PRIA Volunteers Training

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PRIA Volunteers Training

• Carol Foglesong
• Diane Swoboda Peterson
• PRIA Summer Conference
• July 3, 2006

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So you are (or want to be) a PRIA Volunteer?

• What am I supposed to be doing?
• What help/resources are available?
• How long do I serve?

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Purpose of Committees

• Represent, involve and serve PRIA members
• Train future PRIA leaders
• Facilitate group participation in problem solving
• Provide a forum for interests within PRIA
• Unify, represent, motivate, coordinate,
  consolidate and communicate

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What am I supposed to be doing?

• Serve as the focal point to get a specific task
  or project completed
• Facilitate the work of the committee
• Provide oversight for the committee
• Elicit participation by others

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More on what you are supposed to be doing

• Ensure timely communication
• Within the committee
• Within PRIA
• Provide a balance between private and public
  partners
• Take responsibility for a PRIA priority task

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Qualities of an Effective Volunteer

• Communication skills
• Participation
• Leadership
• Administrative Skills

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Qualities of Volunteer (1)

• Communication Skills
• Demonstrates ability to communicate
• Demonstrates willingness to listen (communication
  is not solely talking)
• Participation
• Demonstrates active participation and interest in
  PRIA
• Commands prestige and respect
• Has knowledge of the subject
• Thinks in terms of PRIA goals

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Qualities of Volunteer (2)

• Leadership
• Commands attention and inspires others
• Demonstrates ability to create a positive work
  atmosphere
• Controls without dominating
• Understands how the committee fits in to the
  larger work of the association

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Qualities of Volunteer (3)

• Administrative Skills
• Demonstrates willingness to take the initiative
• Demonstrates ability and willingness to carry out
  responsibilities
• Supports orderly procedures for conducting work
• Understands the role of staff

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Responsibilities of Volunteer (1)

• Attends all meetings
• Accepts and supports the committees charge
• Plans committee meetings and agenda (with staff)
• Knows and announces (reads) the PRIA Intellectual
  Property Rights statement

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Responsibilities of Volunteer (2)

• Exercises leadership
• Maintains records and relevant information on
  committee work
• Moves members toward participation and decision
  making
• Evaluates committee efforts and communicates
  accomplishments to the committee and PRIA
  leadership

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Basic Roles of Co-Chairs

• Lead
• Call the meeting
• Provide agenda
• Enunciate IP Policy
• Foster discussion
• Seek concurrence
• Assign tasks
• Set meet deadlines

• Report
• Written quarterly updates (minimum)
• Send to President PRIA Coordinator
• Submit Board agenda items
• Provide updates to Board

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What Volunteer Can Not Do

• Commit to expenditure of funds may make
  recommendation to Board regarding funds
  expenditure for committee
• Express opinions or represent positions in the
  name of PRIA unless specifically authorized by
  the board or the executive committee

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Chairs Role as Facilitator (1)

• Be a facilitator dont hold court
• Guide, mediate, probe, and stimulate discussion
  let others thrash out ideas
• Encourage a clash of ideas, but not of
  personalities
• Prevent one-sided discussions

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Chairs Role as Facilitator (2)

• Deal with dysfunctional behaviors
• Keep discussions on track
• Monitor participation control talkers and draw
  out silent members
• Use well-placed questions, seek points of
  information and clarification periodically
  summarize

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Chairs Role as Facilitator (3)

• Be sensitive to feelings of members
• Keep the group focused on the central question
• Seek consensus, but unanimity is not required
• Close the meeting by noting achievements

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Decide who will do what

• Arrange committee meetings
• By phone, by email, in person
• Agenda
• Write and distribute before your meeting
• Meeting notes
• Write and distribute after your meeting
• Plan conference session programs
• Secure speakers
• Review speaker presentations in advance

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What help/resources are available?

• Booklet by John F. Schlegel Enhancing Committee
  Effectiveness, ASAE
• Web publishing and/or distribution handled by
  PRIA Webmaster
• Information on contacts and/or people expressing
  interest
• Insight/advice from other volunteers

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How long do I serve?

• You serve until you die (just kiddingsort of)
• Typically for one year, renewable up to 3 years
• For the life of the committee or work group
• Until project is completed and work paper
  approved/adopted
• Until an appointee replaces you

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Important to Note

• Dont agree to serve unless you are willing to do
  the work
• If you cant be a successful chair for whatever
  reasons at this time, agree to serve on the
  committee
• When you make a commitment, abide by it or find
  someone else to take your place
• Show you can be dependable demonstrate your
  talents and interests

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Weve got a lot of work to do

• PRIA has ambitious plans and projects
• Focused and friendly volunteers are of prime
  importance
• Get the work done, but have a good time doing it
• Be able to take a joke or teasing give as good
  as you get
• Communication is key
• Emails, calls, updates
• Keep the information flowing in all directions

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Welcome to our ranks

• Volunteers, please step forward
• Your presence ensures our success
• Together we can make it happen
• We are the leaders by virtue of being present

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Volunteer/Confirm Now
Contact Mark Monacelli, PRIA President 218.726.267
5 or email monacellim_at_co.st-louis.mn.us
OR Stevie Hughes, PRIA Coordinator (919)
433-0121 or email stevie_at_imiae.com