The Leader in you

Mentoring Program for Volunteers

Created by Narelle Stoll Community Leadership Network

IntroductionThe purpose of this document is to assist volunteers develop leadership skills

through participation in activities

It is hoped that through this document an individual will gain the skills and knowledge needed for them to become an effective community leader

For more information please visit the websites below. Particularly if any of the links on this presentation are missing or broken

Regards

Narelle Stoll

Community Leadership Network

Community Leadership Blog

About this presentationThis presentation is made of a series of modules containing brief

information, recommended readings and activities

While the suggested timeframe for each module is one month there really is no time limit.

To get the best our of this course get a folder with paper to allow you to write down information and download and save articles

and other useful information

Don’t forget to use your mentorto assist you on your journey

Steps to success

Steps to success

What each of these steps represent is a skills you need to develop towards you becoming a leader

They have been arranged in a logical order to assist you progress and grow in your own pace

So lets start with Module 1 Clarity

Module 1 Clarity

“ If you don’t know where you are going. Any road will take you

there.”

Lewis Carroll

Purpose of Clarity

As you might have discovered your organisation offers a world of possibilities.

However without a structured plan in place you may find yourself drifting and at the end of year feeling disappointed you did not get what you wanted out of the organisation.

A written career plan will give you direction

Areas to consider Financial Health Career Social/Family Spiritual/ belief

Consider short term 1-2 years

Long term 3+

Leadership skills Public Speaking Project Management Event Management Strategic Management Meeting and Governance Management

Benefits of setting goals Gives you direction in all areas of your life Gives you purpose Puts drive and passion into your life

Format for setting goals (SMART) Specific Measurable Achievable Realistic Timely

What are some examples of goals and activities

Goal Develop skills in public

speaking Develop skills in team work

and meeting deadlines Develop skills in leadership

and management Develop skills in meeting

protocol and chairmanship

Activities Participate in icebreaker

activity Be a member of a project

or commission team Be a event coordinator or

Project Management Be elected to the board

Useful resources

https://www.box.com/shared/dl1rjytb7z

Learning and Development plan Goal setting resources Personal  Development

How to set smart goals

Exercise

1. Watch the following video

2. Write down the goals of the people featured in the video or a person that inspires you

3. Sit and reflect on what you think your purpose or goal is in life

4. Write it down

Activity: Leadership- People that inspire

Great Leaders of the World that Inspired Humanity

Further Activity

1. Download and read the resource information on goal setting

2. Download and read and Learning and Development plan

3. Decide what goals you want to achieve for the next six months

4. Write them on the learning and development plan

Module 2- Connect

The magic of networking One of the attributes of a successful leader is to have a wide

circle of contacts and resources to draw on

This is achieved through successful and targeted networking

Your organisation can provide many networking opportunities both local and perhaps National or International depending on its size

Meeting new people can be a daunting experience

So here are some tips to get you started

Some tips on being a successful networker

Do your homework-Know why you are going to the event Dress appropriately Take business cards If you don’t know anyone start with small groups of (2-3) people Introduce yourself with handshake, smile and eye contact Maintain interest in the person Avoid topics that might offend Exchange cards- write date of event when you receive the card Work the room, don’t stay in the one place

Activity

1. Before you attend your next function write down the following on a piece of paper

What is the purpose of the event? Why am I attending? What type of people I want to network with? What can I offer them?

Put these skills into practise at the next event

2. Sign up to your organisation social networking sites if you have not already done so.

Module 3-Community

Organisation StructureThis module is all about you

become involved in your club or organisation

community

As discussed in induction. A Club or organisation is made up of a number of

Programs or events.

Every member has the opportunity to participate

in any oneof these areas

Getting involved

By being involved in assisting with events you can gain some valuable skills.

Time management Networking Protocol Event Management Lateral thinking Marketing and Promotion Budgeting Public speaking

Different type of roles

There are a variety of different roles you can take on within a team. These can include

Marketing/ PR person Logistics- venue hire/layout/catering Event promotion Administration Membership (Training and skill development) Financial manager Sponsorship Technical volunteer ( specialist skills/qualifications may be required)

Just remember, unlike work generally no qualifications or expertise required. Just a willingness to give it a go

How to be an effective team member

Turn up to meetings on time Participate in discussion Take a note book to jot down actions you are required to do Commit to actions in the specified time Be honest and communicate in advance if unable to complete a

task Support and assist other members of the team

How to be an effective team member

Respect and follow directions of team leader or supervisor if safe to do so

Respect and follow the rules and protocol of the organisation Take initiative if you see a task requires doing Be positive and enthusiastic Don’t forget to wear organisation t-shirts or other promotional

material when hosting a public event

Refer to video- Leadership Lessons from the Dancing Guy

Notes on formal events

Your organisation may have the opportunity to host an international visitor or local dignitary (Mayor, Member of Parliament)

Events of this type usually involve a special procedure for how the event is to be run

These types of events will normally have a dress code, running sheet, Master of Ceremonies and formal activities like toasts, speeches and presentations.

Ensure you are briefed and adhere to the protocol associated with the event.

General etiquette at formal events Respect the dress code for the event Turn up to the event at the prescribed time Address the guest formally by correct title when introduced Ensure you stand/sit and be silent when asked to do so by the

Master of Ceremonies Respond to a toast when requested Mind your manners-avoid comments that may offend Wear your organisation badge If seated at a table know your table manners and the correct

position for the cutlery and glasses and side plate

Activity

1. Obtain a copy of your Chapter or Clubs organisation chart and event calendar

2. Write down all the activities and events coming up within the next two months

3. Write down two events and roles you would be interested in participating in

4. Contact the Event Coordinator to make arrangements to attend your first meeting

Module 4- Communicate

Opportunities to develop confidence in Public Speaking

Your organisation can offer many opportunities for members to gain confidence in public speaking. These include

Participation in formal courses Participating in public speaking/debating competitions Delivering verbal report to a meeting Promoting an event to club members Participating in a icebreaker event

Tips on improving your public speaking skills

Do your research- know your audience Research your topic well Allow sufficient time to prepare and practice your speech Write your speech out in full and read it out loud before

converting to cards Practice your speech using hand cards

Tips on improving your public speaking skills

On the day dress professionally with minimum jewellery Maintain eye contact with your audience Speak slowly and clearly Smile and look enthusiastic Finish your speech when requested to do so Watch the following video for inspiration

Martin Luther “I had a dream”

Activity

Here are some suggested activities to assist you to get confidence with public speaking

1. Prepare a verbal report and present it at the next committee meeting

2. Participate in a icebreaking activity

3. Get two friends involved in a fun ice breaker activity at your next meeting as the speakers

4. Introduce or thank a guest speaker at your next meeting

5. Promote a Project or event you are working to the organisation

6. Prepare an article for the newsletter

Module 5- Corporate Social Responsibility

Projects

There are many projects you will find that your organisation conducts both at local and possibly even at International level

Projects have two functions.

1. Develop members leadership skills

2. Develop and improve communities at both local and international level

Members have opportunities to participate in Projects at all levels of the organisation

Skills members can develop As well as the skills listed under module 3 members will also develop the

following skills Leadership Cultural awareness Planning Volunteer Resource management Teamwork Budgeting Chairing and running meetings Media relations Grant applications Award submissions Technical or trade skills

Your focus for this module

This is now your opportunity to step up and use the skills you have developed in modules 2 and 3 to lead a project or event team.

This skill not only requires you to have developed skills in planning, but also the ability to inspire and motivate others

Tips for successful Project Management Ensure you have developed a Project Plan with clearly defined

objectives and roles Recruit your team based on what you need to deliver Communicate your plan to the team defining clearly the

activities that need to be achieved by each role Develop written position description for each role Have a established meeting schedule where actions are

reviewed and issues discussed Ensure minutes are taken and circulated in a timely manner Communicate with team members regularly

Exercise

Watch the following video “Power of one”

Identify some of the issues in the video

What can you do to make a difference?

Activity

1. Offer to chair a community project or Program your organisation is involved in

2. Read your local paper. Identify a cause or project your organisation can become involved in. Prepare a project proposal and present to a board meeting

3. Speak about a cause or area of interest at your next club event

4. Offer to invite a guest speaker from a community organisation to your next event your members might be interested in

5. Prepare a press release

Module 6- Chair

What this module is about

The purpose of this module is to introduce you to the process for running a formal meeting

This module is for those members who have stepped up to take on a board position in their organization

Project vs Board meetings

While you were a Project chairman you would have had the opportunity to run meetings

Normally meetings of this type are run informally with minutes used as a agenda

Board meetings are different due to the Governance or legal responsibilities that board members have in ensuring the Club is financial and all business is conducted in accordance with objectives and the Club Constitution

The next slide covers some of the different activities

that occur at board meetings

Activities at Board meetings

Chapter Constitution- Governing or Legal document on how a Chapter is to be run. Managed by the General Legal Counsel

Agenda- sets out items to be discussed- Circulated by chairman 1 week before meeting.

Chairman- Person that runs the meeting. Ensures the meeting runs to time and Agenda is followed

Minutes- Taken and circulated by the secretary. Provides an account of what was discussed at the meeting

Activities at Board meetings

Written reports- 1 page summary tabled by each board member of their activities for the month

Motions- Formal method by which decisions are made

on changes to the Chapter Planning day- Meeting once a year to organise and plan

organisation events and review the organisation management systems

Annual General Meeting

An annual formal meeting held each year Activities that are completed at this meeting include Presentation of financial reports Election of the board of directors This meeting is normally chaired by a non-

board member Procedure for the organisation and conduct of this meeting is

set out in the Chapter constitution

Tips for delivering a report (1-2 minutes) Prepare what you are going to speak on Structure the report in the following format ( no more than 3

points under each heading) What was/is the event about Progress to date Further action to be taken

When called stand and address the chairman and the audience Speak clearly and stick to the points on the page Finish within the time allocated Conclude with the words “Mr/ Madam Chairman I would like to table my report.”

Tips for chairing a meeting Prepare and circulate the agenda one week prior to the

meeting Read the constitution and parliamentary procedures for

chairing meetings. Seek assistance from General Legal Counsel if unsure about procedures

Request board members reports one week prior to the meeting so they be distributed with the agenda

Tips for chairing a meeting Start the meeting on time Stick to the Agenda Remain impartial, professional and objective. Take charge if

the meeting is running over the agenda or becoming heated due to a sensitive matter being discussed

Allow everyone to have a say.

Activity1. At your first meeting after being elected to the board present a report to the

organization or club meeting on your role and areas of responsibilities

2. Prepare and present a motion to your board meeting

3. Conduct a small group exercise with a minimum of three other people where people in the group take turns being a chairman and conducting a meeting that runs for about 5-10 minutes. Two other members pretend acting as secretary, a director and have one person as a observer. Swap roles and critique each others performance.

4. Obtain a copy and read your organisation’s Constitution

5. Obtain a copy of your organisations Parliamentary Procedures

Module 7-Coach

About this module

This module is designed to assist people who may be in a position of assisting or guiding other members. This can include

Board member Trainer Project Manager Member more than 6 months

The purpose of this module is to provide you with some

Guidance on how you can become an effective coach

Being a coach The responsibility for being a coach is not something to be taken lightly.

You are responsible for ensuring a newer member of the organisation receives the best knowledge and assistance to enable them to become a better person or leader.

You are also seen as a representative of the organisation by the new member. A new member will judge the organisation on how you conduct yourself

A coach is not designed to be the expert in everything really just a guiding hand to assist the new member

There is considerable rewards in being a coach or mentor. The best is seeing new members grow in confidence and take on leadership roles

Some tips on being a great coach Be committed – Meet the new member at agreed schedules. Don’t be

distracted by phones and other members during the meeting. Be honest- If you don’t know something say so. But also offer to find out

the information and get back to the member by the agreed time. Be prepared- Prepare what you are going to deliver and discuss at the

meeting in advance Be professional and objective- As a coach you are responsible for

providing feedback to assist the member in being a better person. As well as giving praise also give constructive feedback on what they can do to improve next time.

Be supportive and respectful- Don’t be disrespectful and demeaning if an individual does not understand something. Remember once you were a beginner yourself

Be prepared to learn- Knowledge is a two way street. Don’t be afraid to learn something from the person you are coaching.

Activity

1. Volunteer to partner with a new member to assist them become orientated to the organisation and activities

2. Offer to run some a training courses to new members

Video ResourcesVideo Link to the following

http://www.flickr.com/photos/communityleasership/sets/72157633734010504/

Information on mentoring Team Building through Effective Coaching Skills

Useful resources

Community Leadership Network online Leadership Courses

http://nfphub.wordpress.com/online-leadership-training-courses/

Public Speaking Planning Meeting Procedure Event Management Project Management How to Lobby

ConclusionI hope you have enjoyed the presentation and have gained many tools and ideas to

equip you on your leadership journey.

Remember

“A journey of a thousand miles begins with a single step”

Laozi (c 604 bc - c 531 bc)

To conclude please watch this inspiring video. All the best.

Think Different