Secretariat Team Training
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Transcript of Secretariat Team Training
WELCOME to
the Secretariat the Secretariat Training Session
IntroductionIntroduction
Expectations from the sessionsession
Who is a Club Secretary?
Who is a Club Secretary?
Secretary = PresidentSecretary = PresidentSecretary = PresidentSecretary = President
� Vital Person
� Leadership team….Decision maker� Leadership team….Decision maker
� Great Authority = Greater Responsibility
Roles of a Club Secretary:Roles of a Club Secretary:Roles of a Club Secretary:Roles of a Club Secretary:� Maintaining Records� Liaison Officer� Communication channel� Communication channel� Ambassadorial Relations� Reporting� Club Installation � Official Club Visit � Logistics� Filling gaps/ loose ends� Viewing larger picture - District 3140� And more. . .
InstallationInstallationInstallationInstallation
� It is a ceremony of the incoming President and the team.
�Confirm the date with the District Secretariat team.�Confirm the date with the District Secretariat team.
�Send the Pre Installation Report ten days in advance.
�Set the agenda, keeping protocols in mind.
Official Club VisitOfficial Club VisitOfficial Club VisitOfficial Club Visit
� Interaction with the club members.
� Assessing a club’s progress.� Assessing a club’s progress.
� Suggesting practical solutions to problems challenging the club.
� New Innovations for club.
� It’s not an inspection.
Critical aspects of an OCV
� Confirm the date with the District Secretariat team
� Submit the Pre – OCV report, 2 weeks in advance.
� Ensure all records are maintained and presented.
� Plan in advance, execute better.
Records:� Minutes / Agenda (Make sure that you draft minutes REGULARLY and
submit it to the Rotary and mail it on the club groups. Agenda to be preparedminimum 2 days in advance and mailed to members and B.O.D.s)
� Attendance (follow the attendance pattern given by the District and keep hard� Attendance (follow the attendance pattern given by the District and keep hard
copies with you at all times)
� Database (Membership File, Inducted and Probationary Members, Alumni
Roster, Inducted Member Roster – Matches with the Sec Report and District DuesPaid List)
� Correspondence File (Permission letters, marketing letters, MOUs etc.)
� Summary of Projects (To be Submitted to Rotary, College, Inner wheel)
� Secretariat file /Book (Optional)
� Pictures of Club Projects (Folders in your PC / CDs)
� Others (Sample of Invites, Poster, Banner Design, Press Release, Bulletins etc)
� Make sure that the Editorial file, Public relations file are � Make sure that the Editorial file, Public relations file are maintained by respective avenue directors.
Communication� Invite List - (Club, P.I.S., District, Outside Club, College)
� Mailer - (Pre and Post Projects) – Formal and well formatted (NO SMS
Language)
� Short Message Service (SMS) - (Make Groups for convenience)
� Call Chains
� Communication to Club Members and B.O.D.s - (Club Project, Other Projects, BOD Meets, G.B.M. etc)
� In ADVANCE - (At least 2 days)
� Create Club Group - (Mail across the G.B.M. Minutes as well)
� Ensure Club Participation Everywhere
� Outside Club Participation (Projects / G.B.M.’s / Installations)
� Partners In Service (Projects / G.B.M.’s / Installation / OCV’s)
� District Projects
� College
� Try not keeping your club project on the same day, when you know some other club projects are happening which will benefit your club members
� Improves Relations
Communication Plan
� Responsibility for communication
� Frequency of communication
� Content of communication
� Methods of communication
� Web Meetings
Working / Coordinating with Different People
� President � Board of Directors� President
�Vice President
� S.A.A.
� Treasurer
� Board of Directors
� P.I.S.
�College
�District
� Club Projects� Ambassadorial� G.B.M.’s and B.O.D.’s� Secretariat Report
Reporting
� Secretariat Report (Match with the District Dues Paid List)
- Ensure All Members and Alumni's are registered.- Teach Reporting to Members- You Don’t make the reports, ask the OCP’s to make it.- Give deadline to the OCP’s (Immediately after the Project)- You ensure timely reporting- Go through the report and submit it- Give your feedback to the OCP’s
Look at the larger picture…Look at the larger picture…Look at the larger picture…Look at the larger picture…
� Club Installations
� Club OCV
� District Projects� District Projects
� Responsible President’s Citation
� R.I. Presidential Citation
� R.I. Outstanding Project Nomination
� World Rotaract Week
� Rotary Service Week
� Regular Updates
� Attend DRR and Pres – Sec Meetings
Ambassadorial
� Ensure Club Participation Everywhere
� Outside Club Participation (Projects / G.B.M.’s / Installations)
� Partners In Service (Projects / G.B.M.’s / Installation / OCV’s)� Partners In Service (Projects / G.B.M.’s / Installation / OCV’s)
� District Projects
� College
� Try not keeping your club project on the same day, when you know
some other club projects are happening which will benefit your club
members
� Improves Relations
Being an effective Secretary
� Be formal in communication
� Prioritize
� Be Approachable
� Be meticulous� Be meticulous
� Don’t give up
� Be active throughout
� Walk the Talk
� Time Management (To – Do List, Check List, Time Chart)� Crisis Management (Case Studies)� Train Successor (To ensure Continuity)
And ENJOY, because this is going to be the best ever.
ROLE PLAYROLE PLAYROLE PLAYROLE PLAYROLE PLAYROLE PLAYROLE PLAYROLE PLAY
How will I make Secretariat fun???
How will I make Secretariat fun???
� R.I. Presidential Citation – by 30 September
� Responsible President’s Citation
DatesDatesDatesDates
� R.I. Outstanding Project Nomination – By February
� World Rotaract Week – during the week of 13th March
� World Interact Week – during the week of 5th November
� Website launch – by 30 September
� Reporting Deadline – 10th of every month
� Nominate your club at AARA’s
Utilize
� Tool Lit
� ACE� ACE
� Directory
� Synopsis
� Website
� District Secretariat Team
Secretariat Communication channelCommunication channel
HAPPY ENDING!!HAPPY ENDING!!