but chapter leadership is not like any job they’ve had before.  Many leaders don’t dedicate enough time to training because they assume they can handle the role. But if they don’t follow recommended procedures, costly mistakes can result. Outcomes are dicey when chapter leaders don’t understand:   Financial controls  Legal liabilities  Conflicts of interest  Antitrust and copyright infractions  Contract negotiations  Cybersecurity incidents  Taking shortcuts means taking risks. 
  14. #6 GOOD CHAPTER HABIT: THINK STRATEGICALLY AND INNOVATIVELY ABOUT THE CHAPTER AND ITS LEGACY. Chapter leaders must aside time at every board meeting to discuss strategic issues, including the chapter’s future—not just the next quarter, but the next few years and beyond.   How are members and their needs changing?   Who is part of our community and who isn’t but should be?   What skills will leaders need? Which members have those skills?   What trends will affect our members and their companies?  What do we want to leave for the next generation?  10/10/10 – Suzy Welch, biz writer: feel in 10 min, 10 months, 10 year Invite a rotating list of members to serve on a futurist group to research these questions and report back to the board. Talk to chapter leaders from other associations. How are they dealing with issues and trends that are similar to those faced by your members?   CRPs can help by reporting what they see from a national or global perspective. Collect and share chapter bright spots—successful new ideas from chapter leader peers.   BAD CHAPTER HABIT: FOCUSING ON THE FAMILIAR AND THE “HERE AND NOW” Because chapter leaders never have enough time—see bad habit #1—they do what’s easiest to accomplish and what absolutely has to get done. Many operate on autopilot, copying and pasting what their predecessors did. Since they don’t have the bandwidth for innovation, members end up seeing the same old programs and sponsors get the same old packages.   Because they’re focused on immediate issues, leaders don’t dedicate enough time to thinking about the chapter’s future. They don’t invest resources in developing future leaders. They don’t set aside funds for the technology needed to improve operations and the member experience.  
  15. #7 – I know we said 6 but here’s one more that is maybe less a habit and a goal GOOD CHAPTER HABIT: CONSTANTLY DEVELOP VOLUNTEER AND LEADERSHIP TALENT. Identify the competencies truly needed for the chapter board and charge a scouting team with finding qualified candidates. Scouts review volunteer profiles and membership applications, ask for referrals, and invite candidates to volunteer and participate in leadership training.  A microvolunteering culture encourages members to get involved, especially those who are wary of committing too much time. Publish an updated list of microvolunteering opportunities on the website and in newsletters. To encourage participation, chapters should value and recognize all volunteers, not just committee members.  Strengthen the leadership bench with informal mentoring and greater delegation of leadership duties. Leadership succession issues disappear when chapters take good care of their leadership pipeline.  Above all, if you want someone to volunteer, ASK! Make it personal.  Better chapter habits start with small sustainable changes. CRPs can coach and support chapters as they develop new habits, but chapter leaders are more likely to stick with new habits when their peers hold them accountable.   BAD CHAPTER HABIT: WAITING FOR QUALIFIED LEADERS TO RAISE THEIR HAND Popular confident members raise their hands for leadership positions, but they don’t always have the competencies a chapter needs. Meanwhile, qualified members are out there but haven’t been asked, aren’t in the right network, or aren’t interested in taking on the heavy leadership workload.  As a result, chapters rely on the usual suspects who eventually stop raising their hands. When the leadership pipeline goes dry and positions remain empty, the chapter itself is in peril, along with the membership experience.  
  16. Habits for CRPs to Build  Regular communication focused on asking powerful questions  Make appointments with chapter leaders to listen, learn Sharing bright spots that let chapters learn from each other  Keeping up-to-date on legal, financial, communications & technology so you can spot a problem early 
  17. Want to dive deeper into cultivating better habits for yourself & your components? Join us next month in DC or Chicago! Can’t travel? You can join virtually… Use discount code "Webinar" to save $15 on your registration (does not apply to group tickets) - promo ends 3/22 Register now >> ​ https://CEXBuildingComponentSuccessWashDC.eventbrite.com​ https://CEXBuildingComponentSuccessChicago.eventbrite.com​ ​ https://www.eventbrite.com/o/billhighway-amp-mariner-management-14579915962#events 
  18. Billhighway Software like Billhighway allows for a healthy balance of association visibility and chapter autonomy. You can see chapter performance data in real time—no nagging required. For example, with Billhighway, you can see the: Full financial picture of chapters Insight into member data Number of events chapters are hosting Types of events they’re hosting Percentage of members attending Percentage of non-members attending Mariner We are all about optimizing your local presence, whether it’s the traditional chapter or something else. We help you empower volunteers, improve the member experience, answer tough questions about components.
  19. Any questions? Thank you! ​ Remember to check out our resources >> ​ https://www.billhighway.co/associations/resources/ ​ https://marinermanagement.com/resources ​ https://www.billhighway.co/7-bad-chapter-habits-how-to-break-them/ ​ Subscribe to our newsletters >> ​ https://www2.billhighway.co/Subscribe​ https://marinermanagement.com/resources/subscribe/ ​