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Empowering board and effective committees


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Majid Shabbir's Presentation Lahore

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Empowering board and effective committees

  1. 1. Effective Committees Presented by Majid Shabbir Secretary General Islamabad Chamber of Commerce & Industry
  2. 2. Effective Committees • Empowering Board and Secretariat and delegating authorities? • Why a Committee? • Basic Components of Effective Committees • Characteristics of Effective Committee Chair Objectives
  3. 3. Effective Committees • Who and how the Board and Secretariat can be empowered to perform efficiently and effectively ? • Orientation of Board • When President/Chairman decides to stop micromanagement. Empowering Board and Secretariat and delegating authorities?
  4. 4. Effective Committees • Presidents role should be visionary. • Grooming and capacity building of Board members and employees • Board needs to appoint committees for strategic actions, and empower staff for implementation. Empowering Board and Secretariat and delegating authorities?
  5. 5. Effective Committees Breakout Session I • What is an effective Board? • What are the benefits of effective Board and Secretariat? • How staff should be empowered to accomplish the assigned task ?
  6. 6. Effective Committees • Carry out work of the organization • Represent, involve, and serve members • Provide training ground for future leaders of the organization Why Committees?
  7. 7. Effective Committees Group/ Team Communication Contribution Trust Acceptance Creativity Appreciation Collaboration Cycle
  8. 8. Effective Committees How do you form Committees?
  9. 9. Effective Committees Composition Agenda ResourcesKPIs Self EvaluationPerformance Cycles of Effective Committees
  10. 10. Effective Committees • Clear written purpose • Effective committee chair • Thoughtfully appointed members • Accountability to the Board • Well-run meetings Basic components of Effective Committees
  11. 11. Effective Committees Written description • There should be a written description of what is expected from each committee • The description should summarize the purpose of the committee, its composition • Selection procedure, and the specific duties of the committee
  12. 12. Effective Committees • Committee name -- suggests importance and functions • Objectives --precise and achievable objectives • Duration – timings of actions should be specified • Authority to act -- advisory role or Board delegates authority • Resources -- secretarial support , meeting room, food etc. • Budget – may or may not be required • Membership – how to chose total members • Reporting – actions on assigned tasks, accountability Committee definition -- purpose
  13. 13. Effective Committees • Preferably be a board member • Not necessarily the technical expert • Works well with others • Organizes effectively • Motivates others • Keeps people on task • Good communication skills Traits of Committee Chair
  14. 14. Effective Committees • Prepare and present committee reports with the support of staff • A trendsetter to help produce an effective successor • Set agendas • Call meetings • Allow all members opportunity to contribute • Assign responsibilities and follow up Responsibilities of Chair
  15. 15. Effective Committees • Be familiar with goals of organization and its by-laws • Select members • Orient new members • Report to Board or Executive Committee • Praise member contributions • Conflict resolution Responsibilities of Chair
  16. 16. Effective Committees • Talk the most at meetings • Make all the decisions • Allow one or more people to dominate the meeting • Cut people out of discussions • Make people feel foolish or useless Chair does NOT………
  17. 17. Effective Committees Committee Members • They should be appointed with the following focus Do they have skills, experience and commitment to contribute effectively? • Volunteers – match needs of committee to skills and interest of members • Number depends on amount and nature of committee’s work Valuable tool for developing and testing new leadership
  18. 18. Effective Committees An effective meeting is: • Effectively led • Participatory • Agenda focused • Result oriented Meeting Management
  19. 19. Effective Committees Great committee meetings don’t just happen • Set dates in advance • Send reminders • Send agenda with supporting documents • Start and end on time • Focus discussion Meeting Management
  20. 20. Effective Committees • Title of meeting • Date, time, and location • Approval of prior meeting minutes • Old & new business • Date, time and location of next meeting Effective Committee Meetings -- Agenda
  21. 21. Effective Committees • Prepare • Report absence in advance • Listen • Speak up • Ask questions • Consider all options and share views Effective Committee Meetings – Members responsibilities
  22. 22. Effective Committees • Legal document • Keep accurate records; avoid unnecessary information • Prepare as soon as possible after meeting Effective Committee Meetings – Minutes
  23. 23. Effective Committees • Title of meeting • Date, time, and location • People present, excused, absent • Corrections to previous meeting minutes • Actions relating to previous meeting • All motions and outcomes of votes • Items to be discussed and decided • Date, time and location of next meeting Effective Committee Meetings – Minutes Items
  24. 24. Effective Committees • Details of debates • Facts of what is said; only include what is done • Vote count – outcome is enough Effective Committee Meetings – NOT to include in Minutes
  25. 25. Effective Committees Accountability • Written committee function that describes what the board expects from the committee. • This should be in line with the overall vision and mission of the institution, measureable outcome and timelines
  26. 26. Effective Committees Self evaluation/Feedback • Were the issues discussed substantive? • Were the materials provided helpful in understanding/resolving the issues? • Was the discussion future oriented? • How can our next meeting be more productive? • Based on today's discussion, what should we discuss in the future?
  27. 27. Effective Committees A committee can be a very effective working force of an organization if the committee has; Summery a clear written purpose the committee chair is chosen based on leadership skills members are chosen to align committee needs with member skills and interest members are chosen strategically to develop new leadership for the organization Committee meetings are conducted efficiently
  28. 28. Effective Committees Breakout Session II • Form a committee of your choice • Mention why this committee is needed • Set the objectives • Set timeline of activities • Identify the required resources • Make an execution plan
  29. 29. Effective Committees