Effective Group Management

Effective Group Management Graham Coates

Effective Group Management Effective Group management inspires the confidence of everyone in the Group.

Effective Group Management • Building the Family of the Group

• Youth Retention • Recruiting and Managing Adults

• Worthwhile Tips

Building the Family of the Group Scout Groups are started by the community, franchised by the Scout Association and entrusted to a management structure.

The Group Leader’s Customers are... • Families of the Group • Leaders • The Community

The Committee’s Customers are... • • • •

The Group Leader Families of the Group Leaders The Community

Building the Family of the Group

A Scout Group exists because the community wants it - not because you want it or other leaders want it, but because the community wants it.

Building the Family of the Group The community must never forget that: “The Group exists because THEY want it for THEIR children.”

Group Information Brochure

Member Enrolment

Family Details

Individual Member Details

Subscriptions Management

Prompt Subscriptions Invoice

“ People go where they are invited and stay where they feel welcome”

Letter of Welcome

New Member Welcome

Group Events

Group Events • 2 or 3 per year • Plan to NOT be running the event yourself • Use the opportunity to meet and talk to families of the Group

Group Magazine

Group Magazine • Four Issues per Year • MUST be interesting reading • Reinforces the GROUP rather than the section • Builds anticipation of next section • Records history of the Group • Not good for event messages

Never miss an opportunity • Be on the lookout for ways of adding value to Membership. • Free National Publications • ScoutNet • Membership Cards • Insurance Booklet

Customer Perception • • • •

The Group is well run The family has ‘joined’ the Group They feel welcome Belief that they have done something ‘good’ for their child. • Good decision (to join) has been reinforced

Youth Retention Recruiting members is easy - it is keeping them that is the challenge!

Youth Retention • A Scout Group is like a business… • Customers you attract keep you going • Customers you keep make you strong

Members that you KEEP... • • • •

Become Advocates (tell others) Become Supporters Develop a sense of ownership... ...which leads to commitment

Members that you KEEP... • Attract new members • Help YOU to attract new members - directly and indirectly

Youth Member Advancement

The Group Leader is the person most interested and most responsible for the advancement of Youth through successive sections.

Youth Member Advancement • The Advancement process is most assisted by Supportive Parents • The Advancement process succeeds through effective and sensitive Section Leaders

Expectation of Advancement • The continuous message to Parents is that their child has joined a learning and development program called Scouting. • Scouting is a program that operates in a series of age groups, increasingly selfgoverning with each age group.

Planning at Group Council

Planning at Group Council

Planning at Group Council

Planning at Group Council

Making it Special • An advancement is an event of significance in the Youth member’s life. • It must always be an formal ceremonial occasion. • The ceremony should highlight a journey completed and a new one begun.

Parent Info Evening

Parent Information Evening • Immediately following each Advancement Ceremony. • For parents of kids changing sections and parents of new kids in sections. • Run by Group Leader and Section Leader(s) • Cubs takes 1 hour. Scouts and Venturers takes 1½ hours.

Parent Info Evenings - objectives • To ensure parental understanding and support of program objectives. • To provide reassurance. • A forum for Section Leaders (and GL) to properly meet parents. • To reinforce the Group’s interest in THEIR child.

Cub Parent Info Evening content overview • • • • •

Purpose of the Cub Section Cub Scout Award Scheme Cub Scout Jungle Theme Organisational Structure Camps and Excursions

Scout Parent Info Evening content overview • • • • • • •

The purpose of the Scout Section The Scout Award Scheme The Role of the Scout Leader The Patrol System Safety Standards in Scouting Personal Gear and Equipment Jamborees

Venturer Parent Info Evening content overview • • • • • • •

The Purpose of the Venturer Section Unit Organisation Structure Roles of Leaders, Unit Exec & Venturers Queen’s Scout Award Activity Planning & Safety Standards Personal Gear and Equipment National Ventures

Making it REALLY special

Youth Member Reaction • Thrill of receiving a letter from the postman • Renewed determination to do well and not let the GL down

Customer (Parent) Reaction • Pleasure at seeing the joy on their child’s face at the letter. • The Group and Group Leader really DOES care about THEIR child - well disposed toward GL. • Reinforcement of progressive sections. • Understanding of program objectives and commitment to encourage their child.

Customer (Parent) Reaction • Group is well run. • Reinforcement of good decision to encourage child to join.

Recruiting and Managing Adults

Recruiting and Managing Adults Parent Committee

Annual General Meetings The AGM is a critical event in the Group Calendar. Its success will determine the Group’s growth in the coming year.

Annual General Meetings • • • •

Make it an EVENT EXPECT whole Group participation Must be well planned and organised Seek prior committee candidates and expect support

Making it an Event

Making it an Event • A social occasion • An occasion to celebrate success, e.g. Queen’s Scouts, Leader awards etc. • The occasion to recognise and appreciate the efforts of leaders • Cater for kids • Keep formalities short

Expect WHOLE Group participation • Most often, people will live up to expectation. • Send invitations by Post • Reinforce in magazine or in a separate letter

Expect WHOLE Group participation • Let it be known that the “AGM” is the occasion for ALL families to show their appreciation and support of the leaders that do so much for THEIR kids. • The underlying message is that families that don’t appreciate and support the leader’s efforts are not really welcome as a part of the Group.

Expect WHOLE Group participation • Remember, the Group exists because the community created it for their children. The community must sustain it. • Use phrases like “see you at the AGM”. • EXPECT apologies from absent families.

Planning and organisation • • • • • •

Make a tight time-table and stick to it. Plan for kids Plan a meal if appropriate Prepare name tags for all guests Dig out the visitors book, have pens ready. Plan seating

Planning and organisation • The hall must be sparkling and all ready before the first family arrives. • Have someone welcoming every arrival • Plan to not be personally involved in preliminary activities - mingle.

Planning and organisation • Prepare speeches. • Properly brief (and later thank) the guest speaker.

Guest Speakers • Use them to inspire and remind people of the benefits of Scouting. • A good speaker will inspire people to want to help and be involved. • A purely ‘interesting’ guest speaker won’t help you form a committee.

Seek Prior Nominations

Seek Prior Nominations A Scout Group is a community organisation. It exists because people like you want to make the individual training and development that Scouting is famous for available to your children. It is expected that every family that joins the group will contribute in some way to the smooth and continued operation of the Scout Group.

Seek Prior Nominations

Seek Prior Nominations

Seek Prior Nominations

Seek Prior Nominations

Managing the Group Committee People value their time. Once committed to serve on the committee they want to ‘get into it’ and be productive.

Orientation and Induction of the New Committee The most important committee meeting for the Group Leader every year.

Orientation and Induction of the New Committee • • • • • • • •

Scout Organisation Structure Typical Agenda Role and Responsibilities of Committee Projects Outstanding Cash Flow and Budget Allocation of Standing Tasks Resources available ‘Normal’ committee business

Write to each Committee Member • Follow orientation quickly with a letter to every committee member. • Thank them for their contribution. • Restate and clarify the role they have accepted and your expectations. • Let them know where and how to get help.

Committee Operations Management Insist upon detailed record keeping of all events, fund raising etc., for future reference

Recruiting and Managing Adults Uniformed Leaders

Recruiting and Managing Adults • • • • •

Anticipating Leader Requirements Recruiting Adult Leaders Prospective Leader Interview Leader Induction Investing New Leaders

Anticipating Leader Requirements • Try to predict Leader ‘use by’ dates by understanding their motivation. • Watch out for friendship groups that may leave together. • Inject new blood into ‘expert teams’ - even when not needed. • Aim for four leaders per section. • Anticipate growth requirements

Recruiting Adult Leaders A well-managed Group should rarely, if ever, have a leader crisis.

Sources of Adult Leaders • • • • •

Always recruit ASSISTANTS - not Leaders Group Database - Parents Almost 18 y.o. Venturers Rovers Refer “Recruiting Adults” Workshop offered by HQ.

Sources of Adult Leaders

Sources of Adult Leaders

Prospective Leader Interview • ALWAYS interview Prospective Leaders. • Properly prepare for the interview - papers, checklist etc. • Interview in THEIR home. • Meet the spouse. • Never construe the interview as ‘appointment’ - merely the start of the process.

Follow up in writing

Knocking Leaders Back • Don’t expect every candidate to be ‘right’. • Use the trial period to get to know ‘each other’ better. • Provide a formal opportunity for prospective leaders to bow out before proceeding to uniform and investiture. • Be prepared to say “no thanks” to leaders that don’t feel right during the trial period.

Investing New Leaders • ALWAYS formally invest new leaders. • Becoming a leader is an important decision and a milestone in the Leader’s life. • Invest (or reaffirm) as a Scout and then charge with Leader responsibility.

Feed Resources to new Leaders • New leaders feel uncertain and vulnerable. • They thirst for information and knowledge that will help them to master their new challenge. • The thirst fades rapidly after three months.

Leader Admin Induction • New Leaders and newly promoted Section Leaders need a formal induction of the administrative requirements of the job and Group. • Prepare a check list and arrange and conduct a formal session.

Group Council • The Group Council must be well-run but still a ‘social event’ that Leaders enjoy attending. • The Group Council is the most important forum for focusing all leaders as a GroupWide team. • Leaders that choose not to attend usually end up on the ‘outer’.

Leader Events • Mainly social but some developmental events. • Include Spouses. • Leaders that gain friendship and camaraderie from the Group will usually outlast their children in the Group.

Leader Events

Effective Group Management Worthwhile Tips

Worthwhile Tips • Youth Recruitment • Historical Record Keeping • Q Stores Management • Saying “thank you” to community

• Communication Budget • Leader and Event Nametags

Worthwhile Tips Always do what you say you are going to do - nothing kills a Group faster than Group Leader who is a “gonna”.