NOMADS Leader Training

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NOMADS Leader Training

• Jeannie Coe
• Leader Trainer Coordinator

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Leader Handbook

• It is a useful organization tool to make sure you
  are doing what you are supposed to be doing when
  you are supposed to be doing it
• It does not/cannot speak to every problem
• The LAST 3 pages may be the most valuable
  information in terms of dealing with issues
• Revised June 08, it is a work in progress ?
• There are already changes that need to be made

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NEWS BREAK!!

• As of Sunday, 21 Sep 08,
• Agency Selection Committee (ASC)
• HAS CHANGED ITS NAME!
• Project Coordination Committee (PCC)

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TEST

• ASC now is the _______ (PCC)

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NOMADS Leadership

• Is not for everyone
• I dont want to lead, Id rather work- contrary
  to this popular belief, leading a NOMADS team is
  a lot of work!
• Is often challenging work in terms of being the
  liaison between the Agency and the Team
• Is absolutely essential to the success of
  NOMADS!! No leader No project

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Why NOMADS Leaders Lead

• NOMADS cannot function without Leaders
• Leadership is one of my gifts that I share with
  NOMADS
• I enjoy the challenge of leadership
• _______________________
• I have a better chance of getting the
  project I want if I sign up to lead the project.
  (percentage wise this was WAY done the list!)
• From recent survey of NOMADS Leaders

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Leadership Skills

• Leaders are NOT expected to know how to do
  everything. God has a way of putting the needed
  expertise on a team.
• The GREATEST leadership skills that you have are
• common sense,
• the ability to work with others (team and
  agency),
• the ability to listen,
• and a sense of humor.
• Be sure you take them along!

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Lets Start at the Beginningat the very BACK of
the Leadership HandbookIf you understand
NOMADS and how it works, you will be much better
prepared to lead a NOMADS project.
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From the Back

• NOMADS Statement and Guidelines-
  Clear expectations of
• The NOMADS Administrator
• NOMADS Leaders
• NOMADS members
• Agencies that NOMADS work for
• Every NOMAD receives a copy when they join- it is
  a great idea for leaders to have copies available
  for you and your team as a reminder of what you
  signed on for

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Moving forward from the Back

• NOMADS Membership Application
• Agency Application for a NOMADS Project- when an
  Agency submits an application, it is a wealth of
  information about the agency, the work to be
  done, contact people, parking, etc.
• ?Send to team?- probably not

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How Does the Agency Application Process Work??

• Referred to NOMADS
• Referred to Project Coordination Committee (PCC)
  member responsible for that area
• PCC member or designee visits the Agency to see
  the work to be done and make recommendations on
  parking, hook ups, team size, number of projects,
  etc.
• Agency submits the completed application to
  NOMADS
• PCC member receives copy and continues to work
  with Agency
• Project gets scheduled
• Leader signs up, team signs up, _____________
• Leader arrives, team arrives, 3 weeks later,
  Project completed
• Evaluations (Agency, leader, team members)
  including recommendations for another project
• There is a lot going on during this
  ____________ Leaders will be busy!

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Sample Time Line for Application

• For a Winter 09 Project
• Agency application was due NLT 31 March 08
• PCC reviews application/visits as needed
• Winter schedule finalized in August 08
• List sent to NOMADS in late August 08
• Leaders identify projects they will lead as well
  as work
• NOMADS assigned to project, Sep- Dec 08
• Project goes in winter 2009
• That is up to a YEAR ahead of time!!!

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Things Change!!

• Who of us knows exactly what we will need one
  year from now?
• Things change
• Priorities change
• Players (pastors, trustees) change
• Someone else may volunteer to do the work earlier
• Money issues- may not get funding as planned
• Leaders play a key role to get updated project
  information from the Agency and pass that updated
  information on to the team members
• Information on the Application may have changed
  as well you may have to dig a little

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Still moving forwardfrom the Back of the
Handbook

• Project Evaluation Forms
• Host Agency Evaluation Form (hours)
• Team Leader Evaluation Form
• NOMADS Team Members Evaluation Form
• PLEASE NOTE There is NO requirement for teams
  to do a project report! And for sure there is NO
  requirement or expectation that the Leader should
  do a project report!!!

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Project Evaluation Forms

• Returned to NOMADS, Carla reviews them
• If there are significant issues concerning NOMADS
  members, those evaluations are referred to the
  General Concerns Committee
• The evaluations then go to Chair of the PCC who
  reviews them and sends them on to PCC
• PCC uses them to work with Agencies to plan for/
  improve future projects.
• These evaluations are held in confidence
• If it isnt in writing, we really cannot do
  anything about it!

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Project Evaluation FormsLeader Feedback

• Leaders need feedback on how they are doing so
  that they can reflect and make changes
  accordingly
• Feedback is just feedback until the person
  receiving it puts it into perspective
• I try to send feedback to all leaders after
  projects- both the positive as well as the
  suggestions for change
• Please take the feedback in a positive light

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Project Evaluations are Important!

• Current return rate on project evaluations is
  almost 77 (up from 30 2 years ago!)
• 70 is GREAT but we cannot assume that
  everything is just hunky dory for the other 30!
  
• Please help us increase the return rate by
  encouraging your team members to return their
  forms! (group activity, NASE)

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NOMADS Accident Reporting Form

• No one likes surprises
• Unlike fine wine, bad news does not get better
  with time
• If there is an accident on a project you are
  leading, alert Carla at NOMADS then complete the
  form and return it to NOMADS
• Forms are tracked for possible patterns, issues
  that the BOD needs to address, training, etc.

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NOMADS Skills Sheet

• Revisions are ongoing
• You will receive your team members skill sheets
  in your leader packet so you will know a little
  bit about your team members before they arrive
• NOMADS notoriously under rate their abilities
• Encourage members to update their skill sheets as
  needed

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Medical and Health Information Forms

• You have filled these out on projects, as leaders
  you will collect these forms from your team
  members NLT the first Monday morning
• Information on type of work NOMADS prefer is
  helpful in planning work assignments
• Keep these forms with you, readily available for
  the Emergency Contact Information (if you are
  working away from where you are parked, make sure
  you keep this file in your vehicle)
• Return the forms to team members at the end of
  the project

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Information on type of work NOMADS prefer is
helpful in planning work assignments

• Less Physical or More Physical work
• NOT Ladies or Mens work
• We all have our gifts! Avoid stereotypes!
• There are a lot of NOMAD men who are way better
  painters/mudders than some NOMADS ladies, AND
• There are some NOMADS ladies who are way better
  carpenters and builders than a lot of NOMAD men.
  (Have you ever worked with Evelyn Schoenbein?)

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First Meeting Checklist

• Ever wonder why the format for these meetings was
  always so similar? Now you know ?
• Lots of important details to cover
• Leaders are NOT expected to do/know everything!
  It is good to ask for help/delegate. We all have
  gifts, ... it is good to let individual NOMADS
  use theirs!
• Remember They may not do something exactly
  like you would do it that is okay. In fact,
  they may even do it better!?

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Outline for Letter to NOMADS Team

• Ever wonder why those team letters you have
  received were so similar? Now you know
• You may email this letter to team members with
  email, but ask members to email you back that
  they received your letter.
• Remember, you are the key liaison between the
  team and the Agency- it is important to keep your
  team informed.

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Team Leader Checklist

• Contact the Agency Project Host as soon as
  possible after you get leader packet
• Make a list of questions for Agency after reading
  the Agency Project application
• Get specifics about work (Materials, type of
  work, tools needed)
• Contact the previous Team Leader to get input
  about the Project or the PCC member who visited
  the site if it is a first time project (contact
  Carla for names/contacts)

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Team Leader Checklist (cont)

• Write your Letter to Team members ASAP with as
  much information as you have.
• About 30 days prior to the Project -- Contact the
  Host again to check for changes.
• Send a second (or third) letter to the Team with
  updates.

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Team Leader Checklist (cont)

• LEADERS SHOULD ARRIVE AT THE PROJECT FIRST!!
• Review the Project plans with the Agency
  host/work supervisor- Identify priorities.
• Review of Project safety (buildings, grounds,
  equipment, etc)
• Check RV parking sites.
• Check on building materials procurement

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Always WATCHING/LOOKING!!
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Team Leader Checklist (end ?)

• Preparations for NOMADS First Meeting to get
  acquainted
• ____Arrange for a meeting room
• ____ Song books
• ____ Sign-up sheet for devotions
• ____ List of specific tasks for the project
• ____ Brochures info for sightseeing in the
  area
• ____ Make copies of Project Eval Medical
  
  information forms for team
  members
• Put up NOMADS direction signs as needed
• Greet NOMADS on arrival and assist as needed

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The Care and Feeding of New NOMADS

• Remember your first project and the questions you
  had
• New NOMADS on your team? Good to call or email
  them separately
• Frequent New NOMADS questions
• ?Devotions? What? Me give a devotion?
• Song books? We have to sing?
• Tools? What do we really need? Will people
  share?
• Work assignments?
• Skills expectations?
• Work schedule? Meals?
• I have a BIG RV- will it fit?
• Games? We dont like to play games Do we have
  to?
• What were your questions?

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Now to the Beginning!

• Liability
• As a volunteer organization, NOMADS has liability
  protection from the Safe Harbor of Federal
  Volunteers Protection Act
• Common Sense (not always that common) is KEY!
• Match tasks to qualifications, ask for
  clarification
• Beware of hazards
• Ask about building codes
• Follow up with your team as they work-
  leadership by walking around- how are they
  doing, what do they need?
• Work in pairs, Safe Sanctuary- think safety
• NOMADS should NOT do anything they do not feel
  comfortable doing related to skills and
  physical ability/safety

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Some safety issues are easier to identify than
others!
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Safety- It is OK to say NO

• After discussion with your team, it is absolutely
  OKAY to tell an Agency that your team does not
  have the expertise or physical ability to do a
  particular task
• It is absolutely OKAY to ask the Agency to
  provide equipment to make the work as safe as
  possible
• For example, the Agency may need to rent
  scaffolding, a power washer, or a power lift

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MSDS

• Material Safety Data Sheets (MSDS)
• If you are asked to work with materials you are
  not familiar with, find the MSDS for helpful
  safety information
• The agency should have MSDS posted but the
  internet is a great resource for MSDS (if you
  dont have computer skills, chances are good one
  of your team members does)
• Google the name of the material and MSDS

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NOMADS Generally do NOT do

• Asbestos removal including insulation and tile
• Roofing Roofing of high pitched roofs (6/12 and
  above)
• Removal, cleaning or painting over lead paint
• Removal of toxic mold
• ANYTHING they do not feel comfortable doing!!

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Background Checks

• Some Agencies require them-Safe Sanctuary
• Contact the Agency and find out exactly what they
  require, then let your team know
• Background Checks are really only valid as of the
  time they are done- find out how recent the
  background check needs to be
• Let your team know what they need in plenty of
  time so that they can meet the requirements
• Arriving without the required checks/clearances
  can be a real show stopper

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Resources for Background Checks

• Local law enforcement agencies
• Internet Sites
• http//www.efindoutthetruth.com/ or
• For about 20 this site and others will do a
  background check and email you the results. You
  pick from the web sites menu of background
  checks, based on what the Agency requires.

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Before the Project

• Agency Application Process for the Project
• Leader Signup Process for Projects
• Mail/email NOMADS your preferences (Winter/Spg
  vs. SF)
• You will be notified when you are assigned as a
  project leader
• Your Leader Packet Includes
• Agencys application
• List of team members, contact information and
  skill sheets
• Copies of project evaluation forms, accident
  reporting forms, and medical forms for your team
  to complete.
• Map to the project site. If not, try
  www.mapquest.com , www.umc.org (click on Find a
  Church) or www.yellowpages.com

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Leader Liaison Role

• After reviewing the agency application contact
  the agency for an update. Other resources
  include previous project leaders and PCC folks
• Remember, things change- who among us knows what
  we will be doing/need 9-12 months from now?
• Handbook lists areas you may want to ask about
• Send your team updated information- a letter or
  email do not wait to send the letter- the
  sooner the better!

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Changes to Your Team

• If your team is not full, you may have team
  members added- Carla will contact you/send
  contact information and skill sheets- then you
  need to contact them to update them on the
  project.
• If a team member has to cancel out for the
  project, they should let YOU and NOMADS/Carla
  know- and you may get a replacement later
• You may have drive in team members- NOMADS who
  live in the local community (they sign up for the
  project just like other NOMADS)

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Arrival Leaders FirstWhat Day?

• Set a time when NOMADS can arrive at the site
  (part of your letter to the team) usu. Saturday
• Team members should NOT arrive early and should
  NOT arrive before you do. As team leader, you
  should be the first to arrive so you can meet
  with the Agency personnel and get the lay of the
  land before your team arrives.
• NOMADS team members who do arrive early are
  expected to pay 20 a night which goes to the
  Agency. This information should be part of your
  letter to your team.

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When Leaders (YOU) Arrive

• Make arrangements ahead to meet with Agency folks
• Review the project work and Agency priorities
• Logistics (building access, etc.)
• Be thinking about how to use your team (small
  groups, large group, etc, less physical/more
  physical work)
• Review project safety- look for potential hazards
• Check RV parking sites
• Establish Material Procurement Procedures with
  the Agency- respect their wishes, even if it
  doesnt make perfect sense to you
• Assist arriving NOMADS

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First NOMADS Meeting

• After all, we are Methodists, so food is always a
  good option. Pot Luck, dessert, etc.
• Follow the check list in the Handbook ?
• Daily schedule
• Coordinate with Agency personnel for a team tour
  of the facility/work site (usually after Monday
  morning meeting)

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Getting the Team Started

• Matching the work to be done with your teams
  abilities and expertise
• Use the skill sheets but also talk with NOMADS as
  they arrive
• Delegate- ask folks ahead of time if they would
  be willing to lead a group on a particular
  project
• Plan for spiritual and social activities (it is
  not just about the work to be done ? )
• Dealing with visitors
• Work coordination talking with team members at
  the end of the day (do they need anything?) and
  at morning group meetings to discuss the days
  work

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Remember

• It is NOT all about the work you are NOT
  expected to complete everything on the list
• Guidelines say Mon-Thursday 6 hours a day
• It is a balance of work/fellowship/sharing our
  faith with others

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Problems

• In most organizations you spend 80 of your time
  dealing with 20 of your people
• NOMADS is different!! Personnel/team issues
  happen on less than 5 of projects. That means
  we get to spend 95 of our time taking care of
  the Agencys needs and our team!
• Things do happen- we are human
• Sometimes personalities clash/teams dont gel
• The 3 week project format was a great plan- you
  can put up with a lot of things for 3 weeks ?

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If/When Problems Arise

• It is best to deal with them early
• Private conversations are best- try to focus on
  the problem, not the person
• Remember, there are ALWAYS, at least 2 sides to
  every story
• Sometimes you have to ask yourself the Dear
  Abby question is the team better off with or
  without this team member?
• If there is a significant problem, if you need
  help, call NOMADS. NOMADS will work with you
  and we will support you.

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Ending the Project

• Bring closure to the project with a closing
  activity- may involve Agency personnel
• Project Evaluations
• Leader
• Team member
• Agency
• NO requirement for a Project Booklet

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NOMADS Leadership

• Without leaders, we dont have NOMADS projects
• The Handbook covers the logistics of leadership
• It does not/cannot cover every possibility
• Communication is key- you are the conduit for
  communication between the Agency and Team
• You are not alone- the NOMADS Guidelines,
  1-866-NOMADS, Carla, Jeannie, common sense, and
  prayer (not necessarily in that order!)

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Suggestions for your first NOMADS Project as
Leaders

• Reflect on previous leaders you have had- what
  they did that was good or not so good you can
  learn from both examples
• Seek good mentorship
• Remember what it was like to be on your very
  first NOMADS project and take care of your team
  before and during the project accordingly
• Pick a smaller project with 3-4 RVs
• Pick a project with work that you enjoy doing
• Use your resources- previous leaders, PCC members
• You want to avoid working with a new Agency or
  RTP for your first leadership experience

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NOMADS Leadership

• No doubt, it can be a challenge
• Most of the time things go pretty well
  (occasionally it is a little like trying to herd
  cats)
• As leaders, YOU play a significant role in
  setting a positive, supportive team atmosphere
• It is very rewarding when the team works well
  together to meet the Agencys needs
• Remember to ask for help and to delegate
• Do not burn yourself out- sometimes it is good to
  be a follower again

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NOMADS Leaders Say the BEST things about leading
a project are

• Satisfaction in a job well done (78)
• Developing a cohesive team that works together
  (71)
• Working with the Agency to meet their needs (65)
• Encouraging team members to learn new skills
  (57)
• From recent survey of Leaders

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Questions?