President-Elect to President Timeline for Key Activities
Timeframe
Activitiy
President-Elect
(Term starts May of year)
May
Confirm with President that you have been added to the NAHQ Leaderhsip
conference calls (these are quarterly) and State Leaders ListServ
May-August
Allocate time to learn about team operations, website and membership
management software. For any teams you haven't served on, contact Team
leader and set up conference call to learn about what the team does,
challenges they face, support needed from Board. Are there processes you
need to be familiar with? Do they seek bids for materials? Do they contract
with anyone (like webmaster).
Make time to become familiar with FAHQ bylaws
Review the Board Manual and set up time with current President to review
any questions
June - Sept
June
June / July
August
September-October
Ask to sit on Finance Team and attend their audits
Schedule times to attend regional group/ local area meetings during the
course of your Pres-Elect term to get to meet members, learn about their
needs, help identify future leaders for FAHQ
Find out date of NAHQ Leadership Summit (Chicago) and make plans to
attend with the President (likely March of next year but want it on your
calendar)
Get training from President on electronic election system. As PresidentElect, you head the Nominating Team and run the election process.
Find a mentor to learn more about NAHQ. We have several members who
have served on NAHQ Teams and are well versed on the things you should
know.
Review the last State Excellence Award application and begin process of
gathering information for the next one. Pres-Elect is in charge of this
process each year. The Awards Team works with the President-Elect on
this.
Attend quarterly NAHQ State Leadership conference call (should be posted
in FAHQ Critical Dates file and on NAHQ website under State Leaders
resources )
Start recruitng team members for Nominating Team (3-5)
Begin Nominating Team meetings
Orientation to healthcare quality week activities and record keeping
(Marketing Team & Pres)
October
November
December
January
Awards & Grants - set up time with President to learn about NAHQ Awards
& Grants FAHQ can benefit from (HQF Education Grant, NAHQ State
Excellence Award)
Write and submit article for newsletter calling for nominations. Check the
bylaws to learn about mandated lead times for nominations and the
elections.
Article again calling for nominations
Start search for Team Leaders to serve during your term
Check on any contracts needing renewal, like website, Constant Contact, to
become familiar with terms, renewal dates
As much as possible, complete selection of team leaders by end of month
for your term. These are big commitments, so people need time to plan to
work this into their schedule, and time to transition from prior Team Leader
Work on completing State Excellence Award application for the year just
ended (done each year even when we aren't applying; usually due in June
for years we do apply).
SPECIAL FOR 2012: Set up a team to work on the Welcome booth at the
NAHQ conference which will be in Tampa in September 2012. What will be
our welcome gift, who will man booth, coordinate regarding what we will
do at the regular FAHQ Booth in Exhibitor Hall (means we have 2 booths to
man). Also arrange for donation of give-aways for attendees. Contact Lori
Barker at NAHQ for further info on what is expected of us
Learn how to use our current membership software (Meet with
Membership Team Leader). You will be reporting to your team leaders any
team selections new membrers make, so you need to learm how to access
this information
Register for NAHQ State Leadership Summit (check with President on the
dates. Info should also be posted on NAHQ website - State Leaders section).
All registrations from FAHQ must be completed at one time; Treasurer will
issue the registration check.
February
Hold elections; contact winners. Exact timing of Nominating period and
Elections will directly relate to when the Annual Conaference is held
President prepares compliance report for NAHQ sometime in the first
quarter of the year. Review the report with the Pres BEFORE it is submitted
so you can learn how to do it.
Announce Team Leader selections to Board. Set timeline to start team
handoffs. (Exact timing may vary, but waiting may cost you a few good
team leaders as they may have committed to other projects outside of
FAHQ). Want minimum 2 month transition period for current team
leadders to hand off info / provide orientation to new team leaders. Do
NOT wait until your term begins to set this process in motion - you will lose
a few months of support from the teams.
Begin process of selecting up to 4 Board appointees after the election ends.
Keep in mind these appointees must be approved by the Board. When
selecting your appointees, you may wish to consider talents of current
board, geographic location of current board, employer and ethnic diversity
as some of the factors. You want people who will work with you and
support your vision. (NOTE: check the bylaws to see if we have altered this
process)
Recruit Team Leaders to man Team Me Up Booth at FAHQ Conference. Plan
booth content with Marketing Team Leader. Send request to NAHQ for
NAHQ materials (form for this on NAHQ website). This booth is totally your
responsibility as the incoming president and is a great way to recruit team
members for your term. Remember the Pres appoints Team leaders, then
the Team Leaders recruit their team members. So the TL have a vested
interest in volunteerint to man this booth!!! Part of the reason for this
booth is also to promote NAHQ membership so you want to personally
spend some time covering this to help promote NAHQ.
March / April
Send out invitations to new Board and Team Leaders to Board meeting at
the Annual Conference. This will be your first meeting as the President of
FAHQ. (NOTE: The current President runs the Annual Meeting at the
Conference; you run the Board meeting)
Set up Leadership contact list and distribute to the full Leadership Team
Attend NAHQ State Leadership Summit in Chicago (FAHQ covers travel and
registration; NAHQ covers 1 night at hotel for one person only; FAHQ for
the second person). Lori Barker (lbarker@nahq.org ) is the NAHQ staff
member who covers this event and will provide dates, registration form.
Must have all people attending on the one registration form - FAHQ covers
2 officers
Review the Board Orientation Manual with President and make updates as
needed.
Request experienced, continuing board members to serve as mentors for
incoming new board members
April
Prepare agenda for your first meeting, including your vision for the coming
year. Consider on years we invite NAHQ to attend how you will incorporate
that person into your board meeting! (NAHQ visits: 2012, 2015, 2018)
General info: Be sure you send out notice of Board meetings and agenda
at least 7 days in advance
Learn about FAHQ contracts (website, Constant Contact) and CE broker
President
May
Run first Board meeting at Annual Conference; share your vision. Set
up dates for monthly Board teleconferences; provide final leadership
team contact list. The outgoing President runs the Annual
Membership Meeting at the Conference, providing summary of
achievements for the past year
The President chairs all Board meetings (Pres-Elect in absence of
President). You are responsible for putting together the agenda for all
meetings and sending this to board 7 days in advance of meeting.
You will use ReadyTalk to send out invites for conference calls.
Continue to attend quarterly NAHQ State Leadership calls
Update Critical Dates document and distribute to the Board /
Leadership Team
Update FAHQ Website: Add your message from the President,
provide list of all Board and all Team leaders to Chuck to update the
Leadership and Team pages. Notify local areas to update their
webpages. Ensure the payment page has the correct information for
the current Treasurer. Update the Contact Us page.
Add the President-Elect to NAHQ Leadership list for quarterly
teleconferences and State Leaders list-serve. There is a form which
you will send to Lori to indicate contact info for Pres and Pres-Elect,
usually available on NAHQ website.
Send out agenda for your first meeting (at conference) at least 7 days
in advance
Strategic Planning: be sure you incorporate quarterly updates on
progress on the strategic plan into your meeting agendas. You can
use the timeline of the strategic plan to plan the monthly Leadership
Team meetings, to help ensure we are staying on track with the plan
and accomplishing what we've set out to do.
Work with Treasurer to select FAHQ booth at NAHQ Conference.
(Treasurer fills out form and sends in check)
Hold Board conference call meeting. Set up date for first face-to-face
meeting in June. Determine how many face-to-face meetings there
will be before next Annual Meeting - 2 or 3.
June
Your column, Message from the President, begins in Florida Quality
News. This is a monthly column, due 5 days before the end of
each month
Meet w Pres-Elect to be sure key issues understood and will be
addressed: State Excellence Award application, attendance at NAHQ
Leadership Summit in Chicago, bylaws
Touch base with your Team Leaders to ensure progress is being
made, they have the tools they need
Check on progress on NAHQ Conference planning regarding our
booth. Organize booth coverage schedule and be prepared to cover
many slots. In 2012 only, we will have 2 booths, 2 schedules
September
Register for NAHQ Annual Conference. FAHQ gets one free
registration and covers President. FAHQ allocates funds for travel
and 3 nights at hotel for President to attend. Per NAHQ, if you accept
the free registration, you must stay at the conference hotel.
Get Board vote on donation to HQF raffle (held at NAHQ Annual
Conference). We have already covered our annual donation to the
HQF in the annual budget. Review with board and confirm the
amount of this.
President is allowed to request list of NAHQ members in Florida once
a quarter. In July/Aug, make this request (to Lori Barker) and
provide a copy to the Conference Planning Team so they can start to
incorporate it into the mailing list for the Annual Conference. Also
provide a copy to Marketing or Membership Team Leader to add to
NAHQ list on Constant Contact (we promote joint membership via an
email once a year).
President attends NAHQ Conference representing FAHQ. We have
an FAHQ Exhibitor Booth and the President is responsible for
planning the booth, ordering materials and organizing coverage of
booth. Must also plan to work it most of the breaks at the booth to
represent FAHQ. NAHQ covers registraton for Conference (you must
follow special procedure for this) and FAHQ covers 3 nights at the
Conference hotel and travel for the President since you are
representing FAHQ for so many hours at the booth.
Be prepared to be invited to serve on an NAHQ Team. This is an
important FAHQ President tradition to carry forward, and has an
impact on future FAHQ applications for State Excellence Award.
Team service will start at beginning of calendar year, so you will have
a few months before you start serving.
October
Begin strategic planning process for next calendar year
July
August
Need to renew CE provider status with Florida Board of Nursing (even
years only). CE Coordinator does this but should be on President's
list to check deadlines met
Strategic Planning should begin for next calendar year. Be sure you
have any information together which board will need to carry this out
(membership survey, board self-assessment, any current
environmental issues in healthcare qualtiy)
Begin budget planning for next calendar year. Arrange time in Board
meeting for Treasurer to explain the process; put out call for input
from Teams in advance, ask Treasurer to prepare YTD info to team
leaders. President provides input which includes FAHQ commitments
to HQF, costs to attend NAHQ Leadership Summit (2) and Ann Conf
(1), plus any board expenses (like use of virtual assistants, travel
costs for special guests, printing for Board meetings, etc)
Oct - Nov
Check with Pres-Elect on status of upcomning elections
Conduct Board Self-Assessment for calendar year
Dec - Jan
Request list of all CPHQs in Florida and all NAHQ members in Florida
from NAHQ, in prep for NAHQ Compliance Report. Put out call for all
members who have published or presented poster presentations in
the newsletter
March
Complete NAHQ Compliance Report; provide copy to President-Elect
prior to submission and review as needed
Strategic Plan and budget should be completed for the calendar year
by January. Be sure a timeline and assignment of duties is included.
For some of the longer-term projects, you can ask the Pres-Elect if
they want to wait and assign during their term.
Check if info received yet from NAHQ on exhibitor booth for their
conference. Select NAHQ Booth site (for Conference in Sept); ask
Treasurer to issue check
April / May
At Annual Conference, you, as the outgoing President, run the Annual
Membership Meeting. FAHQ covers your registration for the
conference and 3 nights at the hotel.
January 201X
Source: Sample from FAHQ