Preparation is key!

Have you heard the saying, "If you fail to plan, you plan to fail." There's wisdom in this saying.

I've often heard, "Well I'm spontaneous", or "I'll get to that when I'm good and ready."

Honestly, if I didn't plan and ensure a good workflow, then deadlines would be missed, and people would become frustrated because the documents and information they are waiting on to complete tasks would not be in their hands in time.

I am not saying that being spontaneous is not a good thing.  However, in preparing for board meetings, or any meeting, you should be planning well.

How can you plan well so that you don't fail?

• Planning for a board meeting takes time.  Do not leave planning and preparation until the last minute.
• Prepare your own report and ensure the other board directors are aware of the date and time their reports and any research briefs or sub-committee recommendations are due.
• Prepare an agenda for the meeting and distribute it with enough time for directors to read and make their notes in preparation.
• Ensure you are aware of what recommendations are being brought to the meeting and decisions that require noting.
• Ensure all relevant documents for the meeting are made available to each director and have access to a digital copy.
• Having your 'draft' minutes on hand on your device/laptop can assist in ensuring you record all relevant decisions and information.  If you choose to handwrite, then ensure you have your notepad and several pens (colored highlighters help).
• Have your paperwork and notes ready to go in an easy-to-find location on your laptop or printed in a folder marked for that meeting.
• Ensure your mobile and other devices are on silent so that you are not distracted throughout the meeting.
• Ensure you have adequate hydration, rest, and food before the meeting, and 'be present' in the meeting.  As the person recording minutes, you must be aware of the discussion happening and if you are unsure of a final decision, request clarification.

Planning and preparation are essential elements for any board/executive secretary undertaking a role in the meeting.  

How can you plan well, so that failure is not an option?

Self-Management

How often in an advertisement or position guideline do we read, 'self-management' or 'self-organized'?

Whether you are seeking paid or volunteer roles, there are usually position descriptions and guidelines produced so people can read and understand what the position requires and the desired outcomes.

So firstly, let's address what is self-mangement?

A dictionary definition of management is "the act or manner of managing; handling, direction, or control."

So self-management is basically your ability to manage, handle, or control your own work and be productive without relying completely on others to achieve a desired outcome. 

There are those who dislike the term self-management because they are accountable for their actions, and decisions and ensuring their workflow is productive. Work is just a source of income, and little enthusiasm to upskill and grow in their role is shown.

Personally, I enjoy self-managing my day and workflow.  Knowing that people can rely on me to provide communication, information, and research, ensuring deadlines and outcomes are achieved in a timely manner, is very fulfilling. Self-management requires a person to be highly organized, and dependable and monitor themselves, and their team if they have one, to ensure high-quality productivity and outcomes.

Taking time to prepare and consider each job undertaken is important.  Setting goals such as timeframes for research, approvals, communication dissemination,  scheduling, and deadlines may seem paralyzing for some, however, I have found it exciting and a great routine to include in your daily activities.

Self-management is not just for those in paid or volunteer roles.  This can be incorporated into daily life.  We all self-manage at some level.  How?

• arranging medical, dental, hairdresser, and mechanical appointments.
• arranging meetings with educators, and financial and legal representatives.
• researching appliances, diets, medical aids, and educational institutions.
• budgeting and payment of household accounts.
• purchasing groceries, ensuring your vehicle has fuel, and regular maintenance.
• Checking and updating the family calendar so that everyone is where they need to be at any given date/time.

Celebrate successes!  It's important to affirm a job well done.  It might be as simple as a 'thank you' to a team member, or an encouraging email.  You might just want to stop and thank the Lord for the successful outcome.  It may seem minor, but we do not celebrate our successes enough.  Let's focus on the positive outcomes instead of the negative experiences.

How do you self-manage?

Value your Team

Many people make a team.  How you or management treat can determine whether the team is cohesive, excited, encouraging, and forward-thinking, or, in dissension, disheartening, reactionary, and critical.

So, how can you value your staff and/or volunteers? One simple step is simply saying 'Thank you'! But do not just say the words, follow up with action. You may choose to hold a monthly or bi-monthly morning tea, encouraging your team to engage with one another and build their working relationships and discuss the challenges and successes within their areas of volunteering or work.

Communication 

I cannot emphasize enough how important communication is to value your team, whether paid or volunteer.  Regular, open communication is vital to building an effective team that is cohesive, excited, and working well together.

Equip Your Team

Your team is unable to effectively engage in their roles if they are not equipped with resources and training.  In many industries, "toolbox talks" are held where opportunities to bring up concerns, training requirements, and provide professional development are concentrated on.

If there are courses, and/or professional development opportunities available, ensure your team is aware of them and how they can participate. 

Ensure when fresh staff or volunteers join your team, they are introduced to the whole team and welcomed.  

Reward Your Team

Be available to encourage and reward your team.  Something as simple as a morning tea or doing a team-building activity together.  Saying thank you, giving certificates, or an acknowledgment of outstanding contributions. 

Communication, equipping, and rewarding your team will encourage longevity, respect, cohesiveness, and unity. 

How can you value your team today?

How To

 As a 'seasoned adult', I've had many years of experience in areas of not-for-profit, as well as paid employment.

Having trained several incoming staff through a variety of various positions, I noted it can be difficult to pass on all information that the incoming staff member may require.

Trivial things such as where floral arrangements/wreaths are purchased, or what to remember at various times of the year may not be recorded in the job guidelines but are intrinsically part of the role.

That's where a "How To" document might be helpful.  In this document (which I refer to as a 'living document), you note small incidentals, timelines, and practical notes that can assist the incoming staff member as they learn about what is required, especially after you are no longer working in that area. Looking back, I now realize that such a document in my early years of working in both paid and N-F-P work, would have been invaluable.

This document can be continually changed and updated by those referring to it so that as functions, timelines, and things change in your role, there is an up-to-date place of reference. It is an intentional document and one you are continually updating.

Such a document might seem to be a waste of your time, however, once you are not in that role, it can assist the new person, especially if they cannot contact you. Such a document, alongside the PD and PG, can stimulate conversation and help with communication in the working environment.

One way you might like to begin your "How To" document is by going through your Position Description (PD)/Guidelines (PG) and making notes on the small points that are not listed in these documents.

In some roles, knowing the manager's coffee preference can help set a more positive start to the working day!

Small incidental points, which seem trivial, can help create a positive working environment, or cause dysfunction as people become frustrated because the previous staff member "knew", but the new member of the team does not.

How can you create a "How To" document today and into the future, for when you train someone in your role?

How do we communicate effectively?

How important is communication? The dictionary defines communication as “a process by which information is exchanged between individuals through a common system of symbols, signs, or behavior”, “a verbal or written message”, and “a technique for expressing ideas effectively”.

Communication is an essential skill, not only in your personal and community relationships but also in your workplace.  Do you stop and truly listen to those around you?  If you remain quiet and listen to what your colleagues and work friends talk about, it may surprise you that communication, or lack of it, is often referred to.

How can communication in the workplace improve?  If you are an employer, director, manager, supervisor, or team leader, make time in your diary to ensure you meet with your staff/team.  Don’t talk down to them, ask them questions about how they view the company/business/organization, ask them how they view communication between the different areas of the business.  You may choose to do this individually, in small teams, or as a whole group.  Note, however, that some people will not engage if they feel threatened.  If people in your organization are not engaging in the conversation, it may take some time to build a relationship where they feel they can speak without fear of losing their job.

We do not know what all our team members are going through outside of the workplace, sometimes managers and supervisors are unaware of what’s happening in the workplace. You need to be listening, aware, and taking note of your team and how they interact with you and each other.

The skill of communication doesn’t just apply to the workplace.  It applies to all areas of our life – family, friends, marriage, relationships, social interactions.  The ability to communicate well, not just hear noise, but listen with intention, and engage in meaningful conversation assists you in understanding your partner, children, and colleagues much better.

How do we communicate effectively?  Listen – don’t just hear what you want to hear, don’t just hear the ‘noise’ people make; really listen to what is being said. Lead by example – if you want to improve communication, then show how; read about how to improve and practice by action. Learn – accept criticism and correction. 

If You Fail to Plan, You Plan to Fail!

 You've read the saying, "If you fail to plan, you plan to fail!

Being organized and ensuring you have your day planned out, helps in planning to succeed, instead of planning to fail. Over many years, I have watched many people both succeed and fail.  Some tell me, "I just go with the flow!", or "I can't plan past the new couple of days, it's just too far." 

Others tell me how they have planned out their goals and what actions will need to be undertaken up to a year or more ahead so that they have the best possible chance of success.  The difference between these two types?  

Simply, it's having an action plan in place and ensuring that they consistently work towards the goal they have set rather than "let's hope for the best".

This quote, I think sums up 2023 for me and part of what I want to achieve: 

"To be successful at anything, you must simply be what most people aren't: Consistent." (Anon)

How can you begin to plan for success instead of failure?

• Set aside time each week to dream, research, and plan the activities you want to achieve.
• Determine what activities are urgent, short-term planning, and long-term planning.
• Begin collating what you need for short-term and long-term plans. E.g. you decide to apply for a housing loan. In undertaking this process, documents will need to be gathered and certified, book an appointment with an authorized broker or local bank.
• Action urgent jobs promptly; don't leave until the last minute.   Ensure the work undertaken is your best.
• Have a notebook or daily planner sheet that you can tick off jobs as they are completed.
• Don't be overwhelmed; break the jobs down into manageable tasks. I have found this helps manage stress and anxiety levels, especially when undertaking a role or request that I have never done before.
• Review, review, and review documents and information before sending.  This saves time and embarrassment.  
• Have regular times that you are at your desk, so people know when they can contact you.
• Plan time to rest and have a break.
• Take care of yourself.

(Canva)

Teamwork

 Teamwork.  We often hear this word, read about the importance of it and in our workplaces are encouraged to participate in it.

What is Teamwork? The Cambridge Dictionary tells us, "the activity of working together in a group with other people, especially when this is successful."

Teamwork isn't always easy.  Some people find it much more appealing to work alone, whilst others relish the opportunity to work with others.

Teamwork, when everyone in the group chooses to participate and work together, can lead to creative and successful outcomes.  To achieve successful outcomes, all participants need to intentionally  ensure a numbe of actions occur.

1. Turn Up on Time!  Meetings (either in person or online) to brainstorm, collerabrate, and compile are important and it is very frustrating if participants are late joining the meeting or not turn up at all.  If you are part of a team of people, then TURN UP! Turn up to participate, turn up on time, be proactive.

2. Do Your Part!  Your contribution is important.  Ensure you complete the assigned tasks ontime and to the best of your ability.

3. Ask for Help! If you are overwhelmed or struggling, then reach out to the team and ask for help.  That's not, I don't want to do the task or I haven't ensure enough time.  It's asking for help when I've tried and need someone to review or assist.

4. Affirm Each Other!  Encourage one another and affirm the team members abilities and skills.

5.  Celebrate Your Success and Milestones!  Don't forget to celebrate together the milestones achieved and successful outcomes.  When things don't quite go to plan, find what to celebrate and then how together work out the issues that still require resolution.