Zone Chairperson Training How to have all the

Zone Chairperson Training How to have all the answers or be able to find them

Before you begin • Print a copy of the Zone Chairperson Manual • Print or open the file for the District Constitution & By-Laws • Pick a time when you will have 30 to 60 minutes when you will not be interrupted • Have note paper available • Try to complete a section(s) before stopping • View as a slide show so links function

Course Objectives • • • Identify position responsibilities Motivate club officers Provide recognition Encourage goal setting in clubs Communicate with club officers

Course Objectives (cont. ) • • Provide coaching Resolve problems Submit timely reports Use LCI resources

Course Sections • • Job Responsibilities Motivation Communication Problem Solving Goal Setting Coaching Reports/resources Click on any section title to go to that section. To return to this page click on yellow triangle on that page.

Job Responsibilities What do you expect me to do?

Who is a Zone Chairperson? You are the link between the clubs in the zone and the district team. You motivate and counsel clubs as well as communicate with clubs and encourage clubs to support district programs and activities.

You, the Zone Chairperson, … Collaborate with the district governor to ensure that clubs in the zone are in good standing, are visited more than once a year, conduct service projects in their community, and have effective internal communication and a public relations program.

Three Hats of a Zone Chairperson • Motivator – recognize club success • Counselor – provides coaching and guidance • Communicator – informs clubs of district information/activities and reports club activities to district governor team NEWS

Zone Chairperson Responsibilities • Further the purposes of the association • Participate in meetings as a member of the district cabinet • Monitor the well being and status of clubs in your zone (review reports & visit clubs) • Endeavor to include the district GLT & GMT coordinators in zone meetings

Zone Chairperson Responsibilities (continued p. 2) • Organize and conduct zone meetings as chairperson of District Governor’s Advisory Committee in your zone • Provide timely reports on zone meetings, health of clubs and club service activities • Represent each club in the zone having problems with the district, MD or LCI

Zone Chairperson Responsibilities (continued p. 3) • Supervise the progress of district, MD and international projects within the zone • Facilitate exchange of ideas about programs, projects, activities, and fund raising methods among clubs in the zone • Endeavor to have every club operate under a duly adopted constitution & by-laws

Zone Chairperson Responsibilities (continued p. 4) • Promote to clubs the district, multiple district and international programs & attending conventions • Work in harmony with the district cabinet • Visit a regular meeting of each club in the zone at least once or more • Attend all regularly scheduled district meetings, events or programs

In Partnership with the District GMT & GLT Coordinators, you may • • • Organize a new club Conduct new member orientation Promote Club Excellence Process Implement a member recruitment plan Nurture current and future leaders Promote use of leadership development resources and programs

The GMT & GLT Structure

Responsibilities Quiz Start with the first question or choice on the left, and click the answer you think is correct. After you click, the correct answer will appear.

Multiple-choice question Which are three primary responsibilities of a zone chairperson Attend meetings Communicate information Counsel or coach Coordinate equipment Motivate club officers

Multiple-choice question Which answers are large time commitments of a zone chairperson? Select three Organize and attend Zone Meetings Attend district convention Visit clubs & complete visit reports Monitor clubs effectiveness and financial status Report club officer information for the district directory

Multiple-choice question Which answers are bad advice for a zone chairperson? Select three Delay discussing a problem Compliment clubs on their successes Wait for club officers to contact you Communicate once every 3 months Respond to emails or calls within 24 hours

Multiple-choice question Which reports are reviewed online by a zone chairperson? PU 101 Club Officer Report Club Health Assessment Report MMR Monthly Membership Report Club Activity Report Club Cancellation Report

Break? • Do you need time for a break before starting the next section on Motivation?

Motivation Why are you willing to accept the challenge of the chairperson position?

Definition Motivation describes the factors within an individual which initiate, maintain and direct behavior towards a goal. These factors are the reason for their actions or behavior; why they do what they do.

David Mc. Clelland's Theory of Motivation During his 20 years of study Mc. Clelland identified three types of motivational needs: affiliation, power or authority, and achievement.

Mc. Clelland's Theory of Motivation The affiliation motivated person needs friendly relationships and interaction with other people. (team player) Needs to be liked and held in high regard. Likes joining a club and being on a committee

Mc. Clelland's Theory of Motivation The achievement motivated person seeks attainment of realistic but challenging goals, and advancement in position. Needs feedback on achievement and progress, and wants to have a sense of accomplishment. Will motivate a committee or club to achieve desired results

Mc. Clelland's Theory of Motivation The power or authority motivated person has a need to be influential, effective and to make an impact. Have a strong need to lead and for his ideas to be accepted. Enjoy personal prestige. May become committee chairpersons, club officers or trainers

Motivation Training Resource Member Motivation online course

How to motivate club presidents? • Get to know each one and find out what motivates them • Ask why they accepted the position of club president • Provide recognition based on each person’s motivation (what is important to him or her)

Know Your Clubs § Talk with your predecessor or district historian to find out about your clubs’ history and special projects or mission § Know when each club was chartered, merged or re-organized § Ask your predecessor if there were any prior problems that you need to know

Club Excellence Award This award recognizes a club that is effective, pays its bills, and is filing reports on time Recognizes club members who are motivated to fulfill their duties in a timely manner The Club Excellence Award Application must be submitted to the district governor

The Art of Recognition • Recognition should be suited to the individual, timely in presentation and appropriate for the accomplishment • The publication, Art of Recognition, provides more information about recognition

Informal Awards • Informal awards are given at the time of an achievement during the year • An award should be tailored to an individual, such as a sports game ticket if the person is a sports fan • More specific ideas are given in the Art of Recognition publication

Formal Awards • Lions clubs has many formal awards (pins, plaques, certificates) for individual Lions, clubs, districts, multiple districts and non. Lions • Information & publications on the LCI website provide details of how to earn each award

Summary • There are many ways to motivate a person, however the most important thing to remember is that motivation is unique to each individual. • You now know about many resources; use them appropriately for each Lion.

Motivation Quiz Start with the first question or choice on the left, and click the answer you think is correct. After you click, the correct answer will appear.

Multiple-choice question Which award is an overall club achievement award? 100% LCIF Supporting Member Award Club Excellence Award Environmental Photo Contest Winner District Peace Poster Winner

Multiple-choice question Which recognitions are examples of informal recognition? Select three. Environmental Service Excellence Certificate Discount certificate for dinner at a restaurant Tickets for a sports game Article in district newsletter about the Lion and his/her contribution Agent of Change Plaque

Multiple-choice question Which of the following are true statements about motivation? Motivation is unique to each individual Incentives like pins always motivate everyone Personal achievement goals can motivate a Lion Relationships and decision making can be a motivation factor Competition always increases results

Break? • Do you need time for a break before starting the next section on Communication?

“What? ” Communication Did you mean to say what you just said?

Communication - A Process with Many Variables • • • Speaker and Listener Word selection Language understanding Cultural context Added message of body language Always check for understanding on the part of the listener

Communication - An Important Skill for a Zone Chairperson How will you communicate with clubs: • Provide information • Communicate regularly • Offer assistance • Compliment on club success

Provide Information • District directory and district events or programs • Multiple district convention and events • International theme for the year • Successful activities from other clubs • Awards that might be of interest to the club

Communicate Regularly • Frequent communication is easy with email, phone or fax – determine preferred method of each club president • Clubs may not call you with a problem, so you should contact them • Reminders can be given each month

Offer Assistance • Share with club or club officers how to plan a service activity, conduct a fund raising project, or increase member retention • Provide a club contact with experience participating in a Youth Exchange • Inform club about equipment that may be borrowed

Compliment on Club Success • Ask what club activities they have done • Inform the club of how to put information in the district newsletter • Recognition of publicity or a membership increase will encourage club officers to continue in their efforts

First resource to clubs You, the zone chairperson, are the first resource for clubs in your zone. Keep the lines of communication open.

Summary • The zone chairperson is very necessary for club officers to be informed and positive, and for the good health of clubs in the district.

Communication Quiz Start with the first question or choice on the left, and click the answer you think is correct. After you click, the correct answer will appear.

Multiple-choice question What is involved in communication? Check four Speaker and listener Word choice Tone of voice Geographic location Body language

Multiple-choice question What are communication priorities of a zone chairperson? Provide information Offer assistance Communicate by phone Recognize club success Communicate frequently

Multiple-choice question What are reasons to communicate regularly? It is a job requirement You can give monthly reminders It is an opportunity to discuss any problems Provide contacts in clubs with similar project ideas Gather club activity information

Break? • Do you need time for a break before starting the next section on Problem Solving?

Problem Solving How can you resolve this problem?

Definition A problem is an obstacle which makes it difficult to achieve a desired goal, objective or purpose. It can refer to a situation, condition, or issue that is yet unresolved.

Problem Solving Process Problem solving is a process used when a person or group does not know how to proceed from a given state to a desired result. A five step process can be followed to solve problems.

Step 1 - Define the problem • State what is preventing you from reaching your goal • Is that the problem or a symptom of a larger problem? • Is the problem worth solving? • What conditions should the solution satisfy?

Step 2 – Gather information • Talk to stakeholders that are affected by the problem • Ask for details of observed events • Review results of prior solutions or studies • Ask officials, committees or decision makers for their opinions • Interview experts for their advice

Step 3 – Develop alternative solutions • Look at the problem in a different way, from a different perspective • Brainstorm and generate many alternatives, listing them for consideration • Review alternatives to seek new or exciting solutions, and ideas that can be combined • Eliminate ideas that will be met with high level opposition

Step 4. 1 – Consider alternatives Consider the following characteristics of each alternative: • Suitability: ethical and practical • Feasibility: affordable and probability of solving the problem • Flexibility: ability to respond to unexpected results, to new possibilities and the amount of control you have once you begin your solution

Step 4. 2 – Select the best alternative • Select the best solution (there is not a perfect solution) • Ask your expert for an opinion on your chosen solution • Consider your intuition about the solution • Consider a compromise solution if needed

Step 5 – Implement decision Without implementing your chosen alternative, you have not solved the problem. § Develop an action step plan § Inform stakeholders § Monitor progress (results and process) § Compromise or adapt plans if needed

Empower your club officers • Teach them the 5 step process • Build their confidence • Encourage them to solve their problems independent of you • Provide feedback regarding their results

Deal with problems sooner, not later • Problems do not go away • Delayed problems grow in challenge and in the number of people involved • Ignoring a problem may create relationship conflicts among fellow Lions

District resource people • • • Other zone chairpersons Region chairperson District GMT and GLT coordinators 2 nd vice district governor 1 st vice district governor District governor

LCI resources • Dispute resolution procedures for club • Dispute resolution procedures for district • Dispute resolution procedures for multiple district

Summary Problem solving is an essential skill for a zone chairperson. Remember to solve a problem as soon as possible using the five step process. Ask for assistance from your district resources if you need it.

Problem Solving Quiz Start with the first question or choice on the left, and click the answer you think is correct. After you click, the correct answer will appear.

Sequence the items Match the sequence position with the item that occurs in that order. 1 Develop alternatives 2 Define the problem 3 Gather information 4 Implement decision 5 Select alternatives

Multiple-choice question Which of the following are resources for resolving problems? LCIF Coordinator Club dispute resolution procedures Experienced zone chairpersons Region Chairperson 2 nd vice district governor

Break? • Do you need time for a break before starting the next section on Goal Setting?

Goal Setting How will you achieve that by the end of the year?

Goals A goal is an outcome that you want to achieve by a specific point in time. It is the end result towards which your efforts are directed.

Benefits of Goals • Research shows that people who consistently set goals have high levels of achievement. • By deciding what is important to you and what you want to achieve, you are outlining your path to success.

Benefits of Goals (cont. ) • When you achieve some of your goals, you will become more confident in yourself and your abilities. • Once you know what you want to achieve, you will not be distracted by things that are irrelevant.

Recruitment Publicity Develop Leaders Engage Members Service Write Your Possible Goals

Smart Goals Smart goals are goals that are written so everyone can understand what the desired result will be and when it will be completed. Goals are: • specific • realistic • measurable • actionable • time bound

Example Goal Statement • The club will recruit 12 women members by February 1 of the current Lions year

Possible Club Goals • • • Engagement of members Membership recruitment Public relations/press coverage Fund raising for community needs Leadership development Support of LCIF

Sample Club Goal 1 • Become a 100% LCIF Supporting Club by the end of March Click to view related action plan

Sample Club Goal 2 • Recruit 10 new members by November 30 Click to view related action plan

Sample Club Goal 3 • Retain 95% of club members by the end of the current Lions year Click to view related action plan

Action Plans What to include in each action plan: • • Action Who will do Deadline date Results

Action Plan 1 • District LCIF Coordinator is invited to present an informational program at Oct. club meeting • Another club presents a slide program about an eyeglass/vision screening project at a November club meeting • At the January club meeting, officers ask each club member for $20 to support LCIF back

Action Plan 2 • Members invite prospective members to help with September service project • Membership committee organizes an open house informational social in October and invites prospective members to meet club members • Member sponsors invite prospects to become members in November back

Action Plan 3 • In July membership committee discusses club involvement with all members • Membership Committee surveys member satisfaction in November • Club conducts a planning retreat in May for the next year’s club activities and projects back

Summary • Goal – specific measurable statement of desired result by a specific time • Action Plan – details of how and who will achieve specific results by a specific time • Wish – a goal without any action plan

Summary • Now you have reviewed possible club goals • What goals do you have as zone chairperson? • Write a few goal statements for yourself • Be sure they are specific, measurable, actionable, realistic and time bound

Summary • For more training on setting goals, take the online Goal Setting course on the LCI website.

Goal Setting - Action Planning Quiz Start with the first question or choice on the left, and click the answer you think is correct. After you click, the correct answer will appear.

Multiple-choice question What is a goal? A wish that something will change Stated specific measurable desired result by a specific time deadline Detailed plan of how, who and when you will achieve specific results Estimated time line for action Budget of expenses and resources needed for a plan

Multiple-choice question What is an action plan? A wish that something will change Stated specific measurable desired result by a specific time deadline Detailed outline of how, who and when you will achieve specific results Estimated time line for action Budget of expenses and resources needed for a plan

Multiple-choice question What is a wish? Stating a desired change without any detailed plan Stated specific measurable desired result by a specific time deadline Detailed outline of how, who and when you will achieve specific results Estimated time line for action Budget of expenses and resources needed for a plan

Multiple-choice question What is included in an action plan? Action or methods you plan to use Who is going to do each action Cost of each action Results that show you have achieved the goal When each action will be completed

Break? • Do you need time for a break before starting the next section on Coaching?

Coaching Your behavior affects the whole team

Definition Coaching is the process you use to empower individuals to put forth their best efforts to accomplish specific goals.

Benefits of Coaching It helps my club presidents if they know I can support them in overcoming any gaps in their knowledge of recruitment and retention programs and how to implement them. It can mean recognizing and reinforcing good performance so that it continues, or supporting and guiding when performance is lacking in some way and the opportunity to improve exists.

Characteristics of Effective Coaches • Provide a safe comfortable environment • Build on strengths to affect improvement and individual’s satisfaction • Communicate to develop understanding and respect • Follow- up to achieve mutually agreed upon goals

Coaching - A 5 Step Process 1. 2. 3. 4. 5. Identify the behavior Describe the implications Reinforce or correct Agree upon a plan Follow up

1. Identify the behavior • Focus on behaviors or actions, not on the person • Consider both positive behaviors and those that offer improvement opportunities • Be specific

2. Describe the implications • Explain what happens when the person performs in this way • Explain who and what is directly impacted • Explain how this may affect overall performance

3. Reinforce or correct • Focus on performance • Reinforce specific positive performance to motivate • Provide examples of desired performance when necessary to correct

4. Agree upon a plan • Agree upon the cause of the problem or reason for success • Jointly discuss a solution • Create an action plan for change together • Obtain a commitment and offer encouragement

5. Follow up • Make notes of the results of the session • Contact regularly for updates per the agreed upon plan • Establish a new plan when necessary

Coaching is Coaching can mean recognizing and reinforcing good performance so that it continues, or supporting and guiding when performance is lacking in some way and the opportunity to improve exists.

Coaching is not • Telling people what to do • Punishing someone for poor work • Done without input from the person being coached • Done once and then forgotten

Conclusion Coaching benefits everyone involved; the person being coached, the club and district, the community being served, the association and the coach.

Coaching Quiz Start with the first question or choice on the left, and click the answer you think is correct. After you click, the correct answer will appear.

Multiple-choice question What is coaching? Telling people what to do Supporting and guiding to improve performance Punishing a person for poor work Reinforcing good performance so that it continues Empowering individuals to put forth their best effort

Multiple-choice question Who benefits from coaching? The person being coached The Lions club and district The local government The community being served The coach

Multiple-choice question When would you use the coaching process? When a committee chairperson is not fulfilling his responsibilities When the bowling tournament has low scores When club meetings are not well organized When a club fund raising event does not make a large profit When the club secretary does not file MMRs on time

Sequence the items Match the sequence of coaching steps with the item that describes the step. 1 Reinforce or correct 2 Identify the behavior 3 Describe the implications 4 Follow - up 5 Agree upon a plan

Break? • Do you need time for a break before starting the next section on Reports and Resources?

Reports & Resources Do you have it when you need to submit it or use it?

Reports You Submit • Club visit reports provide valuable information to the district governor • Report of District Governor’s Advisory Committee meetings in your zone • Summary of club activity and club officers

Reports You Receive or Access Online • Monthly membership report of club membership including membership changes • View Club Activities reported online • Club Health Assessment report • Copy of club newsletters

Club Related Reports that the District Governor Receives • Monthly Club Health Assessment • Monthly Recap of Club Accounts – summary of past due bills and latest MMR filed with LCI • Club cancellations

Club Ledger of Account • Can be requested to resolve a billing or payment disagreement • A list of credits and debits for the club account (club treasurer can view online) • Contact accountsreceivable@lionsclubs. org

Other • There may be other reports related to a membership campaign or a fund development campaign • You may be asked to nominate Lions for district awards

LCI Zone Chairperson Resources • LCI publications on website www. lionsclubs. org • Club Officers Manual (La 15) • Zone Chairperson Manual (da 100) • Zone & Region Chairperson Center • Standard Club Constitution & By-Laws (La 2)

LCI Lionism Resources • • LCI history Melvin Jones Helen Keller Lions Clubs in the 21 st Century (book)

LCI Club Resources • • How Are Your Ratings (me 15 & me 15 b) Club Resource Center Blueprint for a Stronger Club Your Way Club Awards Club Excellence Process Lions Leadership Resource Center (LCI web site)

LCI Membership Resources • I Am a Lion (me 37) • Lions Make a Difference (me 40) • Club Membership Chairperson Guide (me 44) • Induction Ceremony Suggestions (me 22) • Membership Application (me 6 b)

LCI Membership Resources (Cont. ) • Sponsorship is an Important Responsibility (me 21) • Membership Orientation Guide (me 13 a) • Membership Satisfaction Guide (me 301 • Family & women members • Membership & Leadership Development Resources (LCI website)

LCI Organization Resources • District Constitution & By-Laws (LA-4) • International Constitution & By-Laws (LA-1) • Board Policy Manual

Resources & Reports Quiz Start with the first question or choice on the left, and click the answer you think is correct. After you click, the correct answer will appear.

Multiple-choice question Which resources are used in orienting club officers? Select four. Club Officer Manual How Are Your Ratings? Club Excellence Award Zone Chairperson Manual Standard Club Constitution & By-Laws

Multiple-choice question Which resources are used in discussing member recruitment? Select four. I Am a Lion Membership Chairperson Manual MMR Monthly Membership Report Lions Make a Difference Sponsorship ME 21

Multiple-choice question Which resources are used in discussing member retention? Select four. How Are Your Ratings? MMR Monthly Membership Report Membership Satisfaction Guide ME 301 Club Excellence Process Sponsorship ME 21

Multiple-choice question Which club report copies are reviewed online by the zone chairperson? Select three. PU 101 Club Officer Report Recap of Club Accounts Report MMR Monthly Membership Report Club Activity Report Club Cancellation Report

Multiple-choice question Which reports are received by a the district governor? Select three. PU 101 Club Officer Report Club Health Assessment Report MMR Monthly Membership Report Club Activity Report Club Cancellation Report

Multiple-choice question Which reports are used in case of a billing problem or dispute? Select three. PU 101 Club Officer Report Club Health Assessment Report History Ledger of Account MMR Monthly Membership Report Club Cancellation Report

Summary You should have completed all five sections of this course now Click here to go back to check slide #5 if you think you have missed a section

Conclusion You, the zone chairperson, have many responsibilities and are a key member of the district cabinet. You provide information on the strengths and weaknesses of the clubs in your zone. Your communication, coaching and motivation skills can impact the future of your district. Thank you for accepting the challenge!

Zone Chairperson Training How to have all the answers or be able to find them