Building Your
Leadership Team
Module 1
Membership and Structure
Building Your Leadership Team
Roles
What roles can team members play?
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Team members can:
Help us in determining
 Assist us in implementing
 Interpret
 Promote
 Expand
 Communicate
 Serve as advocates
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Roles
Team Members are:
 Ambassadors
 Legitimizers
 Counselors
 Managers
Goals
How do I determine goals for my team?
Selection Process
How do I determine who I should consider as
team members?
Selection Process
What Criteria do I use in selecting team members?
 Commitment
Commitment
 Diversity
Diversity
Characteristics
 Skills
 Relationships
Team
Member
 Experience
Skills
Network
 Network
 Characteristics
Experience Relationships
Selection Process
How do I ensure that my committee is representative
of my county and encompasses the selection criteria?
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One way to simplify the process is to use a member matrix
that includes as many of the criteria as possible.
Selection Process
How big/small should my leadership team be?
 Group Size = 9-12
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Is small enough to create good atmosphere for group discussion
Is large enough to provide representation from several areas
Provides an ample number of people for subcommittees of 3-5 people
Allows for absentees or non participators
Selection Process
How and where do I find team members?
 Use your:
 Eyes
 Ears
 Mouth
Recruiting Members
What points should I make when asking someone to serve on
my team?
 Do:
 Make personal contact
 Explain importance
 Discuss expectations
 Be positive & personal
 Be brief & clear
 Invite, but don’t beg
 Be honest about time
 Share tasks, responsibilities
 Stress qualifications
 Allow them to think about it
 Provide information
Recruiting Members
What points should I make when asking someone to serve on
my team?
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Don’t:
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Mislead them saying what you think they want
to hear
Play on guilt
Ask them to do you a favor
Say:
 You won’t have to give much time
 We just meet every now and then
 We really don’t do much
 There is no problem if you skip a meeting.
Recruiting Members
After I make my initial contact with prospective team
members, how should I follow up?
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Within a week:
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Call or visit
Send thank you/appointment letter
Provide notification of orientation process,
meeting dates membership roster etc.
Provide more information
Obtain contact information
Share new member information with
existing members
Ask existing member to make welcome call
or visit
Recognizing New Members
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How do I begin recognizing new members?
Consider:
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Taking a picture of new members
Provide picture to newspaper with article
Send a picture to spouse, parent, employer of
member with a note regarding importance of
leadership team
Provide name tags
Give them a visible role in programs
Introduce new members at programs and events
Communicating with Members
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How can I set up a good communication system with
my team members?
Remember:
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Two weeks before each meeting send: : agenda,
information about issues for discussion and team reports
After each meeting: send minutes and notice of next
meeting , send a “We missed you note” to absent members.
Set up….. email address, distribution list; add members
phone numbers to your office and cell phone lists; Ask each
member how they prefer to communicate (phone, email,
letter etc.)
Member Orientation
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How can I orient my members without
overwhelming them?
Member Orientation should be:
Concise
 Only provide info to put
members at ease
 Reaffirm your belief in them
 Encourage and excite them
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Member Orientation
Important items to cover
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Why you were asked to serve
Roles and Responsibilities
Job description
Requirements and Expectations
Who’s Who – members contact
information
Term/Rotation Schedule
Team building activity
Assignment to complete before
first meeting.
You might also include
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Team Structure
Operating Guidelines
Extension Overview
Membership skills and
Networks
Overview of Meetings
Types of Leadership Teams
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Extension Program Committee
Standing Committee
Special Committee
Issue Committee
Operating Guidelines and
Procedures
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How do I establish operating guidelines for my teams?
Consider including:
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Statement of purpose
Job descriptions
Description of structure/composition of team
Terms of service
Official year
Number and length of meetings
Officers
Criteria for membership and selection process
Resignation process
Relationship to staff and supporting boards
Attendance requirements
Length of Service and Rotation
How long should a member serve on the team and
how do I set up a rotation system?
 Service – staggered terms of three years
 Rotation System – start with a rotation system
immediately
 Reappointing members – off team at least one
year
 New members – keep one third new
Documentation
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How do I document my leadership team efforts?
Document membership
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Should be representative of population
Should have rotation system
Maintain list of current member information
Document minutes – maintain
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Minutes of all meetings including attendance
Send copies of minutes to all members
Correspondence to/from members
How Can My Team be
Successful?
Do:
 - choose a varied group, particularly those with knowledge of the
organization and those without
 - write job descriptions
 - delegate meaningful parts
 - take the time to do this right
 - thank and recognize (doesn’t have to be costly)
 - be prepared to share ownership
 - be prepared to accept feedback
Don’t:
 - just go through the motions
 - be afraid to ask for help
 - just ask people you are comfortable with
 - do it all yourself
 - micromanage
Program Development Team
4-H Program Development
Coordinators
Marilyn Poole – NE District
Lori Purcell – NW District
Laura Perry Johnson – SW District
Teresa Harvey – SE District
ANR Program Development Coordinators
Norman McGlohon – NE District
Sheldon Hammond – NW District
Ken Lewis – SW District
Phil Torrance – SE District
FACS Program Development Specialists
Janet Valente – NW & SW District
Laurie Cantrell – NE & SE District