District 6080 Multi-Year Planning Meeting. Summary of Outcomes

Transcription

1 District 6080 Multi-Year Planning Meeting December 3, 2016 Springfield, MO Summary of Outcomes Facilitators: Greg Yank (6510) and Elizabeth Usovicz (6040) 1

2 Rotary District 6080 Multi-Year Planning Meeting Summary of Outcomes December 3, 2016 Peak Experiences What Do We Do Well? What Could/Should We Be Doing? Common Themes/ Areas for Action Volunteering in Mexico personally being able to make a difference Participating in a National Immunization Day polio eradication partnerships Seeing Club Visioning taking hold seeing strategic planning begin in the district Seeing results firsthand: Rockin Ribs kids volunteering McGregor Elementary school Opportunities as a Rotaracter Have fun! Enjoy each other s company Get things done example: VTT International Service Youth Exchange (generally between 12 and 20 students annually) Commitment we are Rotarians, not in Rotary Collaboration between clubs (in Springfield, Jefferson City and Columbia) Foundation operations/processes RYLA More best practices sharing/using metrics to share information Club/position mentoring Sharing both international and community projects Taking education and training to clubs/strengthening the AG role Utilize PSGs knowledge Improve member engagement the club level Greater club access to and posting on the District Facebook page Encourage club visitations Listen to clubs maybe have a forum at PETS Grant-funded service projects: more collaborative projects, and greater small club engagement in larger projects District and club communication reaching out to clubs, and encouraging inter-club and district engagement, especially among small clubs outside of the 3 primary cities in the district Defining the District s value for clubs/value Proposition DG David s presentation on The Rotary Foundation Being asked to join Rotary GSE team experience cataract surgery project it was both an Aha moment and growth experience Meeting RIP John Germ at the Zone Institute and discussing Rotary with him and classmates future impact Hearing about a club project to immunize 1 million people feeling inspired PETS/SETS District simplified Grants process Rotaract clubs we have 6 and a 7 th in process Strong District leadership: vision, communicating., motivating Leadership supports one another Great website/dacdb AG relationships with their assigned clubs Club visioning Club service projects Speakers and resources for clubs Alumni, Fellowships and Education district leadership academy More district grants Help to foster collaboration between clubs across the district Support Rotaract clubs more foster buy-in to the Rotary mission Increase the Rotaract graduation rate improve communication b Finding out from clubs how the district can support them communicating this to club Presidents Getting members to connect to Rotary beyond the club Provide or designate zones within the districts invite clubs to participate in zone events and share ideas Get smaller clubs involved in bigger projects Leveraging the strength of District TRF engagement to increase both giving and projects Clarifying the AG role and revamping AG training District capabilities to deliver programs and develop leaders Rotaract graduation, transition and communication Listening to clubs/sharing ideas and resources with/between clubs 2

3 Leadership Development PDG Council that meets regularly and has a defined role * Develop an Emerging Leaders event to encourage club members to take on a future leadership role ******** Pass the Passion - Develop a speakers bureau and/or resources to make available to clubs online/via DacDb Identify, recognize and educate rising stars in clubs ** Expand district leadership beyond committees of one * Publish and use a multi-year plan ***** Training and Education AG training at PETS Use/explore using technology for education in place of more meetings Improve Rotary education to/for members * Develop a speakers bureau on Rotary topics ** Establish a formal training procedure for preparing club members who are not club leaders ** Revision of AG training/ag info kit ************* Include something in the District conference that makes people want to attend (make it entertaining) *** Encourage participation in the DLA (target Presidents/PEs/PNs) * Pre-PETS Symposium Develop a c program to educate clubs on PR Create a team to support AGs in supporting clubs ****** Encourage clubs to identify a video officer to use Rotary videos** Provide clubs with Rotary info for club orientations * Indicates a vote for a specific initiative District 6080 Brainstorming Key Initiatives, 1-3 years Club Communication/Collaboration Continue the collaboration established at PETS, after PETS Increase the open/read rate on and other communications Have every Rotarian (or other metric) on My Rotary within 2 years Develop a need for members to use My Rotary and DacDb ******* Have every club establish a partnership in their community **** Ground-up survey of clubs listen to what they want/need *********** Foundation Make the Foundation and giving more personal ********** Encourage point swaps to increase TRF giving ****** Increase per capita giving to $200 **** Recognize and utilize TRF alumni Grants/Projects Give clubs more exposure to and participation in Global Grants ******** Encourage multi-club/district international projects * Ask AGs to encourage their clubs to develop a collaborative, signature project ** Establish a district signature, local project and club signature projects **** Develop criteria for district grants Give small clubs an opportunity to participate in Heart2Heart Member Attraction/Engagement Generate Rotary passion/engagement with clubs and members educate members on personal responsibility * Develop best practices/ideas on retaining new members *** Distribute a periodic list of club member growth/loss encourage visibility of status to club members at meetings *** Develop/promote projects that club members can use to attract new members Help smaller clubs sell leadership to attract new members Focus on helping small struggling clubs ********* Share information among clubs so that they are doing what works *** Interact/Rotaract/Next Generation Help Rotary clubs to develop relationships with Rotaract clubs ** Ask Interact/Rotaract clubs to share their service projects info with the district to share with clubs *** Grow Youth Exchange program by 50% (6-7 more students per year) ** Collaborate with Rotaract clubs to encourage them to develop a formal transition to Rotary clubs *********** The possible initiatives generated by the participating leadership fell into 7 topics. Six small groups were formed to discuss the six topics. The two-way arrow indicates that one of the groups discussed 2 topics 3

4 Leadership Development Activities Timeline Person(s) Responsible Next Steps Develop an Emerging Club Leaders event to encourage club members to take on a future leadership role Event to be implemented twice at the end of April/early May 2017 Develop a Pass the Passion Speakers Bureau Speakers Bureau to be launched by July 1, 2017 Appoint a committee Chair By January 15, 2017 DG Develop list of possible chairs Select a committee of 4 additional members Schedule and hold initial committee meeting Develop curriculum Select trainers Identify criteria for selecting participants By February 15, 2017 By March 30, 2017 Committee Chair Committee Identify committee members Identify format/content/venue/duration and outcomes for the event Consult with club Presidents on criteria Promote event to clubs with nominee deadline By April 15, 2017 Engage PR Chair/Newsletter Chair/G-line Appoint a committee chair By January 8, 2017 DG Develop list of possible chairs Select a committee of 5 additional members Schedule and hold initial committee meeting By February 15, 2017 Committee Chair Call for speakers By March 15, 2017 Identify topics Vet speakers By May 1, 2017 Committee TBD Develop club process for speaker requests Send process to club Presidents/promote Bureau By June 1, 2017 Facilitators Notes To make the Emerging Club Leaders Event initiative measurable, consider adding metrics (examples are: achieve attendance of 15 club members at the event, or achieve 30% enrollment in the District Leadership Academy of attendees at the event; for the Speakers Bureau, the number of requests or percentage of clubs requesting speakers, or other metric that can help district leaders to assess success) For both initiatives, AGs and/or club Presidents recommended by AGs could be committee members to consider. For the Emerging Club Leaders event, the current or future District Trainer, as well as past District Trainers might be candidates; for the Speakers Bureau, PDGs and subject experts are strong candidates Identify committee members Restructure DacDb Speakers Bureau TBD Engage PR Chair/Newsletter Chair/G-line 4

5 Foundation and Grants Encourage point swaps to increase Foundation Giving all clubs participating within 3 years Give clubs more exposure to and participation in Global Grants Activities Timeline Person(s) Responsible Next Steps Establish baseline: $1.00 for each point for Annual Fund Contributions TBD Foundation team Consider an event or other annual activity Educate club leaders and members on point swaps TBD Annual Fund Chair Develop examples and incentives for point swaps Publicize in the newsletter TBD DG Define publishing calendar Engage Club Foundation Chairs to provide information and initiate swaps Provide clubs/district leaders with a cumulative club point swaps reports TBD Annual Fund Chair Determine content, format and frequency of communications TBD Michael Brady Define periodic report schedule Incorporate swaps into annual goals TBD DG/DGE/DGN Assign DGND as spokesperson Consider increasing DDF allocation from current $25,000 annually Include ways to participate in Global Grants in Foundation presentations Incorporate a Global Grants program into Speakers Bureau Publish and promote club-sponsored Global Grants in the newsletter/website TBD Foundation team, G-line Coordinate with Annual Fund goals to accommodate increase TBD Foundation team, G-line Incorporate into PETS, grants training and Foundation seminars TBD Foundation team, G-line Develop a program/identify speakers TBD Foundation Team, G-line, Newsletter/Website/PR chair Identify projects, develop stories and define publishing calendar Develop metrics for increased exposure TBD Foundation Team Monitor grants seminar attendance and giving levels Facilitators Notes: Once timelines are defined and coordinated with the timelines of other initiatives, these initiatives are achievable and scalable over multiple years 5

6 Interact, Rotaract, Next Generation Help Rotary clubs to develop relationships with Rotaract clubs Activities Timeline Person(s) responsible Next Steps Formulate an exit survey for Rotaracters leaving their clubs Ask each club to designate a Rotaract liaison, if there is a Rotaract club within the city Encourage joint projects between the Rotary club(s) and Rotaract club Include Rotaract Presidents in Council of Presidents Encourage clubs to include Rotaracter in club social activities By February 1, 2017 By April 15, 2017 Ongoing Ongoing Ongoing Rotaract representative and Youth Service Chair (Cathy and Bryant) Club Rotaract liaisons Club Rotaract liaisons Identify information needs and use/distribution of survey information Create a referral mechanism to connect departing Rotaracters with a club in their new city TBD Rotaract club President Identify process via DacDb Facilitators Notes: To make the ongoing activities of this initiative measurable, consider adding metrics (examples are: number or percentage of Rotary/Rotaract club joint projects; number of Rotary/Rotaract clubs participating in joint projects or social events; number of clubs appointing a Rotaract liaison, number of referrals to other clubs for relocating Rotaracters, or other metric that can help district leaders to assess success Consider recognizing clubs participating in joint Rotary/Rotaract club service projects at a district event Consider asking Rotaract clubs to designate a Rotary club liaison who can also identify social activities and joint service projects 6

7 Club Communication/ Collaboration Ground-up survey of clubs listen to what they want/need Survey distribution date TBD Target date for survey responses: March 15, 2017 Have every Rotarian (or other metric) on My Rotary within 2 years Activities Timeline Person(s) Responsible Identify and invite a Past club president to represent each club s leadership Identify and invite 4-5 Presidents who are geographically dispersed/non-district mindset Meet via Go To Meeting/Generate a list of questions/issues from each area to be surveyed Identify a lead organizer to draft and the survey TBD TBD TBD Next Steps TBD TBD Identify persons responsible for identifying club representatives Identify timeline for appointing and clarifying the initiative to these individuals By February 15, 2017 TBD Define the areas to be surveyed (Membership, Foundation, etc.) Clarify survey objectives/results uses/report distribution Identify surveys that other districts may have used TBD Committee Chair Review and approve survey with G-line Develop a notification schedule for reminder s Assess data/create report TBD Lead organizer Review results with committee and G-line Incorporate results into multi-year plan Have a My Rotary/DacDb sign-up week By March 15, 2017 TBD Develop an incentive (contest or points) and promotion for the sign-ups Facilitators Notes: To make these initiatives measurable, consider adding metrics (i.e., target percentage of members in the district responding to the survey; goals for My Rotary/DacDb sign-ups) It could helpful to tell clubs how the survey information will be utilized and how the results will be reported The timeline of March 15 for both the survey or DacDb should be reviewed, along with the timelines for other initiatives, to ensure that timelines are both realistic and non-concurrent 7

8 Training and Education Activities Timeline Person(s) Responsible Next Steps Develop a checklist of AG duties Knowing what clubs need is essential to a training revision The ground-up survey identified as a key initiative is an essential first step Revise AG Training Develop info kit Review results of the club member survey To identify club needs After survey completion targeted for March 15, 2017 TBD TBD pending release of survey results Ideas included: Reports to DG, Quarterly follow-ups with clubs, periodic review of club stats with club leadership, responding to requests and providing calendar-specific, relevant information to clubs, and using conference calls Define and measure duties for AGs TBD TBD Communications: Define frequency of club visits, board meetings, and other communications Clarify AG reporting requirements TBD TBD Information: Define frequency of information Provide relevant and calendar-specific information to clubs Define: What will the Training be? When will it take place? PETS/SETS? Develop curriculum February 2017 TBD Schedule training/session w/ DGE/DGN/ DGND TBD TBD Distribute info kit/links on jump drive TBD TBD Conduct AG survey annually May 2017 TBD TBD TBD AG Reporting: define content, format and frequency of AG reporting, as well as purpose and use of reports TBD TBD TBD pending release of survey results See Facilitators Notes below on timeline Facilitators Notes: Initial discussion of this initiative should be continued so that responsibility for specific activities can be assigned Identifying club needs and developing the AG curriculum based on club survey results can be beneficial, and is also dependent upon the timeline for the survey initiative. This may require adjusting the timelines for this initiative to coordinate with the survey timelines Defining expectations for reporting and performance could be started while the survey is being developed To make these initiatives measurable, consider adding tracking performance, including both actions taken by the AG (completing a specified number of visits, etc.) and also club metrics (representatives at district conference, PETs or other metric) 8

9 Member Attraction/ Engagement Focus on struggling clubs Activities Timeline Person(s) Responsible Define/describe metrics for: What is a struggling club? Now DG, DGE, ADGs, Membership Chair Engage with the club Now DG, AG, Membership Chair Next Steps Consider performance indicators/red flags for specific areas such as: engagement/ attendance, Foundation giving, service Allow club to voice concerns Ask and listen: How is it going? How can we help? Share best practices Identify the struggles and create an action plan Now TBD Communicate regularly with the club Offer assistance and feedback Utilize Rotarians from area clubs to visit and help engage Assess/define improved results, based on the club s challenges TBD TBD Develop improvement measures, such as: attendance at PETS/SETS or District Assembly; increased Foundation giving, increased member participation in club meetings/projects/events Facilitators Notes: Define a timeline for activities designated to be done now Consider identifying a mentor club in the area, or club that has experienced similar issues as a sounding board There could be value in identifying a Support team for the club, based on the challenges the club faces In order to implement and monitor this activity, the Membership Chair and committee is critical If a committee is not currently in place or the committee needs to be expanded, this could be a productive next step For additional observations, please refer to the Facilitators Reflections on page 11 9

10 Rotary District 6080 Multi-Year Planning Meeting Summary of Outcomes: Pre-Mortem December 3, 2016 What Did We Plan to Do? Help Rotary clubs to develop relationships with Rotaract clubs Have every Rotarian (or other metric) on My Rotary within 2 years Develop an Emerging Club Leaders event Develop a Pass the Passion Speakers Bureau Speakers Bureau to be launched by July 1, 2017 Publish and use a multi-year plan Revise AG training and develop a checklist/info kit Develop and use a club survey/listen to clubs Give clubs more exposure to and participation in Global Grants Use point swaps to encourage Foundation giving Increase per capita Foundation giving to $200 Focus on helping struggling clubs December 31, 2017 Common Themes/Areas for Action Grant-funded service projects more collaborative projects, and greater small club engagement in larger projects District and club communication especially among small clubs Defining the District s value for clubs/value Proposition Leveraging the strength of District TRF engagement to increase giving and projects Clarifying the AG role and revamping AG training District capabilities to deliver programs and develop leaders Rotaract graduation, transition and communication Listening to clubs/sharing ideas and resources with/between clubs What Went Wrong? Who was in charge? No one We gave up No timeline No follow-up People moved/change People backed out Life/other priorities Lack of focus No buy-in We liked it they didn t No implementation How Can We Manage the Risks? Leadership from all involved Commitment from stakeholders Meet the timeline Lots of communications Publish the progress celebrate it! Reward and celebrate Have a Plan B get someone else in place Apply the 4-Way Test G-line support Appoint a champion Note: Michael Brady was appointed champion/plan manager 10

11 Rotary District 6080 Multi-Year Planning Meeting Facilitators Reflections December 3, 2016 Leadership and Innovation Membership District 6080: Positive Culture, Next-Level Innovations Focus: Defined Metrics, Refined Timelines The culture of District 6080 was evident in this planning session. The Rotary leaders who participated were thoughtful, considerate and respectful of one another s views, and focused on improving the Rotary experience of the clubs and members in the district. In addition, the appointment of a champion/plan manager to assist in implementing multiyear initiatives was handled positively and proactively. District 6080 functions well, based on several primary indicators of a healthy district, including Foundation giving, membership, G-line succession, and website/public image. District leaders clearly care about the district, and the opportunities discussed at this session focused on bringing some of the District s initiatives to a next level of achievement and best practices in action creating D6080, version 2.0. The leaders who participated identified achievable, interrelated innovations to build on the district s strengths. Three keys to acting on these initiatives and achieving the results discussed during this session are: Listen to clubs this was a recurring theme in the discussion. The survey of clubs is a positive, next-level step toward a listen and respond model of club communications Coordinate timelines some initiatives did not define timelines, and others have very pro-active, near-term timelines. An important next step for the District leadership will be to review the timelines for all initiatives and sequence them so that development of predecessor activities (speakers bureau and club survey) are leveraged in other activities (AG curriculum development or encouraging participation in Global Grants) Metrics Defining metrics for several of these initiatives will help the district to develop additional ways to improve the club and member experience. Metrics will also help the district to identify and broaden the use of best practices Small, Out-District and Struggling Clubs All of the participants were concerned about participation and engagement in clubs in the district that were outside the 3 major cities in the district. Future membership growth was discussed at the meeting, primarily in terms of encouraging age diversity by strengthening the relationships between Rotaract clubs/members and Rotary clubs/members. Further exploration of ways to help clubs increase gender, age and ethnic diversity would also be beneficial. Four additional areas that could be considered to strengthen and serve clubs and members are : Identify and appoint regional (zone) district membership leads to provide resources and encouragement to out-district, small or struggling clubs and work as a team with the Membership Chair Encourage a club visioning process within the struggling clubs initiative to help struggling clubs, so that all key club members are engaged in the process of revitalizing the club Set interim targets for increasing and stabilizing membership in struggling clubs - Reviewing the overall district membership growth/loss data and setting more granular goals for increasing membership in specific regions or clubs can be helpful Create a New Club Formation Committee/Team to identify potential sponsor clubs, locations and formats for new clubs, and help clubs start satellite clubs that may evolve into new clubs 11