Transcript COMMITTEE CHAIR SUCCESS TOOLS 2002

COMMITTEE CHAIR TOOLKIT FOR
SUCCESS
2009
Transportation Research Board
New Chair Orientation
Sunday, January 11, 2009
What Do TRB Committees Do?


Stimulate and synthesize research
Keep transportation communities apprised of research
findings

Review and recommend papers for publication

Co-sponsor special activities

BUT THAT IS NOT THE REAL MESSAGE
TRB Committees Provide
Opportunities

Networking with fellow transportation professionals

Staying current on emerging issues

Participating in the advancement of the practice

PROVIDING THESE OPPORTUNITIES TO YOUR MEMBERS
IS WHAT YOUR WORK AS CHAIR IS REALLY ABOUT!
TRB Committee Structure



Technical Activities
Council
TRB committees are
combined into Groups and
sometimes in Sections
The combination is based
on the committee topic
and scope
The Sections and Groups
provide an opportunity to
work together on crosscutting topics and
activities
Group
Section
Group
Section
Task Force
Committee
Subcommittee
Elements Needed for Success

Strategic plan

Communication tools

Leadership skills

Understanding of administrative requirements
Strategic Plan
A Strategic Plan Focuses the
Committee





Mission
Why does the committee exist?
Scope
Why does the committee exist?
Goals
What does the committee want to achieve?
Strategies
How will the goals be achieved?
Action Plan
What is planned for the next three years to
accomplish goals & strategies?
Strategic Plan Development




See Page 37 of the Leadership Guide for more information:
http://www.trb.org/Activities/About/ChairsCommittees.asp
Update every 3 years—coordinate with incoming chair if rotating
within triennial period
Use as an activity to engage committee members
TRB Leadership adopted a new strategic plan in June of 2007 and
may be found at
http://onlinepubs.trb.org/onlinepubs/general/trb_strategic_pla
n.pdf
Strategic Plan Development

What’s worked?

What hasn’t?

Ideas to share?
?
?
Communication Tools
Potential Communication
Strategies

Newsletters

Committee Chair Letters

List serve

Websites

Teleconferences
The specific technology or media is
less important than communicating
regularly!
Newsletters


Issue semi-annually or quarterly
Post on website or member published and
distributed
Committee Chair Letter to
Members and Friends

Less effort than newsletter, but can “grow”
into newsletter
Listserves


Fosters dialogue among committee members and friends
via e-mail
Requires maintenance and updates by the host
organization
Committee Websites




Committees are responsible for
accuracy and maintenance
TRB will link TRB On-Line Directory to
the committee home page
Preferred style reference is Elements of Style for Web
Design by Christine A. Quinn
Contact your committee staff person to have the page
connected
Conference Calls


Provides additional opportunity
for conduct of committee business
between meetings
TRB Leadership Guide provides tips for conveners on
Page 69:
http://www.trb.org/Activities/About/ChairsCommittees.asp

Consult with your TRB Staff Representative for
additional assistance
Communication Strategies

What’s worked?

What hasn’t?

Ideas to share?
?
?
Leadership Skills
Ultimately, It’s About
Leadership...

Selecting committee members

Encouraging participation

Delegating responsibility

Running organized meetings

Communicating early and often
Selecting Committee Members

Be selective!!!

Don’t accept every applicant



Include members that bring different expertise
or connections to other communities.
Contact leaders in the field and follow up on
their suggestions
Tell prospective members what you
expect and make sure they can
make the necessary
commitment
Encouraging Participation

Establish well-defined, challenging and reasonable
tasks

Link assignments with each individual’s interests

Set deadlines and follow up



Praise accomplishments in private
and public
Make sure each member is
contributing
Follow up with new participants
to encourage additional
participation and commitment
Delegating Responsibility






The more independent subcommittees or work groups
the better!
Activity generates more activity
Don’t feel you must be personally involved in every
task
Monitor, guide, cheerlead
Stay connected to ensure the committee need is
being met
Broaden the leadership base
Delegating Responsibility

Consider appointing members to some specific duties,
such as:








(continued)
Secretary
Newsletter editor/web master
Research subcommittee chair
Paper Review Coordinator
Annual meeting chair
Liaison chair
Other program or activity chair
Succession planning. It may seem a long way off, but
it is important to be aware of those that might be
good candidates for future committee leadership.
Running Organized Meetings




Prepare and distribute an agenda in advance
Include presenters’ names and timeframes for each
item
Include reports on ongoing tasks and allow for
committee/friends input to keep things lively
Include discussion items and encourage informal
interaction

Avoid debates

Maintain a sense of humor!

Stay on schedule
Communicating Early and Often

Contact those engaged in relevant research

Connect with external sources of relevant information

Communicate, communicate, communicate!
With the committee as a whole
 With subcommittees and work groups
 One-on-one with subcommittee leaders, existing and
prospective members
 With your TRB staff contact

Committee Leadership

What’s worked?

What hasn’t?

Ideas to share?
?
?
Understanding of
Administrative
Requirements
At First It Seems Like a Private
Club With Secret Rules...

But the administrative information is readily available

TRB website has comprehensive on-line resources at

Leadership Guide
http://www.trb.org/Activities/About/ChairsCommittees.asp
On-line paper review system guide
 Calendar of important dates
 TRB staff and committee
chair directory


And TRB staff is ready and
willing to help!
Administrative Highlights:
Committee Membership


Chair nominates members after discussion with TRB
staff
Appointments are made by TRB Executive Director for
a 3-year term
Administrative Highlights:
Committee Membership (continued)

A committee is limited to 25 members, with some
exceptions
Unlimited number of Emeritus Members
 2 Young Members (35 years or younger)
 5 International Members (non-US)
 Unlimited number of “friends”



There is no limit to the number of young members or
international members – each committee can appoint
2 and 5 that do not count against the member limit
TRB is committed to a one-third rotation in
membership each third year
Administrative Highlights:
Annual Meeting Planning

TRB staff coordinate with
chairs to schedule sessions





Paper or Presentation sessions
(approximately two per
committee)
Poster sessions
Joint committee sessions
(within the committee session
limit)
Committee and Subcommittee
Business meetings
Session Planning webinars are
held each year
Administrative Highlights:
Mid-year Meetings

Not all committees hold mid-year meetings

Locations determined several years in advance

Generally many committees meet together


Some individual committees hold meetings with local
sponsors
TRB staff coordinate with chairs to schedule business
meetings, plenary sessions, and joint committee
workshops
Administrative Highlights:
Meetings and Minutes



Meetings are open unless the chair designates an
executive session
Visitors and “friends” may take part in discussions but
may not propose motions or vote
Minutes are no longer confidential and may be widely
distributed
Administrative Highlights:
Paper Review Process

Chair or appointee selects paper reviewers
3 reviewers per paper (at the very least)
 Reviewer’s names to be kept confidential



Chair or appointee notifies the author of evaluation
result
Paper review webinars are held each year to help you
navigate the system
Administrative Highlights:
Paper Review Process (continued)

In advance of the “August Avalanche”
Have a plan—who, which, where?
 Volunteer reviewers—commitment and interest
 An updated mailing list—phone, fax, e-mail
 Internal deadlines


Alternatives structures
Committee Chair
 Subcommittee
 Paper Review Coordinator or Publications chair

Administrative Highlights:
Travel Expense Reimbursement


TRB policy is to help defray travel
costs of committee chairs to either
the annual or mid-year meeting
when they cannot obtain funds
elsewhere and to the extent funds
are available
TRB will not cover committee
member or speaker expenses
Administrative Highlights:
Specialty Conferences and
Workshops



Approval of the TRB Executive Committee must be
obtained prior to development
Must be self-supporting (registration fees and/or
outside funding)
Governing Board of the National Research Council
must approve events sponsored with outside funding
Remember the Resources

TRB Division A Leadership website:


http://www.trb.org/Activities/About/ChairsCommittees.asp
On-Line Directory (full contact information for all TRB
members)

Email list for all your committee members

Printed Calendar

and ….
If all else fails…….

Call or e-mail your TRB staff officer








Peter
Kim
Tom
Christy
Elaine
Joedy
Martine
202-334-2983
202-334-2968
202-334-2907
202-334-2970
202-334-3206
202-334-2167
202-334-3177
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
Or their project assistant
Freda Morgan
 Brie Schwartz
 Mary Kissi
 Matt Miller

202-334-2965
202-334-3015
202-334-3205
202-334-2608
[email protected]
[email protected]
[email protected]
[email protected]