July 2007
Preliminaries
Composition:
Members with skill sets helpful to the task(s). Committees should include
members from a variety of the groups impacted. Committees should make every
effort to include multi-culture and special interest awareness in their
proceedings. Invite subject matter expert participation as needed from various
membership groups – general publishers, magazines, newspapers, books,
freelancers, new media.
Chair:
Appointed by the CPA president.
Number of members: Minimum three (3) members with a maximum determined by their
council.
Terms: One (1)
year, with annual renewal.
Frequency of meetings: As needed, but minimum normally quarterly. Fewer only
with approval of Council chair.
Method of meeting: Via video- and tele-conference, e-mail, Internet chat systems, etc. In
person at annual convention or at other location with permission of the CPA
president.
Reporting:
Summary of activities and recommendations should be submitted to staff liaison
within seven (7) days for publication and distribution to committee members and
Council chair.
A.
Know why you are
meeting:
·
Ground in the
mission statement all that you say, plan, and recommend to the Board.
Example:
Because our association exists to enhance
the professional development of its members, and with support from the
Professional & Individual Education Committee, we recommend establishment
of ….
B.
An agenda is a must
·
Chair creates the
agenda after soliciting items for discussion from council members and others.
Request for agenda items should go out 3-5 working days before meetings.
·
Agenda should be
distributed 1-3 days before meetings.
·
Consider setting
meeting dates far enough in advance (perhaps on annual basis).
C.
Members should
expect that their opinions will be welcome but also that the group as a whole
is going to respect people’s time. The committee chair should be prepared to:
·
Limit time on a
topic
·
Cut off people politely
·
Invite only “new”
takes on the subject.
D.
Expect you as a
group will reach an outcome – even if the outcome is that you can’t decide yet.
A.
Repeat the
essence of consensus when it is reached.
B.
At the end of
discussions, at the end of meetings or segments of meetings, restate the
actions agreed to by members or by the committee.
C.
Be accountable
yourself. If you say you will do something, do it.
D.
Hold other people
accountable, but give them lots of chances and accomplish their tasks.
E.
Have minutes/notes
taken by a non-member if possible.
F.
Have prompt
writing and distribution of the summary of activities and recommendations.
·
Seven (7) day
maximum.
·
Put an action box
in the report and attach a name to the action
G.
Commit to
follow-up reminders
·
At least midway
between meetings.
·
Utilize touching-base
reminders.
H.
Decide upon tools
with which to get information:
·
Questionnaires
·
Telephone or
e-mail survey
·
Request via CPA
newsletter.
Recruiting
of committee members:
Whose job is it?
Assumptions:
·
The personal
approach works best: Phone or meet with the potential committee member
·
CPA president
appoints all committee members
Caveat
Expect feedback – and desire
it.
A complaint is a gift.
Companies and organizations pay thousands of dollars for information about
their customers’ needs and desires, so a complaint is free information.
Remember, though, that a complaint is just one person’s opinion: Accept it as
that. Accept it, too, as a recommendation that you need to know if that opinion
is more widely held.