Resources Available
These resources can be helpful to you and
your vice presidents in the coordination and preparation of the chapter Plan of Action.
There are a number of resources available
which will aid you and your vice presidents in the
planning process.
1. First and foremost is this handbook, the Chapter
President's Management Handbook. Be sure
to use it. It contains much more information than
just chapter planning.
2. The Blue Chip program. As a management tool,
there is no equal to the Blue Chip program.
Build your chapter's Plan of Action around it.
3. Community Survey Guide. This is a valuable
resource available to help with community
needs surveys.
4. Officers' and Directors' Guide. This is the
complete handbook for the officers of your
chapter. It covers their responsibilities and
reviews the programming available from The
U.S. Jaycees.
5. Committee Chairman's Workbook. This is an
excellent guide for chairmen. It is a "how-to"
manual that covers everything a chairman
needs to know about conducting a project.
Planning Tip,s
Your biggest challenge in coordinating the
planning process of your' chapter will be seeing that it
is completed in a timely fashion. The best plan in the
world will be of no use to your chapter until it's put into
action. Set a deadline for its completion. (A June 30
deadline should provideladequate time.) Once your
deadline is set, live by it.Any deficiencies or oversights
in the plan can be adjusted during the monitoring
process your board of directors should conduct
throughout the year.
Once your chapter's plan is complete, it should
be presented to the full membership for their review
and approval. Even though their input was obtained
throughout the planning process, it is vitally important
that you gain their commitment for the chapter's plan
in its final form.
As president, coordinating the chapter planning
process should be the only "project" committee that
you chair this year. Your performance will set the
stage for an excellent Jaycee year. Best of luck!
ORGANIZING
7.
8.
9.
Define duties.
Encourage initiative and responsibility.
Have fair and suitable rewards for services
rendered.
10. Make use of sanctions against faults and errors.
11. Maintain discipline,
12. Ensure that individual interests are consistent
with general interests of the organization.
13. Recognize the unity of command.
14. Promote both material and human coordination.
15. Institute and effect controls.
16. Avoid regulations, red tape and paperwork.
The organizing function is extremely important
to the management system because it is the primary
mechanism with which managers activate plans.
Organizing creates and maintains relationships
between all organizational resources by indicating
which resources are to be used for specified activities,
and when, where and how the resources are to be
used. A thorough organizing effort helps managers to
minimize costly weaknesses, such as duplication of
effort and idle organizational resources.
Somemanagementtheoristsconsidertheorganizing
function so important that they advocate the creation
of an organizing department within the management
system. Typical responsibilities of this department
would include (1) developing reorganization plans
Organizing is the process of establishing orderly
uses for all resources within the management system.
These orderly uses emphasize the attainment of
management system objectives and assist managers
not only in making objectives apparent but also in
clarifying which resources will be used to attain them.
Organization refers to the result of the organizing
process.
Inessence,each organizationalresourcerepresents
an investment from which the management system
must get a return. Appropriate organization of these
resources increases the efficiency and effectiveness
of their use. Henri Fayol has developed sixteen
general guidelines for organizing resources;
1. Judiciously prepare and execute the operating
plan.
2. Organize the human and material facets so that
they are consistent with objectives, resources
and requirements of the concern.
3. Establish a single, competent, energetic, guiding
authority (formal management structure).
4. Coordinate all activities and efforts.
5. Formulate clear, distinct and precise decisions.
6. Arrange for efficient selection so that each
department is headed by a competent, energetic
manager and each employee is placed where
he or she can render the greatest service.
28
that make the management system more effective
and efficient,(2) developing plans to improve managerial
skills to fit current management system needs, and
(3) attempting to develop an advantageous organizational climate within the management system.
provide you a means to manage a chapter of any
size.
There are several key points to understand
before you attempt to develop your system. They
include:
1. No more than ten chapter officers should report
directly to the president.
2. Your chapter should have at least four vice
presidents; i.e., Community Development,
Individual Development, Management Development and Membership Development.
3. Personalaides may report directly to the president
and do not need to be included in the structure.
They will increase the president's ability to
manage the chapter, not interfere with it.
4. It is important that every officer has a clear
understanding of the chapter structure and their
responsibility.
5. It must provide rapid two-way communication.
As you develop your chapter's structure,
you must address the needs of your members.
It should also provide for as much involvement
as possible. Make sure you allow for the
expansion of your chapter as you grow. To
develop your chapter structure, begin with the
placement of your key officers. These key
officers should all report directly to you, the
president. This can be graphically shown as
follows:
The Organizing Process
The five main steps of the organizing process
are: (1) reflecting on plans and objectives, (2)
establishing major tasks, (3) dividing major tasks into
subtasks, (4) allocating resources and directives for
subtasks,and (5) evaluating the results of implemented
organizing strategy. Chapter presidents should continually repeat these steps. Through this repetition,
they obtain feedback that will help them improve the
existing organization.
Chapter
Management
System
You are the chief executive officer of your
chapter. But, no matter what size your chapter is, you
cannot effectively manage it by yourself. An organizational structure or chapter management system will
Stale
Director
of Jaycees programs. If one of their members
misses a function, they should contact them to
encourage them to continue their participation.
As you can see, there are eight key chapter
officers reporting directly to you. If the size of your
chapter dictates additional officers, they can be
added into the system, Each officer's responsibility
will include the supervision of their respective
areas, as well as portions of the Blue Chip requirements and the development of the chapter plan.
As the system is expanded, you will see how
the directors are the direct responsibility of your
vice presidents. The vice presidents will supervise
their assigned directors and report to you regarding
their performance.
The directors will be charged with the responsibility of communicating with and activating the
members of the chapter. They will have specific
members assigned to them. They should assist
their members with the Springboard and Degrees
Major Emphasis Area
Major Emphasis Areas (MEAs) are broad areas
of priorities. They are divided between the four
primary recognition areas: Community Development,
Individual Development; Management Development
and Membership Development. Each of these areas
is vital to the leadership development of Jaycees.
Your chapter will determine priorities based on the
MEAs within each programming area. Following are
the types of projects which would fit into each MEA.
Any project may fit under a single MEA category as
long as its primary purpose is to meet the major
emphasis of that area.
29
Individual Development
Management
This MEA category
includes all programs with the purpose being to build
leadership skills.The following U.S.Jaycees programs
go into this category: Personal Dynamics, Leadership
Dynamics, Communication
Dynamics, Time
Dynamics and Speak-Up. Through participation in
these programs, members will acquire information
to help define and develop their leadership, communication, management and speaking skills.
Family Life/Spiritual Development. This category includes all The U.S. Jaycees' Family Life
programs (All in the Family and Family Time) as well
as any other defined family program or project. Any
project designed primarily to increase or enhance
spiritual activities by your members or people in the
community are also included in this category.
Personal Skills. This MEA category includes all
projects or programs conducted with the primary
purpose to increase or enhance the personal skills
of individual members. This category also includes
The U.S. Jaycees programs, Personal Financial
Planning, Stress Endurance and Job Search.
Leadership
Development.
Development
This category includes all facets of
chapter planning, needs analysis, evaluation, the
chapter plan of action and the planning guide for
chapters. It also includes events scheduled to
facilitate the surveying, planning and evaluation of
the chapter's plan of action, i.e.,a weekend planning
retreat or organizing teams to canvass neighborhoods
for responses to a community needs analysis.
Training. This category includes all training
programs aimed at members, covering job descriptions
and responsibilities of officers and chairmen, local
officer training, training for project chairmen, how to
do a Chairman's Planning Guide, etc.
Financial Management.
Includes all projects
or programs conducted to manage the financial
aspects of the chapter. For example, projects which
deal with raising funds for operation of the chapter
- ways and means such as raffles, concession
stands, Christmas tree sales, and dances. It also
includes financial and b8dget reports relating to the
overall finances of the chapter, including monthly
budget reports and annual audits combined into a
total financial managem~nt plan to be implemented
during the year.
Personnel Management. This category includes
all chapter meetings, campaigns, elections, sports,
on-to, visitations, bidding or hosting meetings and
socials, awards and activation programs such as
Springboard and Degrees of Jaycees.
Communication.
This category includes all
chapter communication tools and methods used,
chapter publications, special mailings, special event
promotions, committee structures and phone calling
system ..
Public Relations. This category includes all
projects conducted to promote the image of your
chapter and the Jaycee movement in your community,
such as community recognition programs, Distinguished Service Awards programs, parades, pageants, ongoing public relations work and the chapter
photographer. Also included would be recognition of
local merchants, and annual progress report in your
local paper or on television.
Planning.
Community Development.
Human Services. This category includes all
projects designed to promote or improve the
quality of human life. Any project with the purpose
of working directly with people would be incluQed.
Shooting Education; Big Brothers and Big Sisters;
ElderlyAssistance; International Involvement; Special
Olympics and Drug and Alcohol Awareness programs
are just some examples of Human Services projects.
Community Improvement. This category includes all projects which improve resources and
facilities; promote conservation and enhance the
environment in your community. Any project with the
purpose of working with properties and non-human
resources would be included. Projects such as
Energy Audits, City Beautification, Recycling Centers
and Housing Winterization would be included in
this area.
Government Involvement. This category includes all projects of a governmental nature designed
to provide better public services and promote "pride
in America." Candidates Night, Voter Registration
and Model Legislature are some examples of Government Involvement. Projects that deal with criminal
justice, such as programs on employment of exoffenders and crime prevention are also included.
Community Fundraising. This category includes
all projects with a primary purpose to raise funds for
a specific program. These are projects which deal
with fund raising for health-related organizations,
foundations or any other community activity. Muscular
Dystrophy, St. Jude Children's Research Hospital,
March of Dimes and Heart Association are just a few
of the numerous examples in this area.
Membership
Development
Recruitment and Orientation. This category
includes all projects conducted with the primary
purpose of obtaining new members for the chapter
such as M-nights, membership booths, orientation
programs for members, etc.
Retention. This category includes all projects
conducted with the primary purpose of encouraging
members to renew their membership prior to or
during their anniversary month.
Affiliations/Chapter
Assistance. This category
includes all projects conducted with the primary
30
-..J
purpose of affiliating new chapters or assisting
existing ones primarily in the area of membership
recruitment.
Each Major Emphasis Area is actually a classification of needs within your community or chapter.
These should be determined and prioritized at the
beginning of the year through use of the Planning
Guide For Chapters. Knowing the needs in your
community and chapter will allow for more concise
planning as to what projects should be conducted to
meet these needs. All projects in a given MEA will be
evaluated, based on the information developed in
the Planning Guide for Chapters, to determine the
chapter's impact and effectiveness in meeting the
needs established.
Each director with MEA responsibilities should
be responsible for each project chairman in their
area, monitoring results toward the goal in that area
and compiling the MEA entry for judging.
STAFFING
do during your year and it will set the pace for them
to follow. If you ask your members to recruit, they will
watch what you do to gauge the importance of your
request. If you can speak from practical experience
of the how-to's and personal satisfaction of recruiting,
your members will follow your lead.
As you have already set your growth goals for
the year, you can begin to make your members
aware of the needs of the chapter each month.
There is a section near the end of this handbook on
membership incentives and contests that will help
you and the Membership Development vice president
set up your chapter's incentive plan and reach your
chapter's goals.
Defining Staffing
Staffing is determining the personnel you will
need to complete your chapter's objectives and how
you plan to recruit those individuals. The staffing
management function also includes the development
of new, as well as existing, personnel.
Finding
Prospective
Members
Sharing the
Jaycee
Movement
Fortunately,the biggest resource your community
can offer your Jaycee chapter is people. Prospective
Jaycees are everywhere. More than 98 percent of
your potential members have yet to be asked to join.
Here are some marketing areas your chapter may
want to tap.
Your Present Membership - The best
source of new members is your current membership,
if you give them the proper motivation. Many times
your current members claim they don't know any
prospects. However, ask them about the young
people:
a. they work with.
b. they know who are just back from military
service or college.
c. who live in their neighborhood.
d. who work for other firms they deal with clothing stores, department stores, banks and
The most vital part of your chapter is the people
involved -your members. New ideas, enthusiasm
and fresh outlooks are introduced to your chapter
every time you induct new members. Since people
are the lifeblood of your organization, it is important
to replace those members who age out, move out of
the community or move on to other interests.
Remember, your chapter can have a greater impact
and offer more services to your members and the
community through more people.
It is important that you set the example as a
SO
recruiter to your members. They will follow what you
31
on.