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...
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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
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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...
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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
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Purpose of the Cub Section
Cub Scout Award Scheme
Cub Scout Jungle Theme
Organisational Structure
Camps and Excursions
Scout Parent Info Evening
content overview
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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
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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
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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
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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
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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
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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
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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”.