Commerce Society ComSoc Guide

1
Commerce SocietyComSoc Guide

• Gate 1 Presentation
• January 28th, 2007
• Prepared by
• Rachel Lochhead, Director

2
ComSoc Guide Executive Summary

• Issue
• Currently, no formalized method exists to provide
  ComSocs Internal, External, and Affiliate
  Chairs Appointed Officials Commissioners Head
  BEWS Head WIC and Year Presidents with
  instructions, information, and documents to aid
  them in the fulfillment of their positions when
  hired or elected
• Contact Rachel Lochhead (3rsl_at_qlink.queensu.ca)
• Timeline January 28th, 2007 to March, 2007 (the
  completion of ComSocs Spring hiring)
• Characterization Immediate and broad
• Objective
• To create a hardcopy guide and a selection of
  softcopy documents and templates to provide to
  the aforementioned hired and elected ComSoc
  members to aid them in fulfilling their positions
  efficiently and effectively and to raise the
  standard of ComSocs operations
• Plan
• Specific ComSoc position holders and QSB staff
  will be consulted in order to identify areas in
  which providing instructions, information, and
  documents to newly hired and elected individuals
  would aid them in carrying out their role
  efficiently and effectively and would streamline
  ComSocs operations
• The current Policy Manual, Constitution, How The
  QSB Administration Can Help You document,
  transitioning guides and documents, and ComSoc
  website will be reviewed in order to identify
  information that should be included in the ComSoc
  Guide
• Drafts of instructions, information, and
  documents to be included in the ComSoc Guide will
  be devised with the aid of the appropriate ComSoc
  position holders and QSB members
• Drafts of instructions, information, and
  documents to be included in the ComSoc Guide will
  be discussed at ComSoc Assembly and in BOD
  meetings, and will be emailed to the appropriate
  ComSoc position holders and QSB members in order
  to obtain feedback
• Updated drafts of instructions, information, and
  documents will be assembled in hardcopy and
  softcopy form
• The ComSoc Guide will be provided to newly hired
  and elected ComSoc members during Spring hiring
• Feedback will be sought from the recipients of
  the ComSoc Guide, and the documents will be
  reassessed and updated
• Deliverable ComSoc Guide

3
ComSoc Guide Idea

• Currently, when ComSocs Internal, External, and
  Affiliate Chairs Appointed Officials
  Commissioners Head BEWS Head WIC and Year
  Presidents are hired or elected they gain
  instructions, information, and documents to aid
  them in carrying out their responsibilities by
• Contacting or being contacted by the appropriate
  ComSoc position holders and QSB members
• Reviewing ComSocs Policy Manual, Constitution,
  How The QSB Administration Can Help You
  document, transitioning guides and documents, and
  website
• Current procedures are inefficient because
• They require newly hired and elected individuals
  to seek out instructions, information, and
  documents from ComSoc position holders and QSB
  administration
• They require current ComSoc position holders and
  QSB members to seek out new position holders and
  provide instructions, information, and documents
  to individuals each time hiring or elections take
  place
• Current procedures are ineffective because
• Newly hired and elected individuals may fail to
  seek out information because they are not aware
  that they should be, because they dont know how,
  or because it is too complicated or time
  consuming
• Current ComSoc position holders may fail to
  provide information to newly hired and elected
  individuals because they are unaware that
  individuals have been hired (applies mostly to
  External hiring, which is ongoing throughout the
  Fall and Winter semesters) or because it is too
  complicated or time consuming to provide the
  information multiple times
• Newly hired and elected individuals may
  misinterpret the instructions, information, or
  documents that they obtain because they may be
  too lengthy or complicated
• This is detrimental to the operations of ComSoc
  since
• Newly hired and elected members may not become
  fully informed, as they may not be aware of the
  information that they should be seeking and
  current ComSoc position holders may not be aware
  that newly hired or elected ComSoc members do not
  have required information
• It is time consumer
• It is therefore necessary to formalize the method
  in which information is communicated and
  documents are provided to new ComSoc members in
  order to aid them in fulfilling their positions
  and improve the efficiency and effectiveness of
  ComSocs operations
• This can be done by creating a hardcopy guide and
  a selection of softcopy documents and templates
  to provide to the newly hired and elected
  individuals

4
ComSoc Guide Team

• Lead Rachel Lochhead (3rsl_at_qlink.queensu.ca)
• Team Members
• Dave Forsayeth, Director (4mf_at_qlink.queensu.ca)
• Clarisse Lau, HRO (5cl8_at_qlink.queensu.ca)
• Kristin Boysen, Deputy HRO (5kb27_at_qlink.queensu.ca
  )
• Julia Takach, President (3jdt1_at_qlink.queensu.ca)

5
ComSoc Guide Stakeholders

• ComSoc members
• ComSoc position-holdersspecifically the HRO
  Deputy HRO Executive Internal, External, and
  Affiliate chairs and committee members
• The Queens School of Business

6
ComSoc Guide Project Characterization Axis

• Project
• Characterization
• Axis

Broad
Time Sensitivity
Immediate
Long-Term
Niche
Strategic Importance
7
ComSoc Guide Plan

• Plan
• Consult specific ComSoc position holders and QSB
  staff
• Review the applicable documents and websites
• Devise drafts of instructions, information, and
  documents to be included in the ComSoc Guide
• Obtain feedback on the drafts by consulting
  ComSocs Assembly and the BOD, and by emailing
  the drafts to the appropriate ComSoc position
  holders and QSB members
• Reassess and update the drafts of instructions,
  information, and documents to incorporate advice
• Assemble the final copies of instructions,
  information, and documents in hardcopy and
  softcopy form
• Provide the ComSoc Guide to the appropriate newly
  hired and elected ComSoc members during Spring
  hiring
• Seek feedback from the recipients of the ComSoc
  Guide, and reassess and update the documents
• Timeline
• February 4th ComSoc position holders and QSB
  staff will be consulted, applicable documents
  will be reviewed
• February 18th Drafts will be devised
• February 25th Feedback on drafts will be
  received
• March 4th Final copies will be devised and
  assembled
• March, 2007 ComSoc Guide will be provided to
  newly hired and elected individuals
• April, 2007 Feedback will be received from
  recipients of the ComSoc Guide
• Summer 2007 Guide will be reassessed and
  updated to inforporate feedback
• Deliverable
• ComSoc Guide

8
ComSoc Guide Resources

• Human Resources
• ComSoc position holders
• Appointed officials Business Administrator,
  Speaker, CFO, CIO, HRO, Deputy HRO
• Executive VP External, VP Internal, President
• Commissioners Academics, Careers Alumni,
  Communications, Society Activities
• Internal, External, and Affiliate chairs
• Queens School of Business members
• Peter Kissick, Director of Undergraduate program
• Dave Thomson, Goodes Front Desk
• Julie Carty, Undergraduate Commerce Office
• ComSoc Policy Manual
• ComSoc Constitution
• How the QSB Administration Can Help You
  document
• Transitioning guides and documents

9
ComSoc Guide Outcome

• The creation of a ComSoc Guide will allow
  applicable ComSoc position holders to efficiently
  and effectively fulfill their roles and
  responsibilities. This will
• Increase the quantity of student participation by
  resulting in a ComSoc reputation that encourages
  student application
• Increase the quality of student participation by
  increasing the efficiency and effectiveness of
  ComSoc position holders actions
• Improve the representation of ComSoc to
  university administration by contributing to our
  reputation of quality operations
• Increase the sustainability of ComSoc by
  improving the efficiency and effectiveness of its
  operations.