Operations Training Lesson 3 1 >> Operations Training This Lesson’s Agenda Module II Finding...
-
Upload
frank-wyers -
Category
Documents
-
view
219 -
download
2
Transcript of Operations Training Lesson 3 1 >> Operations Training This Lesson’s Agenda Module II Finding...
Operations Training
Lesson 3Lesson 3
1 >>
Operations Training
This Lesson’s Agenda
Module II Finding Solutions Communications
Module III Conducting a Meeting
Case Histories
Lesson 3Lesson 3
2 >>
Operations Training
Awareness of Change
The struggle to identify & adapt to change is on-going•Squadrons not immune from penalties for ignoring signs•When something no longer works - - - -•It’s time to identify what has changed & adapt
Finding SolutionsFinding Solutions
3 >>
Operations Training
Adapting to Change
MURPHY’S LAW
“Whatever can go wrong will go wrong;
at worst possible time”
Problem solving skills are required to meet goals in an ever changing world
Finding SolutionsFinding Solutions
4 >>
Operations Training
Finding Solutions When Results are Below Accepted Norm
1. Identify the problem area2. Determine unsatisfactory performance level3. Define a reasonable, desired level4. Isolate difference between current & desired
Finding SolutionsFinding Solutions
5 >>
Operations TrainingHANDOUT # 9 Problem Solving – 9 Step Process
Finding Solutions When Results are Below Accepted Norm
5. Brainstorm possible causes of problem6. Decide which causes are most critical7. Identify alternative solutions8. Evaluate proposed solutions:
• Estimate contribution to goal achievement, cost & feasibility
9. Make commitment to a plan
Finding SolutionsFinding Solutions
6 >>
Operations Training
A Sample Problem Have vs. Want
• The problem: Low renewal rate of new members
• Present level: 50% percent non renewal for past 3 years
• Reasonable desired level: 1% to 2% net growth
Finding SolutionsFinding Solutions
7 >>
Operations Training
BrainstormingPossible Causes of Problem
• Lack of educational courses & plans
• Cliques: no interest in ideas or needs of newer members
• Newer members not assigned to positions of responsibility
• Limited on-water squadron activities
• Meetings too formal and boring
• No activities for young children of members
Are there others? Separate
symptoms from causes
Are there others? Separate
symptoms from causes
Finding SolutionsFinding Solutions
8 >>
Operations Training
BrainstormingPossible Solutions to Problem
• Offer all courses annually
• Cooperative course plan with nearby squadrons
• Hire professionals to present programs at meetings
• Develop comprehensive activities program for families
It’s all about balance. . . What other things
could you suggest?
It’s all about balance. . . What other things
could you suggest?
Finding SolutionsFinding Solutions
9 >>
Operations Training
BrainstormingAction Plan
• Cooperative Educational Program AG, EC & Seminars with neighbor squadrons SEO to submit combined-squadron schedule
at ExCom meeting
• Family program of activities Appoint ad-hoc committee to develop Committee to submit innovative plan to
commander within 60 days
With action plan in place - - What’s next?With action plan in place - - What’s next?
Finding SolutionsFinding Solutions
10 >>
Note - action plan includes Who – What - WhenNote - action plan includes Who – What - When
Operations Training
Team Performance Evaluation
• How well is my team performing?
• Are we meeting the goals of plan?
• If goals are not met, what problems need to be solved?
It’s like an auditIt’s like an audit
Finding SolutionsFinding Solutions
Self-Evaluation Ask yourself
Self-Evaluation Ask yourself
11 >>
Operations TrainingHANDOUT # 10 Evaluation Model
Evaluation Model
1. List Goals
2. Examine Results
3. Evaluate Progress
4. Identify Weaknesses
a. Are goals unrealistic?
b. Resources inadequate?
c. Personnel failure?
5. Develop Solutions
6. Implement Action Plan
7. Audit
Finding SolutionsFinding Solutions
12 >>
7. Re-audit
Operations Training
• Think about what you want to do
• What you’ve done so far
• What you need to do for personal growth
Whether you aim high and make it, or
settle for whatever comes your way
It’s up to you
Self Performance EvaluationFinding SolutionsFinding Solutions
13 >>
Operations Training
CommunicationCommunicationCommunication
In our next topic communication
we will discuss form & function including - - - how we convey our thoughts & attitudes through body language
14 >>
Operations Training
Protocols - Written
• Dates: day month year - 25 August 2012
• Time: 24 hr clock 0500: pronounced ‘oh five hundred’ 2100: pronounced ‘twenty one hundred’
Not ‘two thousand one hundred’
• Rank written without periods: Lt
• Grade written without periods: AP
• Only proper nouns capitalized: District 25
• Other nouns not capitalized: district, squadron, annual meeting, life member,
CommunicationCommunication
15 >>
Operations Training
Electronic Media Websites, SailAngle, E-mail & Social
Guidelines
•Be explicit: state the matter clearly
•Be tactful
•Make criticism constructive, specific
•Be pleasant
•Use USPS customs for correspondence
•Courtesy is always in order
•Be prompt in answering communications
CommunicationCommunication
16 >>
Operations Training
Other Means of Communication
• What we wear (uniforms/blazers/shirts) identifies us as members
• Rank, grade, MM insignia signal other members something about ourselves
• Body language indicates how we relate to other people, our attitude toward them & events
CommunicationCommunication
17 >>
Operations Training
Body Language Basics
Important points
• Match sincerity of words with attitude of body language
• Our eyes should connect when offering words of welcome
• Practice active listening – matching action to purpose
CommunicationCommunication
18 >>
Operations Training
Non-Verbal Communication
• Variation in voice
• Laughter
• Facial expressions
• Body movement
CommunicationCommunication
19 >>
Operations Training
Body LanguageCommunicationCommunication
20 >>
Operations Training
CommunicationCommunication
The Communication Process
• Effective communication - received & understood• Courtesy is watchword• If written – send copies to all concerned
If external - Commander gets copied Err on the side of too many!
Sender Sends The MessageSender Sends The Message
Receiver AcknowledgesReceiver Acknowledges
Medium or Channel
21 >>
Operations Training
Do you mean. .?
Class Exercise
Active Listening is a 2 Stage Process
1. Hearing
2. Understanding
Try paraphrasing
CommunicationCommunication
22 >>
Are you saying.. .?
Operations Training
CommunicationCommunication
More than one way
Alternate routes to understanding
Alternate Approaches Learning & Recall
A
B
C
D
EF
12
3
4
56
7
23 >>
Operations Training
20% of what we Hear
30% of what we See
50% of what we See & Hear
How we Remember
We remember approximately
70% of what we Say (after learning)
90% of what we Say & Do
CommunicationCommunication
24 >>
Operations Training
Learned, but Soon Forgotten
0 10 20 30 40
100
80
60
40
20
PE
RC
EN
T o
f R
ET
EN
TIO
N
DAYS AFTER FIRST EXPOSURE
CommunicationCommunication
25 >>
Operations Training
Repetition aids Retention
100
50
0 1 2 3 4 5 6
SC
OR
E
DAY
= recall score after 10 min = recall 24 hours later
CommunicationCommunication
26 >>
Operations Training
Class Exercise
Many years ago, on a sultry night in Omaha, Nebraska - - -
CommunicationCommunication
27 >>
Operations Training
Communication – 4 stage processIntroduce, Present, Summarize, Verify
1. Tell them what you are going to say,
2. Say it,
3. Tell them what you just said,
4. Get them to tell you what they heard.
CommunicationCommunication
The Rule of 4
28 >>
Operations Training
Case History StudiesCommunicationCommunication
29 >>
Operations Training
Case History Studies
• Real situations - Actual cases
• Names changed - Protection of guilty
• Who should have done what?
• What was underlying cause?
• Who was in charge – Did they know that?
• Do we have all the facts – Did they?
• Was it a learning experience?
• Now what?
CommunicationCommunication
30 >>
Operations Training
Case History StudiesCommunicationCommunication
Case # M3-12•You are commander of Laughing Waters Squadron •During a General Membership Dinner Meeting, senior member Perry Winkle, N, an elected ExCom member, breaks into your agenda. . . •In a sharp tone, he says “….we need to enliven meetings…each like every other…need speakers, movies, programs to stimulate….I’m tired of the same old thing”•You pause to gather your thoughts
31 >>
Keel hauling - - Not an option !Keel hauling - - Not an option !
Operations Training
Let’s take a 10 min Break
Please return when you hear the bell
32 >>
Operations Training 33
Conducting a Meeting
>>
MeetingsMeetings
Operations Training 34
Qualities of a Good Meeting
1. Interesting and Rewarding
2. Has Specific Goals
3. Well PlannedWho? What? How? How long?
How are members involved?
What do members need to know/do
>>
MeetingsMeetings
Operations Training 35
Meeting Notice & Agenda
>>
MeetingsMeetings
Meeting Notice• Mail well in advance – Check your bylaws
When? (day of week, date, time) Where? Items of business? Dress Code? Call, Email, SailAngle !!
Agenda• Assign responsibility for each item
• Individual must be aware of assignment & accept it, willingly
Operations Training 36
No Need to Dress up!
ExCom, Departmental & Committee meetings are usually conducted informally
MeetingsMeetings
. .
>>
Operations Training
Structure Improves Performance
Meetings •Executive Committee (ExCom) & •General MembershipConducted according to parliamentary procedure
Robert’s Rules of Order Newly Revised
MeetingsMeetings
37 >>
Operations Training 38
Why Parliamentary Procedure ?
Purpose of Rules of Order:
1. To permit group to accomplish its purpose within a reasonable time
2. To allow reasonable opportunity for all to express their views
>>
MeetingsMeetings
Operations Training 39
What Rules Do for Us
• Robert’s Rules of order Maintain order Find will of majority Preserve rights of minority Facilitate orderly flow of business
MeetingsMeetings
>>
Operations Training 40
Rule of Law - Bylaws Order of Precedence
• Bylaws rule the day
• Order of precedence is:1. USPS bylaws
2. District bylaws
3. Squadron bylaws
Final authority in USPS Chairman, Committee on Rules
Final authority in USPS Chairman, Committee on Rules
MeetingsMeetings
>>
Operations Training
General Rules For Attendees
Rule 1: • Speak only when recognized by chairRule 2:• When recognized, identify yourselfRule 3: • When giving a report:
Be prepared, be brief & on point, be on time Rule 4: • Make recommendation/motion at the END of
your report
MeetingsMeetings
41 >>
Operations Training
• A Motion is a proposal – formally made by a designated ‘voting member’ of that assembly
• Designated ‘voting’ members’ at squadron board meeting = ExCom members only
Voting Members & Motion Makers
S
MeetingsMeetings
Who has a vote at squadron board meeting?
Who are the squadron ExCom members?
42 >>
Operations Training 43
Voting Members & Motion Makers
>>
Squadron ExCom members 6 Bridge officers (Cdr & 5 Dept Heads) ? Members-at-large (minimum is 3) 1 Immediate Past Cdr (optional)
In Diablo, ExCom is 10 people 6 Bridge members 3 Members-at-large 1 Past Cdr
How many ‘voting members’ (motion makers) are on the ExCom in your squadron?
MeetingsMeetings
S
Operations Training
Other ‘voting members’ at squadron meetings General Membership =
Active, senior, life, GB emeritus, 25 yr & sustaining members of voting age
Elected committee = General committee members only (Auditing, Nominating, Rules)
Appointed committee = Committee chair & members, Dept Head & Cdr
Voting Members & Motion Makers
S
MeetingsMeetings
44 >>
Operations Training
At District
• Designated ‘voting members’ at: Council meetings = council members
Voting Members & Motion Makers
D
MeetingsMeetings
45 >>
Who are the district Council members?
Operations Training
District Council members
• 6 bridge officers (Cdr & 5 Dept Heads)
• 1 most recent P/D/C
• 9 squadron commanders
• 3 general committee chairs (Audit, Nominating,
Rules)
• 19 voting members & motions makers
Voting Members & Motion Makers
MeetingsMeetings
46 >>
D
Operations Training
District ‘voting members’ at: District Conferences
Council members, all other P/D/Cs & squadron delegates
General committee Committee members only (Auditing, Nominating, Rules)
Appointed committee Committee chair & members,
Dept Head & D/C
Voting Members & Motion Makers
MeetingsMeetings
47 >>
D
Operations Training 48
Rules of OrderTypes of Motionsdealt with regularly
1. Principal Motions (aka Main Motion)
2. Subsidiary Motions
3. Incidental Motions
>>
(order in which often made)
(order in which to dispense)
1.
2.
3.
MeetingsMeetings
Operations Training 49
Types of Motions
Principal Motions – least precedence
1. Main Motions (new business)
2. Take from the table (renew discussion)Not amendable or debatable
>>
MeetingsMeetings
Operations Training 50
Types of Motions
Subsidiary Motions – vote on before Main
3. Order previous question (close debate)Not amendable or debatableRequires two-thirds majority 2/3
4. Refer to committee (more study)
5. Amend (modify motion)
6. To table (delay action)Not amendable or debatable
7. Postpone (delay action)
>>
MeetingsMeetings
Operations Training 51
Types of Motions
Incidental Motions
8. Point of order (assert rights) Interrupt, no second, not amendable or
debatable Chair
9. Appeal decision of chair (assert rights Interrupt, no second, not amendable or
debatable
10. Withdrawal of a motion (prevent action) No second, not amendable or debatable
>>
MeetingsMeetings
Operations Training 52
Processing Motions
Process for dealing with motions on floor
1. Motion is made
2. Second is offered
3. Discussion is enlisted
4. Vote is taken
5. Results are announced
>>
MeetingsMeetings
Operations Training 53
Order of Business
Section 10.1 tells us the normal order of business at all meetings shall be as follows:
>>
MeetingsMeetings
Operations Training 54 >>
Conducting a MeetingPlan your agenda to follow Order of Business
MeetingsMeetings
Operations Training 55 >>
Conducting a MeetingPlan your agenda to follow Order of Business
MeetingsMeetings
Operations Training 56
Conducting a Meeting
Committee quorum = majority of members
ExCom quorum = majority
>>
How many ExCom members are needed for a quorum of your squadron ?
In Diablo, ExCom is 10 people 3 Board members so majority needed for a 1 Past Cdr
quorum is 6 people 6 Bridge members 10 ExCom members
MeetingsMeetings
Operations Training 57
Conducting a Meeting
Full Membership Meeting % of the total Active membership
(per Model bylaws - percentage optional 10% is minimum)
>>
What is the % of members you need, according to your bylaws ?
In Diablo - 10% of membership is needed
MeetingsMeetings
Operations Training 58
Conducting a Meeting
Procedure Voice Show of hands Roll Call Secretary casts 1 Ballot
>>
Which voting procedure is used in your Squadron ?
MeetingsMeetings
Operations Training 59
Conducting a Meeting
>>
Can Unanimous Consent be used to approve the minutes ?
MeetingsMeetings
Operations Training 60
Conducting a Meeting
>>
In order:
Out of order:
if on current topic, or if on point, then - -
Answer questionif not on current topic, or if not on point, or if not on agenda, then - -
Delay answer
MeetingsMeetings
Operations Training
It’s our fault if we don’t speak up and assert our right to a proper meeting
We have all attended dull, boring, disorganized meetings.
Start late, end late, accomplish little.
MeetingsMeetings
>>
Asserting Your Rights
61
Operations Training 62
Review - Do you know?
Questions about the AO’s Department
How many Committee Chairs serve on District Committees?
Can you name the committees?
MeetingsMeetings
>>
Operations Training 63
Review - Do you know?
A question about the Commander
The 5 Department Heads report to the Cdr To whom does the Cdr report?
A question about the XO’s Department
How many Committee Chairs serve on District Committees?
MeetingsMeetings
>>
Operations Training
Summary
• Awareness & Adapting to Change
• Problem Solving * Finding Solutions
• Brainstorming & Evaluations
• Communication Mediums & Means Class Exercises Rule of 4
• Case History Studies
AND - - -
Lesson 3 - Operations Training Program.
64 >>
Operations Training
Summary
• Teaching those that follow How people forget - remember
• Robert’s Rules & Types of Motions
• Order of Business
• Conducting a Meeting
Lesson 3 - Operations Training Program.
65 >>
Operations Training
Homework
66
Reading assignment
•Operations Training Module III & IV •USPS bylaws •Model bylaws for squadrons•Your Squadron bylaws
>>
Operations Training
Next Lesson
• Module III USPS Protocols
• Module IV Using USPS tools
Website OM & bylaws SailAngle
67 >>