Table of Contents

Time Management

Suggestions for Better Time Management

To-Do List Suggestions

What is effective Delegation?

How to employ these steps

What to remember

Benefits of

Sample

What are they?

How to get them

How to keep them

Why do we need them?

Help! I have Stage Fright!

How to run an effective meeting

How to handle debate

Sample Agenda

Sample Minutes

Advisors

Do we have one?

What do they do?

Advisor's Checklist

Dear President,

Congratulations on becoming the President of a campus organization! Your new role will provide you with many challenges and rewards. Under your leadership your organization has an opportunity to reach its full potential.

This guide was created to help you become better prepared to lead your group. This year our Student Activities Intern worked very hard to create new sections on the constitution, how to handle conflict, and the role of the advisor.

The Student Activities Staff is eager to assist you in your endeavors. If you have a quick questions about your organization, please feel free to just stop in one of our offices. If you have a concern about your group, please make an appointment with one of the Student Activities Advisors. This appointment will ensure that we have enough time to talk about your issue.

We would like you to know that we do offer many leadership workshops throughout the year which are designed to help you and your members deal with common problems. We also offer the "World of Interest" leadership conference in January. This conference allows you the opportunity to attend several leadership related workshop in half a day.

We also have a Officers' Council which will meet to discuss the concerns common to all groups. This council will foster communication between groups and address common issues in an open environment. We hope that you choose to become a part of this important organization.

Again, congratulations on obtaining your organization's highest position! The Student Activities Staff looks forward to working with you this year.

Sincerely,
Sally Cayan & Pat Keenan
Student Activities Advisors

By accepting the highest position in your organization, you have chosen to add one more job to your daily routine. Time management will be critical for your success as an officer and a student.

Suggestions for Better Time Management

1. Develop a daily to-do list and follow it.
2. Decide what projects can be delegated.

Create a daily to-do list
A daily to-do list consists of items to be completed in order to stay on schedule. This list may contain items for both yourself and your organization. Smaller items that will lead to the completion of a project should be on this list.

There are many different types of styles of lists that you can choose from. Some leaders enjoy the "free-style" type of ripping a corner off of a page and jotting down a note or two. Others prefer actual forms to fill out and file in a 3-ring binder. Either style is acceptable if it meets your needs.

Listed below are several suggestions to keep in mind while preparing your to-do list.

1.Any type of list will suffice: any size, any style, any form. The list just has to be right for you. Keep in mind that you may want to keep your lists consistent in size if you wish to file them for future reference.

2.Put everything you need to accomplish on the list. This will clear your mind and allow you to focus on ideas and relax.

1. Prioritize the remainingitems on your list. There are many styles for this as well. Some like to give the important items an A rating, the semi-important items a B rating and the items that really do not have to be done today a C rating. Others simply place stars next to the really important items.

2. You may want to further prioritize your list. With the letter system, you can add numbers to the system. For instance: A1, A2, A3, and so on. This makes it easier to see at a glance what the most important items are.

3. Make only one list and know where you placed it last.

4. Update your list throughout the day and make a new list each day. Some leaders prefer to remake their lists at the same time each day. Some do it over breakfast and others at the end of their work day.

Officers/members also sometimes need to be shown how these projects fit into the overall success of the organization. Before this "training" can take place, you must understand the potential of delegation and exactly what you expect out of your officers/members and most importantly--yourself. Once this training is completed you can delegate tasks to the various members. Delegation is different from assigning. Assigning is basically telling someone what to do, while delegation is a mutual agreement between individuals.

Steps to Effective Delegation
STEP 1: LOOK AT YOUR PRESENT POSITION

A. What decision do you make most often?

B. What duties can someone else do?

C. In what area(s) do your members need development?

D.Do you or some of your officers/members need more project variety?

A. Delegate a whole project - not just bits and pieces.

B. Consider all the details and necessary steps for a successful project completion.

C. Decide the level of authority needed by the member to accomplish the project.

D. Think about how this project fits into the overall accomplishment of the organizational goals.

A. What are the interests and abilities of your members?

B. Who needs a challenge? Would this project provide one for this individual?

C. What is the work load of the member?

D. Has an individual expressed interest in the task?

A.Review all of the details and necessary steps for a successful project completion with the member.

B. Decide on a mutually agreeable time frame for project completion.

C.Explain the level of authority the member will have while completing the project.

D.Decide on a mutually agreeable reporting system during the project's time frame.

E.Explain how the project fits into the overall accomplishment of the organizational goals.

A. Are you allowing the member the level of authority you agreed upon?

B. Is the project on schedule?

C. Are you getting the reporting system you agreed upon?

D. Are you reinforcing the accomplishments of the member?

E. Are you taking corrective measures when necessary?

F. Are you available for the member's questions?

G. Remember to say thank you.

1.Remember that a person may need a different reporting system depending on the project.

2. Remember to give all the information needed to complete the project successfully.

3. Remember to define the level of authority you are giving the member.

4. Remember to be available for the member's questions.

5. Remember to reward the member for a job well done.

Proper delegation is definitely something that is learned and must be practiced. At first delegation may seem more of a bother than what it is worth, especially when you are spending a lot of time training members.

However, once the members know how to complete various projects, your time will be freed up. This will allow you to do short and long term planning with the group. Trust us, in the end delegation is well worth all your time and effort.

A constitution should have your organization's purpose statement, types of officers, and membership/voting requirements.

Below you will find a sample constitution for your modification.

SAMPLE CONSTITUTION of the UMD Far Side Fan Club.

Members are those great individuals that come to meetings and assist with the goals of the organization. They deserve respect, courtesy, and compassion. They also deserve your honesty and tact. Without members you do not have an organization.

How to do we get some?

The reason people join organizations is because of the benefits that are offered. These benefits can be expressive (as in a political or service organization), social (simply a place to gather with people) or educational (as in an academic related organization). There can also be a combination between the benefits offered.

Your organization can hold membership drives for members by setting up an information table in the Kirby Student Center. Advertise for the table and or your meetings with your benefits proudly displayed. If your organization is strictly social - advertise that it is a great place to relax from the academic realm.

You may also plan events such as bowling trips, picnics, or sleigh rides and invite all interested students to come. A good way to let everyone know about your event is to advertise through posters. You can also contact the Residence Hall Assistants and ask them to tell their residence about your event.

Student Activities provides a list of names of those individuals who listed your organization as an interest when going through orientation. You should contact these individuals and inform them of the purpose of your organization and how they can both benefit from the organization and how the organization can benefit from them.

How to keep them ("...they were just here last week...")

There are many ways to keep members. But they take time. They take commitment. And above all, they take sincerity.

1. Find out all of your member's names. Use them. When members come into meetings, if it is feasible, greet each by name and thank each for coming as they enter the room. Call on members by name when recognizing them during discussions. Greet them by name in the hallway.

2. Spend a little time with all new members before the meeting begins if possible, but definitely before the individuals leave for the day. Offer to answer any questions they have and give them a list of officers and a purpose statement so they may have a way to reach you. Acknowledge them during the meetings--through a smile or by asking them questions.

3. Find out when their birthdays are. This can be easily accomplished if, at each meeting, an attendance sheet is passed around with a "question of the week" on it. This is a great way to find out information without using up meeting time. Compile the birthday information and celebrate all birthdays.

4. Notice who is at the meetings and who is not. If a new or a core member misses a meeting, send the individual a quick e-mail note to say that you missed him/her that day and look forward to seeing the individual at the next meeting.If a member misses several meetings, send the individual a written note saying you have not heard from them in awhile and are wondering how they are and if they are still interested in the organization. This will save you time and money contacting them if they are not interested. It also shows that you care about your members.

5. Encourage social activities to take place within the group. Camaraderie is the best way to soften future conflicts or to ease problems.Its also a great way to build friendships.

Figure 1: Sample Letter to member

There are rooms to reserve, agendas to plan and type, and speakers to contact. There is only the amount of work in meetings that you wish to put into them, however, keep in mind that what you put in is not always what you will get out of them. Sometimes you get more, sometimes less.

Help! I have Stage Fright! What do I do?

So in hopes that this essential medium of doing business is successful and does get the results intended, read on to the 6 steps to conducting an effective meeting.

When calling a meeting, make sure that it is announced earlier enough so that people can make time to attend. Make sure members know what the meeting is called so that they can exchange valuable information, share personal concerns, explain sensitive issues, solve problems, and ultimately make important decisions. Limited discussions and uninformed decisions are the results of meetings where participants did not know what was expected of them. If you feel the need to simply "get together" as a group, schedule a social event.

Second, prepare an agenda of the meeting.

This agenda should include the order of topics in the meeting to be discussed. The agenda should be sent to the participants far enough in advance for them to do their background work and come prepared for discussion.

Third, take "action minutes."

Action minutes record everything including what action the group decided to take instead of just the group's discussion. This will help keep future meetings moving since this information is close at hand.
Fourth, provide important handouts.

During a meeting when lists, schedules or other details are discussed, handouts can be beneficial. It prevents people from having to write long lists, assures that members have accurate dates, and enables then to see the scope of the project. Handouts eliminate the overwhelmed sensation some individuals have when trying to listen, write, and comprehend the information at the same time.

Fifth, add variety to the meetings.

Sometimes it is necessary to change the normal schedule of a meeting to prevent monotony. Occasionally, you can invite guest speakers to your meeting, include an ice breaker, meet in a different location, provide refreshments, and/or entertainment at the end of the meeting.

Sixth, always start and end the meetings at the designated times.

It is not necessary to wait for late arrivals.In addition, make sure you tell speakers the approximate time they are scheduled to speak. This will allow you to remain on schedule and will be appreciated by your members.

How to handle a debate on an issue

Debates can be wonderful ways to discuss items of interest within an organization. They can also create hostility if not handled appropriately.

On the next page you will find a list of an effective way to keep a meeting in order and still allow for the necessary disagreements and various ideas which make your organization strong. Keep in mind that even when these tips are followed to the letter, problems may still arise. Just remember to keep your cool and remain neutral so you may better understand the points of view and potential solutions.

1. Give the ground rules. Each person may only have the floor for a certain amount of time - especially if time is of the essence in your meetings. Each individual is allowed to speak only once before being called on again so that all members who wish to speak may do so. Do not allow the debate to become personal. This is an issue oriented task. It is not about someone's likes or dislikes of another.

2. Ask for the goals of each side and what it would take to achieve them.

3. Write them down and read them back to the group. If one side wishes to sell hotdogs and the other side wishes to sell t shirts, write down the pro's and con's of each side.

4. Ask them if a compromise may be reached that hotdogs be sold for one fund raiser and the next fund raiser have the t shirts, or vise versa. Typically if each side is achieving something out of the deal, the individuals will be happy with the outcome.

5. Thank all members involved in the debate afterwards and again after the meetings. Encourage those who took part in the debate to assist one another in planning for the desired project. Keep in mind that this is a team effort, it is the organization winning the debate over an issue. It is not a coalition winning the debate over an issue.

Figure 2: Sample Agenda for a Meeting
Figure 3: Sample Actions Minutes for Meeting
Figure 4: Checklist to use planning meetings

It is important to remember that not all conflict is bad. Conflict is sometimes necessary to arrive at a decision that will benefit the organization. There is a difference, however, on what type of conflict you find yourself dealing with. There are two types of conflict: constructive and destructive.

Constructive conflict condemns group think and is a healthy way to disagree about an issue. This type of conflict can be handled as a general debate over an issue.

Destructive conflict fosters coalitions in the organization and creates internal problems such as undermining and immaturity.

There are possibilities to assist with destructive problems or to prevent them from happening, however.

Handling Destructive Conflict Between Members

1.You must learn to stay neutral when dealing with serious conflicts. It is not easy, especially if you favor one member over another, however it needs to be done.

2.If a member confides in you that s/he is having a serious problem with another member/officer ask them for the details (keep in mind it will be one sided) and ask what that individual thinks should be done to solve the problem. Then ask the individual to give you the problem - in its entirety - in writing. This has two advantages. First, a member is not allowed to "bring up other issues" later on. And second, tempers tend to cool when one is forced to write out - for the record - what the problem is.

3.Speak to the individual in question and ask if there is a conflict occurring - many times an individual has no idea that someone is having trouble with him/her. If the member is aware of the problem, ask the member to follow the same steps you asked the other member to follow.

4.Ask the individuals if they would be willing to sit down in a confidential meeting with each other and yourself. This is essential to regaining trust and dissolving the conflict.

5.Set up the meeting with plenty of time for all parties so no one will feel rushed or threatened.

6.Set the rules for the meeting at the very beginning. They are to remain polite to one anotherand not interrupt each other. They each will get their turn to talk.

7.After the rules are set, ask the individual who has the problem to explain what the problem is according to his/her point of view. The member needs to be specific and concise. A sentence such as "he just bugs me at meetings..." will not suffice. Instead, "I feel belittled the way he speaks over me when I am talking during meetings..." will work.

8.Allow each member to give his/her side of the story. Make sure that they speak to each other - NOT to you. They are the ones who have the problem and they are the ones who are going to solve it. You are there merely to keep the meeting in line and to witness the future agreements. Make sure you take notes of the main point of what is said on both sides of the issue.

9.After each member has spoken, ask the member who initially had the problem what s/he can do to solve the other member's problem. This also needs to be in specific terms. If the problem was that the member passed notes and laughed at the other member during meetings, a response of "Umm....I will try to be better..." will not fix the situation. Instead, a comment such as "I will respect you during meetings and not pass notes or laugh at you while you are speaking to the club" will help the repair process.

10.Follow those guidelines for each member. You may be surprised how little each can remember of the other's problem. That is part of your point. They are too wrapped up in their own side of the story to listen to the other side. This is why it is important for you to take notes.

11.After each solution ask the member with the problem if the solution is acceptable. If it is, move on. If not, ask him/her what they think it should reasonably be instead.

12.After all the solutions are written down and agreed upon, ask each member to sign the paper with the written solutions below the statement that reads: "I agree to these solutions and will try my best to live up to them to resolve this conflict." Sign your name as well. Date the document and make copies for all involved.

This method will not resolve all conflic. However, it will resolve some of the more serious ones in an organization. If the problems reappear between members, don't despair. Merely take out your copy of the contract and call a meeting with the members involved and ask what has changed so that the contract is no longer being followed.

Remain optimistic, sometimes all people need is a reminder.

Handling Conflict Between Yourself and Another Member or Officer.

This is a little sticky, however it can be handled gracefully as well with the correct foundation of understanding.

1.Use the same process listed previously, however, ask the advisor to mediate the meeting. This will keep you and the individual on the same playing field and no one will be concerned about rank.

2.Keep in mind that you may feel differently about the individual for a short time after such a meeting. It is important that you do not allow your temporary feelings to interfere with organizational business.

Not all organizations have an advisor. It is highly recommended however that you do for a few reasons. First, the advisor knows and understand regulations concerning campus organizations and can assist organizations with such regulations. Second, the advisor is occasionally the only link a group has from one year to the next. This is especially important when the organization "starts over" with many new members after the older ones graduate or move on.

What do they do?

Advisors are there to advise the group in whichever ways deemed necessary by the group. This type of advising should be worked out by the group and the advisor or by yourself and the advisor early in the year to save misunderstandings and communication problems.

To assist you in discovering what you would like the advisor to do, respond on a scale of 1-4 how important each function is for each of the following statements.

1 = Essential for the advisor to do
2 = Helpful for the advisor to do
3 = Nice, but they don't have to
4 = Absolutely not an advisor's function

The advisor is expected to:

_____ 1. Attend all general meetings.
_____ 2. Attend all executive meetings
_____ 3. Call meetings of the executive committee when s/he believes it is necessary
_____ 4. Explain University policy when suitable to the discussion
_____ 5. Explain University policy to the executive officers and depend upon them to carry out through their leadership
_____ 6. Explain University policy to the entire membership
_____ 7. Reserve an appointment with the officers before each meeting
_____ 8. Help the officers prepare the agenda before each meeting
_____ 9. Speak up during discussion when s/he believes the group is likely to make a poor decision
_____ 10. Speak up during group discussion when s/he has relevant information
_____ 11. Be quiet during general meetings unless called on
_____ 12. Exert her/his influence with officers between meetings
_____ 13. Take an active part in formulating the goals of the group
_____ 14. Initiate ideas for discussion when s/he believes they will help the group
_____ 15. Be one of the group except for voting and holding office
_____ 16. Attend all group activities
_____ 17. Require the officers to clear all expenses with him/her before the group makes financial commitments
_____ 18. Request to see the treasurer's books at the end of the quarter
_____ 19. Check the minutes before typing
_____ 20. Check all official correspondence before mailing
_____ 21. Get a copy of all official correspondence
_____ 22. Be a custodian of all group paraphernalia and records during breaks
_____ 23. Keep the official files in her/his office
_____ 24. Inform the group of infractions of their by-laws and rules
_____ 25. Keep the group aware of its stated goals when planning events
_____ 26. Veto a decision when it violates a stated objective, by law, or UMD policy
_____ 27. Mediate conflicts that arise
_____ 28. Plan leadership skills workshops
_____ 29. Announce the leadership skills workshops and conferences and strongly encourage members and officers to attend.
_____ 30. State advisor's responsibilities during first meeting of board
_____ 31. Let the group work out its problem, including making mistakes and "doing it the hard way."
_____ 32. Insist on an evaluation of each activity by those students responsible for planning it
_____ 33. Take the initiative in creating teamwork and cooperation among the group
_____ 34. Let the group thrive or decline on its own merits
_____ 35. Represent the group in any conflicts UMD staff.
_____ 36. Be familiar with UMD facilities, services, and procedures which affect group activities
_____ 37. Recommend programs, speakers, campus activities...
_____ 38. Take an active part in the orderly transition of responsibilities between old and new board members
_____ 39. Approve all candidates for office
_____ 40. Cancel any activities when s/he believe they have been inadequately planned

Please add any other ideas you have on the advisor's role:
(Adapted from: Organization & Advisor Manual. California State Polytechnic University, San Louis Obispo.)

The first step in setting up a fund raiser is to reserve table space for your day(s) with one of the secretaries in the Student Activities Office. The secretary will also give you a fundraiser request form. The secretary will either approve or deny the request. The main reason requests are denied is that another organization has already booked the same type of fund raiser for that day. You may re-submit your fund raiser for another day that is open on the secretarys' master calendar of fund raisers.

After your fund raiser is approved you need to fill out a cashbox request form. This form then needs to be taken to the Kirby Information Desk.

On the day of the event simply pick up your cashbox at the Kirby Information Desk, do your event and return the cashbox to the Desk attendant.

The Kirby Information Desk attendant will give the cashbox to the Kirby cashroom personel who will count your revenue and return it to the Kirby Information Desk. Please pick this money within three days of your event. Each group is allowed six fund raisers per year, no more than two per quarter.

2. What is the regulation on selling merchandise with logos and how can I obtain the official Bulldog logo?

Anything that is sold with a logo (i.e. T-shirts, mugs, ice scrapers, etc.) must be approved by the Student Activities Secretary, Bev Anderson. An exact sample or representative artwork or photograph of the item must accompany your fund raiser request form. To obtain an official version of the UMD Bulldog logo, you need to call John Brostrom (x7175).

3. Do we have to re-register our organization every year with the Office of Student Activities?

Yes, each organization has to re-register every year. This requires the current officers to obtain the human rights statement form and the re-registration form from the Student Activities Secretary. You will then be required to attend a registratio meeting. At this meeting you and the staff person will go over your completed forms and answer any questions you may have.

4. How can we receive leadership training?

Throughout the year, the Office of Student Activities sponsors a series of workshops for all organizational officers. The topics range from motivation of members to the recruiting and retaining members. The organization's officers and members may also attend "Follow the Leader" half day leadership conference which brings in many speakers who present workshops on a wide variety of leadership topics. This conference is held the third Saturday in January. Please keep your eyes open for these announcements.

5. How can we get more involved in all-University events such as the Organizational Fair and Winter Carnival?

You can contact the Student Activities Office for further information on all University programming. Announcements for meeting times and places will be placed in the organization's mailbox.

6. How can we improve communication with other groups?

There is an organization on campus called the Officers' Council. Each organizational officer is invited to participate in the meetings. You may also be a part of the Officers' Council alias by giving the Student Activities Office your e-mail address.

7. What do I need to know about on-campus checking accounts?

An on-campus checking account can be established by filling out a request form. This request form establishes an account number for the organization's history. Every year after the establishment of the account, the organizational president and treasurer need to fill out an account signature card. This card establishes who in your organization may sign your checks. When filled out, the card needs to be dropped off in the Student Activities Center.

To write out a check, simply fill out everything like you would on your own personal checking account except this time you leave the check number and the organizational counter-signature blank. You also need t fill out the bottom part of your check which tells you where your account currently stands. Bring your check to the Student Activities Center and Bev Anderson or Mary Jo Bowman will sign it as the official organization counter-signature. Bev and Mary Jo are in the office from 8:00 a.m. - 4:30 p.m., Monday through Friday (except from 12:00-1:00).

If you need to write a check on the weekend of after 4:30 p.m. on the weekdays, please have an individual member pay the bill and reimburse that member at a later date. If you run out of checks, Bev or Mary Jo will issue you more. There is no fee for receiving your checks and no minimum deposit.

To make a deposit,fill out the deposit slips located in the back of your checkbook. These deposit slips need to be filled out with your organization's name, account number, date and the amount of money in the deposit. This form needs to be signed by your treasurer and broughtto window 11 in the Darland Administration Building. The hours at this window is 8:30 a.m. - 3:00 p.m., Monday through Friday. The staff at the window would like you to also have two adding machine tapes of your checks only. You do not have to have an adding machine tape showing the amount of cash in your deposit. An adding machine is available for you to use in the Student Activities Office.

Once at the window, the staff will re-count the money, stamp your book with the date and time, tear out a white copy of the slip and leave you the yellow copy. Once a month you will get a computer print-out of all the transactions that occurred in your account. If your balance does not match the amount on the print-
out, call Sue Bosell (x7168). The most common reason why your books do not match the print-out is that your group made a transaction (deposit or withdrawal) after the computer cut-off date. This transaction will show up on your next month's statement. A voided check needs to be broughtin to either Bev or Sue so that the money can be added back into your account.

8. What happens if my group's checking account is overdrawn?

If your group's checking account is overdrawn, you will be charged a monthly $10.00 service fee until the situation is rectified. All service fees collected will be added back into the accounts as interest income at the end of the fiscal period.

9. What happens if our group is carrying outstanding bills from past years?
Your groups is still financially obligated for all debts incurred by your organization for past years rendered services and merchandise. Your officers will be notified of the overdue bills. The staff of Student Activities (x7169) will be happy to help your organization work out a payment plan to your creditors. We can work with you in developing a plan that allows to pay off your past debts without wiping out all of your organizations activities.

10. Can we seek out and advertise co-sponsorship of an event with an establishment or enterprise which manufactures or sells alcohol?
Registered student organizations and University students may not associate the name, logo or any identifying symbol of the University of Minnesota-Duluth with any establishment or enterprise engaged in the manufacture or sale of alcoholic beverages. This includes in advertisements, announcements, meeting notices, or any other public media.

11. What should we need to leave for next year's officers?

The Student Activities Guide
Organizational Registration Procedures
The President's Guide
The organization's current constitution
Records of last year's activities
Last year's goals or objectives
Present membership list
A list of resource people
Recommendations for next year

12. What should I do if the officers do not fulfill their responsibilities ?

Please notify the Office of Student Activities if you are having trouble with your officers. We will work with you to solve any problems that arise.

13. Can a student organization receive a University of Minnesota proof of insurance form if they are holding a fundraiser off campus?

A student organization will never be issued a University of Minnesota proof of insurance form. Unfortunately, the University does not consider student organizational activities as part of the integral function of the University.

14. How do I use inter-campus mail?

To send a piece of mail through inter-campus mail you can simply drop the piece off at any office. To send a lot of mail through inter-campus to campus housing you must separate the mail in to residence hall/apartment unit.

15. Can I show video tapes from the local video stores at my table in Kirby or as a fundraising event?

No, you may not show local video stores' tapes in Kirby or as a fundraising event. These titles are licensed to film distribution companies and they will sue your group should they find out about your event. There are lists of public domain films/videos at the public library and at the UMD library. These films/videos may be shown without a charge to your organization because the ownership license has expired. If you want to show a current film/video, please talk to one of the Student Activities Advisors. They will get you the current rental fee for the title you are interested in showing.

16. Do I need to obtain a liability insurance policy if I am putting on an event?

As long as your event is held in the Kirby Student Center, your group does not need to purchase a liability insurance policy.

.

Close and return > > >

< < < Contact us