the construction specifications institute looking at your year ahead kathy proctor, fcsi, cdt
TRANSCRIPT
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The Construction Specifications Institute
Looking At Your Year Ahead
Kathy Proctor, FCSI, CDT
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Today’s Objectives• Learn how a simple planning session can structure
your year.• Develop a chapter calendar with key milestones.• Use the calendar to get key commitments from
committee chairs.• Ensure that chapter resources are used efficiently
through careful scheduling.• Enjoy your time as a leader.
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What Type of Planning Does Your Chapter Do?
• Have a 3 – 5 year long-range plan?• Have a chapter operating guide?• Hold a planning meeting before (or at the) start of the
new year?• Trying to get something organized and are looking
for ideas?
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Let’s Make a Plan!
“Good fortune is what happens when
opportunity meets with good planning.”
Thomas Alvin Edison
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Planning Session• When?
May through June
• Who?BoardCommittee Chairs
• How Long?4 hours
• Where?Appropriate space is important
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Supplies & Equipment Needed
• Flip Chart• Post it Notes• Dots• Calendar Grid (12 – 15 month)• Markers & Pens• Camera• Projector, computer• Internet
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Handouts / Resources• Calendars• Chapter Operating Guides• Job Descriptions• Budgets (proposed and previous year)• Long Range Plan
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Before the Session
Executive Team Meets– Review chapter long-
range plan– Agree on key directives
for the year– Review or establish
budget
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Structure of the Meeting1. Introduction
2. Review of Last Year
3. Strategic Direction for this Year
4. Goal Setting
5. Report Out
6. Capture Information
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IntroductionIntro from facilitator or incoming President
– What you intend to accomplish– Importance of each person’s contribution– What you will do with the information
• Communicate it to membership– Publish in newsletter– Post on chapter website
• Use to manage monthly progress
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Review Last Year• What’s Hot!
What’s Not!• Identify strengths and
weaknesses• Use flip chart to record
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Set Strategic Direction
• Outcomes from ExCom meeting
• Quick review of finances• Challenge to committees
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Goal Setting – Breakout Session• Small groups with similar interests
– i.e.: Education, Certification, Technical
• Develop committee goals– Format
• The (which) committee will do (what) by (when).• Resources needed:
– Support from other committees
– Volunteers
– Financial
• Capture on Flip Charts
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Report Out
Committees present goals
– Identify conflicts– Commitments before
peers– Record on Chapter
Calendar
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The CalendarSchedule for 12-15 months
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The Calendar• Start with a blank grid• Put in the days, dates
and months• Use as the base to chart
your course
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The Calendar• Identify key dates
– Chapter meetings– Conferences– Product show– Study course– Institute deadlines– Award submittal deadlines
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Other Calendar Information• Newsletter articles
– Schedule publication months for special topics– Get committee chairs to commit to write
• Key dates of other organizations
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Manage Your ResourcesDo you need to change dates?
– Over-commitments of volunteers– Watch your $$$$$
• Incomes vs. Expenditures
– Check conflicts with other organizations• Nearby chapters• Other industry organizations
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Capture the Information• Schedule
– Photo the calendar– Have a scribe record the events
by date
• Goals– Type into a word document
• Review with leadership team• This becomes your road map
for the year
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The Construction Specifications Institute
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15 Month Calendar
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Transfer to Spreadsheet
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Transfer to Gant Chart
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Manage Your Year Ahead
• Board meeting uses calendar milestones
• Check progress• Identify new conflicts• Determine needed
resources
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Outcomes
• Ease of communication• Everyone knows what
is expected• Easy transition using
15 month plan• Have a successful
term
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“Planning is bringing the future into the present so that you can do something about it now”
Alan Lakein
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