AE on the Verge

6 Words that Stop Change at Associations

noreply@blogger.com (Cindy Butts) — Sun, 24 Feb 2013 04:11:00 +0000

There are 6 words that routinely stop change at Associations: "But that will set a precedent." With a precedent of course being assumed to be a bad thing.

Here are a few thoughts on getting past the dreaded precedent-setting:

1. Call it a pilot program. Then it is clear it's a test and may or may not ever apply again.

2. Make it clear why it's one-time in an explanatory to a decision. "Due to the current market conditions ...", "due to an unexpected overage in the fund balance," or whatever provides explanation to do something even if it's never been done before or may not be an option again. Or make it clear what it would take for that same type of approval to happen again. Seriously, doing something once does not mean you have to do it twice or a hundred times. I also think if you do something a hundred times, you should also be able to never do that again.

3. Let it set a precedent. What if the precedent-setting option is actually the best approach? If the fear is that it might be popular, evaluate the concern about doing something that might be popular.

There are clearly situations where it may not be at all appropriate to set precedents, such as with personnel policies. But with many association programs and general association policies, maybe taking a leap of faith by trying something once won't be such a bad idea. At least don't kill an idea just by saying it will set a precedent.

A Return to Blogging - and "Most Obvious Lessons"

noreply@blogger.com (Cindy Butts) — Tue, 19 Feb 2013 00:45:00 +0000

The past few months have been filled with personal and professional transitions - left a job (and membership) I loved after 24 years due to a relocation, changed states, consulted, participated in a lot of association executives meetings, interviewed for a new job, facilitated a search for a new CEO, started a new job, bought a new house, and more. Which means I have lots of association management blog topic content; so it's time to return to blogging.

My first post has to be a highlight of my good friend Judith Lindenau's blog about what she learned as an Interim Association Executive.

Here are Judith's top 6 "most obvious lessons" for association execs:

1. It's not 'them or us.' (Cindy adds: that includes treating boards and their staff like partners!)
2. It's also the AEs job to provide perspective.
3. Have a good, memorable (by everyone) mission statement.
4. Only spend money on things that enable the mission statement. Notable quote: "Be brutal about eliminating the programs and services which don’t serve the members. One heads up trick is to divide the total expense of a program or service by the number of real, live members who actually paid money to get it." (Cindy adds: Amen!)
5. Get the association governing docs together.
6. Teach leadership skills. Notable quote: "Unfortunately, most 'Leadership Conferences' don’t teach the practical aspects of leadership ... The techniques of managing meetings, setting work goals, forming communities - those essential skills are often neglected and volunteers are left untrained and uninformed."

And ... "what a wealth of knowledge and support Realtor AEs are to each other." Judith is a wealth of knowledge and support!

Read her entire blog post here.

What I know for sure is there are hundreds of things to learn or know as an association executive. Judith's "most obvious lessons" are crucial ones.

3 Association Questions found at a Yard Sale

noreply@blogger.com (Cindy Butts) — Sat, 01 Sep 2012 21:39:00 +0000

Prior to selling our house this week, we had a yard sale. There are three questions we were asked by yard sale attendees that I believe are really relevant to association management too:

1. Are the prices firm or flexible? Clearly regular yard sale attendees like to know if there is flexibility in pricing. I thought it was actually really easy for them to find out, just by asking. Anytime you get a quote for anything, ask if it's "firm or flexible." You might get a lower price just by asking.

2. Do you have (fill in the blank)? Several asked for very specific things they collect - such as glassware, vinyl records, and buttons. It makes sense to always ask if someone has (fill in the blank) if you don't see it. The best example is in meeting planning - if there is a special dessert, a type of sandwich, a buffet item, or even certain centerpieces you don't see anywhere in the meeting planner kit or banquet menus - ask if the facility has it or can do it.

3. Would you sell (fill in the blank) for (fill in the blank)? Someone asked to buy the lawnmower in our garage for a specific price. We had not considered selling our lawnmower, but might have at a particular price. If there is something you want to buy, make an offer to whoever has it - they might just say yes. Or at least you'll know what price it would take for them to say yes. For example, if you're at an event and would like to use or own something that organization has, offer to buy it.

Sample Invocation Policy for Associations

noreply@blogger.com (Cindy Butts) — Wed, 01 Aug 2012 22:30:00 +0000

An association exec recently posted a sample ecumenical Invocation Policy on a listserve, that could be useful for others. Here it is:

"It is the policy of (insert association name) that if a prayer is used to open a (insert association name) meeting or event that it be a broad, inclusive invocation of faith that unifies rather than divides on the basis of religion and does not express a preference for one religion over another."

Ice Breaker: AE (Association Executives) Bingo

noreply@blogger.com (Cindy Butts) — Mon, 30 Jul 2012 23:55:00 +0000

At an event today, there was a fun ice breaker event: AE (Association Executives) Bingo. There are 5 squares across, 5 squares down, and each indicates something that could apply to those attending - plus a free space in the middle (for your name.) Attendees could only include a person's name ONCE on the grid - and the first to get a bingo was the winner. Could also be done with black-out of entire grid to extend the game.

A great way to get to know something about others in the room.

Here is what the squares for this particular bingo game included: (applicable to REALTOR associations, but could easily be modified for others):

* Has increased their affiliate membership this year
* Has attended at least 10 AE workshops
* Is a REALTOR and an AE
* Has been an AE less than 2 years
* Has less than 200 members
* Had increased their non-dues revenue
* Has a president under 30 years old
* Is attending the NAR leadership summit
* Has their RCE
* Lived in more than 3 states
* Knows the name of The Landing mascot (I think this is an association website?)
* Has an indoor pet
* Free space - your name
* Has grandchildren
* Is attending the NAR Convention in Orlando
* Owns a boat or RV
* Has their EPro designation
* Sends thank you notes weekly
* Has uploaded their picture to The Landing
* Has more than 600 members
* Has an association that crosses a state border
* Is an RPAC Major Donor
* Office is located in the same town as the state association building
* Has taken an online course

* Has used a My REALTOR Party Resource

(Thanks to Missouri REALTOR Association Execs!)

Association thoughts on returning to the gym

noreply@blogger.com (Cindy Butts) — Tue, 24 Jul 2012 04:08:00 +0000

I haven't gone to a gym regularly in years, maybe decades. But now I am going regularly. A few thoughts on associations reflected through my gym ...

1. You have to improve. If you want results, whether it's with exercise or with association management, you really have to make the decision to improve. Even if you only turn up the notch a little, turn it up.

2. Success is painful. The biggest accomplishments can take a lot of sweat and a lot of work. Decide to own that at the outset, so when you start to sweat and you see it's a lot of work, you're really just confirming what you thought it would be like all along.

3. If there's something members need, put that right out front. Often associations over-analyze why their members joined or they put the things the members aren't looking for in more prominent locations than what they are looking for. My gym has a giant case of bottled water right out front - and it only costs $1. Every time I walk in or leave I see exactly what appeals to me - the water. Why spend valuable web or newsletter space overly promoting programs no one wants to attend when you could instead focus on or promote the things they all want? And everything does not have to have a profit. Sometimes if they're paying dues let them have something for a low price.

4. When you're interacting, look like you enjoy it. Everyone at the front desk is cheerful all the time. Enthusiastic greetings, waving goodbye. Do you ever listen to staff complain while a member might be able to hear them - or bring gloomy attitudes into an interaction with a paid member? That has to stop. As the customer, I frown my way all the way to treadmill - but I do smile on the way in and on the way out. Because gym staff still tried to make it cheerful.

5. You really might not know how to do everything - take the time to ask. All the things you do that you never actually ever had instruction to do - it's not too late. Find out how to do something you do all the time the correct way. Maybe there's a way to do it better, or save time, or get better results. Your teacher might be another association executive who can help if you just take the time to ask, a personal trainer, or someone teaching a class.

6. Hydrate. Over a year ago I learned a big lesson about coffee and dehydration (note: if you don't already know this, coffee will dehydrate you.) Drink more water and less coffee and see if you feel better. You just might find you skin, your hair and your sleep patterns change too. When you work, or you work out, be sure you hydrate. I know someone who sets their phone alarm to remember to take a hydration break during the day.

7. Don't take for granted that membership is really optional and it's an expense. Whether it's a gym or an association, a member pays for membership. You have to keep them interested or they can just walk away. The long economic downturn keeps many people really predisposed to considering all their costs. Don't take any membership for granted.

Add your press release to a blog ...

noreply@blogger.com (Cindy Butts) — Fri, 20 Jul 2012 04:09:00 +0000

If you email or fax your association press release to the media, consider what else you should do with it:

1. Post it to your association blog ... and include your blog address in the press release. Add pictures of whoever you quote on your blog to make it easy for the media to grab a picture if they need one ... tell them pictures are there. By using pictures and names on a blog it makes those who are quoting findable in Google searches too. Link to the business site of those you are quoting so the media (and others) can see their expertise.

2. Post your blog link on Facebook ... and tag the ones you quote in the status. Take every opportunity to give your volunteers additional recognition. The tag will likely show up on their own Facebook page, which means their friends, family, business acquaintances, others will enjoy seeing their name/picture (and read your press release too.)

3. Post a super short summary on Twitter ... and include the link to the blog. Add at least one hashtag to further promote your press release to the intended audience ... such as a #location.

And special thanks to a blog reader who sent me this to add ...

4. Send to other Associations. If press release information extends to other industries or vendors who support your association, share the news. Many of your peers will pass the word to their memberships and help broaden your audience.

3 Reasons to Trash Your Office

noreply@blogger.com (Cindy Butts) — Sun, 22 Apr 2012 14:11:00 +0000

I've started the process of ridding my office of 24 years worth of "stuff" that has accumulated. I never should have waited this long ... Here are three reasons to trash your office ....

1. Space: Do you really need papers and files everywhere? How much of what is in your office is never going to be looked at again by anyone, for any reason? Take the time to go through every file and trash what needs to be trashed; put in master files what needs to be retained; or scan what can really be kept electronically. I even threw away 23 years of old calendars - no one is ever going to ask me what I did in April 1992.

2. Liability: Your attorney and CPA can confirm that it creates liability for your association to keep too many years of information you are not required to keep or "notes" from meetings that already have final minutes. If you've ever been subpoenaed, or know an association executive who has, it's the notes on the minutes that are as big a problem (if not a bigger problem) than the minutes themselves. Our fiduciary to our employer should ensure we aren't creating future liability by not just taking the time to destroy unnecessary old documents.

3. Catharsis: It may breathe new life into your office, file cabinets and building to have the clutter go away. And saying a final goodbye to books, magazines, random conference swag, and notes you will never reference ever again has a cathartic quality too.

Helpful tips:

1. Identify a "Trash Your Office Day" where the entire staff is involved with going through bookshelves, filing cabinets, desk space, and even under their desks for what can be removed.

2. Trash your Storage Unit too! If you are not routinely shredding documents that are past the years you need to retain them, then go to your storage unit and do it now. One day of effort could save serious headaches and problems later.

3. Call the on-site shredders! You should never put old files out in your outside garbage bin. On-site shredders are far less expensive than you might think. They will drive right to your office (and storage facility!) and shred everything on site - so you don't need to worry who might dig through them. And remember, there is no hard drive that can be completely wiped of all history - so trash your old servers and hard drives too. They can do that on-site as well.

4. Think electronically next - Every association needs a policy (and process) for deleting old email. You should NOT be saving thousands or hundreds of thousands of emails that are unnecessary. Check how to have email automatically delete if it is not otherwise intentionally filed. And check those old electronic email files too - and delete unless it's really important to retain.

Association Meetings: Another breakfast option

noreply@blogger.com (Cindy Butts) — Tue, 10 Apr 2012 17:05:00 +0000

At a recent association membership meeting (in a bank conference room), breakfast was a row of various breakfast pizzas (i.e., eggs instead of tomato sauce) and various whole fruit (oranges, grapes, bananas) - versus a continental with muffins or an expensive full breakfast. I thought it was an inexpensive option to catering - and very popular with the attendees.

The Reusable Big Check

noreply@blogger.com (Cindy Butts) — Thu, 02 Feb 2012 02:36:00 +0000

I was at a meeting yesterday where they used the SAME big check for presentations to two different organizations with two different amounts ... They just ERASED the check between uses. Was plenty professional for the photo opps too.

Details they provided: "I got the check for about $95 at signazon.com. It comes in different sizes and thicknesses; and you can add your own logo. We’ve used it several times, and it’s a lot more cost effective than $50 for a cardboard check from a printer although, obviously, the payee can’t take it home!"

Here's a photo:

How to Prepare for a Skype Interview

noreply@blogger.com (Cindy Butts) — Tue, 24 Jan 2012 23:51:00 +0000

I am moving to Connecticut in a few months and for the first time in decades actually have to think about details related to a new job search, including preparing for an interview. I've been quizzing colleagues who have been interviewed on Skype to get their input about how to prepare for a Skype interview (should I ever have to do one), along with my own thoughts as a Skype user ...

1. Be a Skype user long before you actually have to use it for business so you know what you’re doing; get accustomed to seeing others and yourself on a screen in a conversation;

2. Be sure you know how to work the audio and microphone on your computer, and test them the day before and the day of the interview. Have step-by-step how-to instructions on index cards on how to reset audio and the microphone if necessary. Have a back up computer ready to go in the event you have a computer crash or disaster immediately prior to your interview time;

3. Practice with someone and record mock interviews on Skype. This will prepare you for how you want to position yourself for the interview. You won’t want your face to look distorted or take up the entire screen. If you’re a headset user, weigh sound quality against looking like you’re at a radio control center;

4. Consider use of other materials. Some who interview by Skype put sticky notes on their computer, index cards with key points on the table near the computer screen, or have notes on flip chart paper taped on the wall behind the computer. Be sure it’s not really obvious that you are referencing something;

5. Consider the background. What is on the wall and in the room behind you will be seen. Not a good time to show a liquor collection, unkempt counters/desks, or busy street outside a window;

6. Put your pets far away from the camera. I watched a Skype interview once where a cat jumped on the person’s shoulder in the middle of it. It’s also possible to hear dogs, babies and other sounds in the background; and for god’s sake unplug your telephone and turn off your blackberry or iPhone (which are bound to ring);

7. Have water available if you need it, but not too close to the computer keyboard;

8. Dress as if you are at a live interview, because you are. Certain jewelry that flashes may be more obvious and flashy on camera than in person. The search committee on the other end of your interview probably has you broadcast on a large screen - remember they will see every dark circle or flaw, so think about yourself magnified. Eye contact is important even with technology - so look as if you are making eye contact.

9. Like all interviews, listen to the question and answer it. People screw that up all the time, whether on Skype or not. If they give you a limited time for the interview, be mindful of it and plan accordingly when you answer questions – especially very open-ended ones;

10. And finally, technology can go wrong at the search committee site too. You can always offer to continue on a conference call, but those who were able to Skype are likely to have an advantage. It's okay to ask for another Skype interview.

Any tips you have that aren't included?

Office Technology: More to worry about

noreply@blogger.com (Cindy Butts) — Tue, 24 Jan 2012 02:15:00 +0000

Are your meetings being watched via your videoconferencing equipment without your knowledge? An article in the New York Times gives that a big maybe. Apparently hackers can often easily get into those video conference systems - thus into the board rooms that host the equipment - and can then watch and listen to everything that happens in those rooms. The article also mentions that the US Chamber found that an IP address in China may have accessed them via an apartment thermostat and office printer. Seriously, did we need more office equipment to worry about?

Here are a few more things to think about:

1.) If someone who leaves in a board room during executive session, but an open laptop or activated device remains, could he/she (or someone remotely) be taping or listening to the discussion?

2.) If you don't collect devices before a hearing, could the parties listen in to the deliberation if an open phone line that remains in a room? (Note to REALTOR Association Execs - the Professional Standards manual has a section devoted to collecting devices at hearings)

3.) Could your presentations or meetings be taped via a phone or laptop without you expecting it? I was once asked after doing a presentation if it could be uploaded onto YouTube. I didn't even know I was being taped - it wasn't remotely obvious.

4.) Is your laptop set to prohibit remote access?

Remember the good old days when the only concern was whether office equipment worked or not ... Now we have to be suspicious of any equipment obvious or concealed in any meeting room too.

Creating Additional Value at a Committee Meeting (in 3 minutes or less)

noreply@blogger.com (Cindy Butts) — Wed, 18 Jan 2012 04:19:00 +0000

If a committee meeting is adjourning early, do you (or should you) take 3 minutes for professional development?

At the end of a meeting, a chairman asked an attendee (before we adjourned) if she could tell the group in two minutes about the top two business apps she uses on her iPad. Two others gave their top app too. It all took a total of about 3 minutes. Everyone was writing the info down (including me); and when we reconvened the next day the pre-meeting chat was all about those apps.

Sometimes we miss easy opportunities to learn from each other - even if only a 3 minute burst of opportunity. If the meeting was ending on time, or heaven forbid running over, it's not appropriate to extend for any reason. And had it been more than 3 minutes I'm not sure that would have been fair to the group either - as so totally off-topic. But it was short, and great.

I thought that was 3 minutes well spent; and definitely of interest to those who attended. The chairman knew she taught a class on that topic, and we all benefited from her knowledge and presence unexpectedly.

Your Association Staff: The Beneficiary Check

noreply@blogger.com (Cindy Butts) — Thu, 12 Jan 2012 18:42:00 +0000

Do you have any idea who you designated as the beneficiary on the life insurance policy provided by your association? Do your employees still remember who they designated?

Many years ago, an association employee passed away and one of her children called because the family was really surprised about the beneficiary to her life insurance policy - it was totally inconsistent with everything else noted in the will. But it didn't matter - the beneficiary is the beneficiary; and the determination was between the insurance company and the employee.

Especially with longtime employees who may have had significant life changes during their many years of employment, one thought may never have been to check or change the beneficiary on the life insurance policy provided by the association. Wouldn't it be a big surprise to an ex-husband or a nephew to later find they are the beneficiary of an insurance policy because the employee never changed that information?

Contact your association's life insurance provider and ask to provide beneficiary change forms to provide to your staff - or ask if there is a number employees can call to verify who they may have designated.

Employees really don't think to make that change when their life has changed.

Reminder Note ...

noreply@blogger.com (Cindy Butts) — Sat, 07 Jan 2012 04:10:00 +0000

If you really need to remember to do something after work or when you leave the office - write it on a post-in note and staple it around a purse, bag or briefcase handle. It's harder to miss than other ways you may leave a note.

6 Reasons your Association should Sponsor a Sports Program

noreply@blogger.com (Cindy Butts) — Fri, 06 Jan 2012 00:08:00 +0000

The association that is our Connecticut counterpart is a sponsor of a Division I University's basketball games. There are 6 reasons they do it ... that are each good reasons for you to consider sponsoring a team/program in your area/state too:

1. Popular tickets for fundraising events and/or prizes: Their sponsorship includes season tickets to the men's and women's home basketball games. Those have been used as prizes at meeting/events and for fundraising efforts (like their scholarship fund and Foundation.)

2. Way to support local association events: Their season tickets are shared with their local boards for them to use as prizes or for fundraising efforts on the local level. (They say this alone has been "an awesome benefit.")

3. Member Appreciation Days - and Member Savings: They are also able to offer "Member Appreciation Days" at select football and basketball games - with tickets available to members for as low as $10. Members have saved several thousands of dollars from regular ticket prices. Plus, members have fun.

4. Public Announcements with Key Messages: They have two public announcements during basketball games at the large home game arena that are tied to their public relations campaign theme; along with a video board display during the announcements. They have the same thing at the campus arena, but also two signs over the tunnels with their public relations campaign logo.

5. Supporting a State University: Members feel good about providing support to a state university program.

6. Target Demographic/Audience for PR Campaign Message: They found it's a great opportunity to reach an important target audience with their target message ... specifically, the young people who attend these games, the school alumni and fans; as well as the visiting team's students, alumni and fans.

Special thanks to Beth Mecteau at the CT Association of REALTORS for providing all this great info ...

Take 15 minutes: What's going on with those links?

noreply@blogger.com (Cindy Butts) — Thu, 05 Jan 2012 03:15:00 +0000

Our association (like many others) offered membership web pages so they'd have a "presence on the Internet" - back when we were collectively first learning about email and the Internet. We'd take photos at membership meetings to add to their page and provide guidance on how to update personal info on that page. The good: there was a lot of content put on those sites. The bad: some of it didn't get updated again ... so flash forward, we have all sorts of pictures of members that now look like high school photos; and information they put about themselves 10 or 15 years ago pretty much froze in time. The (maybe) ugly: the public can find how outdated it is too.

Recently I checked out the blogroll and links on our association blog and site. Yikes. Did the weeks turn into months turn into years - and all those sites and blogs are now gone? It took minutes for me to remove them - but how long were they wrong?!

Have you checked out the content on your association sites to see what really needs to be removed or updated; and how many links referenced in documents are long gone?

Set aside just 15 minutes today and look at all your association Internet sites. Find what you can delete now that needs to go, and just do it. Identify who is going to go through the rest of your links and site content to update, remove or educate about it.

Things have changed in the past 15 years - and some of your blogroll, links and content likely needs to change too. Although I sort of like my former professional picture (above) ... it's not exactly current.

5 Ways to End "Board Room Blahs"

noreply@blogger.com (Cindy Butts) — Thu, 29 Dec 2011 15:10:00 +0000

Non-profit consultant Bob Harris has a great list of ways to end "Board Room Blahs." Here are 5 of my favorites:

"1. Put a 'Mega Issue' on every agenda. Spotlight one item that will make a difference and deserves more time and attention. Call it the mega or spotlight issue so board members are eager to get through the reports and to the more meaningful project. [Note from Cindy: I would likely only include a spotlight issue on 1-2 agendas per year instead of every agenda - as I find it's difficult to have time for additional discussions on every agenda.]

2. Save time. Use a consent agenda to reduce reports by distributing them in advance and asking for one motion to accept the consent items.

3. Stay focused. Keep a copy of the strategic plan on the Board table. Better yet, laminate a copy that directors know will be a resource at the meeting.

4. Consistent messaging. Take 5 minutes at the end of the meeting to decide on the main message that directors should communicate to members. Create an executive summary or 'One Voice' and distribute to directors so they deliver consistent messages after each meeting.

5. Assess meeting effectiveness. Use the back of the agenda for 1 or 2 questions to ask before the meeting adjourns: a) Did the meeting advance the mission and serve the members; b) What can we do to improve our next board meeting?"

A complete list of (free) resources and templates for Boards of Directors can be found at this link.

Note: Bob Harris, CAE, offers free governance and management samples at www.nonprofitcenter.com. Bob notes ideas in the "Board Room Blahs" are compiled from "experience and colleagues on ASAE's listservs."

The problems with phone call updates ...

noreply@blogger.com (Cindy Butts) — Thu, 29 Dec 2011 04:15:00 +0000

Today someone relayed a desire to set up weekly PHONE CALLS to review the status of a problem project. What I don't like about phone call updates:

1. There's no documentation about the status, absent sending an email AFTER the call saying "this is to confirm the current status of the project discussed on the call dated (insert date)" along with details of what was agreed to. There are occasions people want to do a phone call on purpose: to avoid being documented. A problem later or any misunderstanding from the call turns into a "he said, she said" if not documented. It is, however, a plus to have an OPTION to talk separately for any clarification when something genuinely cannot be understood otherwise.

2. Can a "team" of people really commit to the same day and time weekly? My experience with any regularly scheduled phone meeting is "some" show up and most have conflicts - so the "team" on the call ends up being something smaller than the team. With all the document management options now - which are especially useful for status updates - there should be no need for weekly phone calls for status reports. If any status is available in less than a week, isn't it better to report when known versus a future scheduled time?

3. The pleasantries that end up taking so much time. This week, two vendors I never met started the phone conversation asking about how my holidays were. "Nice" and "good" resulted in follow up questions, "did you do anything special?" etc. Those holiday quizzes are, however, a break from always being asked about the weather at the start of a call (my ultimate pet peeve for conference calls.) Is it more of a courtesy to establish a bonding ritual on topics of no consequence or better to just cut to the chase and discuss the issues that are the real purpose of the call?

4. Personal preference for communications. People have definite personal preferences for how they want communications - and often those who prefer one type (phone calls versus email, for example) can be annoyed by another type. For example, if you get a phone call, but prefer to answer by email (absent the person giving you email as a way to respond in the voice mail). Or if you send an email, and the person prefers to responds with a phone call. Where should the courtesy be if each prefers a separate method?

Regularly scheduled updates are important. How you manage and participate in them is important too.

Meeting Frequency: How much time to allocate

noreply@blogger.com (Cindy Butts) — Mon, 26 Dec 2011 17:46:00 +0000

One of my early association presidents assigned a 2-day time period to a project that would likely take other associations a year or more to resolve; and it really was accomplished in two days. Her theory: "Groups always take the amount of time you give them. If you say they have a year, they take a year. If you say they have a day, they take a day."

Time and time again I find the time it takes to reach an outcome really is set by the leader or by the association. When I facilitate planning meetings for other associations it's often shocking to me how many still have monthly committee meetings - and it really does take all year to get something finished. One small association had 10 committees that met monthly - that's 120 meetings of committees alone. Staff had no time to do anything but attend meetings and plan for the next ones.

Urging a committee-intense association to try to set shorter time periods for any given association project can be a surprisingly difficult step for many associations to take - either they just don't believe that there is the potential to move forward quickly or they believe that committee members genuinely want (or need) to meet every month and they'll feel less invested without live "progress" meetings.

Tip for the New Year: If you have ANY committee that meets monthly, try to see if two meetings would be better. If it's not, you can always go back. If it is better, that's a lot of unnecessary meeting and volunteer time you have saved - that could be spent implementing instead.

Groups always take the amount of time you give them.

Association staff competition: Gingerbread Houses

noreply@blogger.com (Cindy Butts) — Fri, 23 Dec 2011 14:33:00 +0000

The DC office of our national association recently held a staff competition for gingerbread house design. This is actually a fun idea that could be scaled to even a small office with a few employees, multiple associations in different states, or even a member competition.

Here's how it works:

1. They purchased pre-built gingerbread houses at a local grocery store ($15 each) - which standardized the main structure; and provided "basics" such as gum drops, little candy canes, frosting, sprinkles. Could buy more materials or add on to the structure, but core had to be the gingerbread house.

2. Time period to complete was 4 days;

3. No theme - but all did use a real estate or association focus anyway;

4. Everyone on staff could vote (they used paper ballots and one ballot box);

5. Prize was a pizza party for the winning division - but since everyone in DC is naturally over-competitive by nature winning was most important;

A video holiday greeting card was created which encompassed all the gingerbread houses and sent to all staff.

Additional thoughts:

1. The winning gingerbread house (of the US Capitol) used cardboard, frosting sheets, edible markers for the rest of the structure. Since I really don't cook or do crafts, I didn't even know that there were such things as frosting sheets and edible markers!

2. I would likely to do two awards/prizes if not all in the same building/same organization - one with judges; and another that was a popularity contest (where getting votes was really encouraged). Popularity votes could be online or even cash donations counting as votes that could go to a charitable cause.

3. Depending on sizes of divisions, it's possible in both the design and voting that the largest could get some degree of an edge - although a single artistic person could always wow everyone even if no one else assisted;

4. I believe a theme would make it easier to judge - and would include that;

5. For competitions that aren't all in the same building - I believe it would be possible to have multiple people in various towns/states order the same house online; and (not to be a Debbie Downer but to recognize various resources to participate) it might also make sense to have a limit on how much can be spent on supplies - or limit it to certain supplies that can be used.

I thought the creation of a holiday video card that captured all of the houses and spirit at the end was a real bonus and way to keep the recognition of the effort. Here's a runner-up gingerbread house:

Special thanks to Megan Booth and Claire McDonough for the pictures and details

4 words to add to your member communications

noreply@blogger.com (Cindy Butts) — Thu, 22 Dec 2011 04:53:00 +0000

Recently a member began dictating what she thought needed to be included in a communication to a member who has expressed unhappiness to other members about a change, without having ever contacted staff to just get the correct info directly.

The member relayed, "Aside from what she says are the questions, I believe what she really needs to hear from the association is this: 'We're here for you.' "

Maybe those four words really are the assurance that members need in these tough economic and challenging times. Add it to your communications: We're here for you.

7 association management techniques that come from having a teenager

noreply@blogger.com (Cindy Butts) — Tue, 20 Dec 2011 04:06:00 +0000

I think those who start in association management after their kids pass the teenage years have the added bonus of the wisdom that comes from that parenting. Here are 7 association management techniques that come from having a teenager ...

1. Trust, but verify: I'm sure everything you hear from your teenager, your members, your staff and your vendors is true. But it's worth verifying from time to time. If a staff person says something can't be done it sometimes makes sense to ask a lot more questions as to why they're certain of that. Sometimes the question just hasn't been asked to the right person or the answer evolved over time but the information never filtered to them.

2. What works for one may not work for the other: If you have two teenagers you may find what motivates one wouldn't motivate the other, or what rewards one would not reward the other. Often with volunteers and staff we may do the exact same things to reward or motivate two very different people. Before giving every volunteer the same plaque, find out first if they even want a plaque. Ask a leader the simple question about what they want to accomplish before thinking you have that answer only in your strategic plan or past experience.

3. It's really not okay to break the rules: Sometimes I read association blogs and they suggest breaking the rules or operate in an association world with no rules - so I assume they don't manage associations. OK, everyone has read "Lord of the Flies" - it doesn't work. If you want to test the rules, then be prepared for the penalties for doing that. If you don't like the rules, then change the rules.

4. Get a tutor when you need one: It's widely realized that sometimes if there's an area where your need teenager needs help, you find a tutor. I believe you should hire a tutor your entire life. If there's something you don't understand, then find someone to teach you. I had an employee lacking experience with accounting - so I suggested signing up for an accounting class. He wasn't interested. Sometimes if you don't get the tutor you're really never going to fully learn or understand important aspects of association management.

5. Find the convincing argument: Teenagers try to master the art of the convincing argument - who's the best person to ask, what's the key thing to say that might work, if you get a no, what's the next approach. Association management is so much easier with those same practices - who's the best person to ask someone if they'd like to be a future officer (note: It may not be the chairman of your Nominating Committee), what are the points that matter to the person you're asking (versus the points that matter to you), if you get a no, then what's the next approach. Each situation should be considered unique and the elements of the convincing argument should be applied.

6. If they miss one deadline, they will miss others: If there's a deadline and it doesn't matter, then you don't have deadlines. Hopefully by high school the concept of deadlines is being constantly reinforced. I have found throughout my career that those who miss a deadline are going to do it again. There was a vendor who promised a proposal by a particular date - four weeks and multiple excuses later, still no proposal. Did I know after the first date went by that there was no reason whatsoever to trust the next deadline? Absolutely.

7. Shower the people you love with love: It's worthwhile to treat everyday accomplishments as accomplishments. Getting an A on a paper, looking adorable or doing something good are worth recognizing regardless of the age of a kid. Same is true with volunteers, officers and staff - if someone writes a great newsletter article, did a wonderful radio interview, ran a great meeting, secured a sponsor - tell them! When someone does something great, and even good, show them the love.

A Desktop Plaque

noreply@blogger.com (Cindy Butts) — Sat, 17 Dec 2011 20:03:00 +0000

If you're looking for an alternative to a wall plaque, consider a desk plaque. This one is a combination clock and plaque that can sit on a desk, table or shelf; and even looks nice folded shut. Cost about $150 (which includes the engraving.)

Best travel shoes. Ever.

noreply@blogger.com (Cindy Butts) — Fri, 16 Dec 2011 16:07:00 +0000

I have finally found the dream travel shoe: the Puma Zandy. Looks like a flat (and is) but it's really a sneaker. So comfortable, really easy to take on/off, and perfect for long treks (or even running) through an airport. Also easy to pack/carry around as they are so lightweight. I've also convinced myself the silver color matches everything. They also work as business casual.

Picture from Amazon site, where I ordered it ($55). I've also seen at Nordstrom.