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Effective Committees
Effective committees
can be one of the most important working forces at
the heart of an organization. Committee work can and
should be an extremely rewarding experience to both
the individual and the organization. The purpose
and objectives of a committee may be clear and
concise, but as with any group of people trying to
achieve a common goal, many other factors will
determine whether or not the committee will in fact
succeed in accomplishing its task.
Advantages of
Committees
There are several basic
reasons for setting up committees that are common to
all regardless of the tasks they are to complete.
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Responsibilities are shared
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More members become involved
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Specialized skills of members can be used to
best advantage
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Inexperienced members gain confidence while
serving on the committee
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Matters may be examined in more detail
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The organization is able to complete its
business more efficiently by delegating some
work to committees
Questions to Answer
in Developing Committees
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What is the purpose of the committee?
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What are the responsibilities and limitations?
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What are the specific tasks?
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When should the job be completed and what type
of report is expected?
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What is the role of officers and how is the
membership decided?
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Is there a budget?
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What is the term of office for members, methods
of filling vacancies, and appointment of the
chair?
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What is the authority of the committee?
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What resources are needed? What resources are
already available?
How to Develop a
Committee
Selecting Committee Members
Selecting committee
members is most effective as consideration can be
given to skills, interest, and size of the group.
Five to nine people on a committee are usually the
best for most situations.
Selecting a Committee Chair
A committee chair is
the key leader of the committee’s work. The
committee chair orients the members as to the
purpose of the committee and expectations of the
organization. The chair’s role is not necessarily
one of bringing technical expertise to the group.
The chair must be organized and know how to organize
- both programs and people. He or she must know how
to involve others and how to motivate them to do the
work of the committee.
Other responsibilities of the chair include:
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Preparing and presenting committee reports to
the organization
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Setting agendas, calling meetings, and
soliciting input from all members
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Ensuring that the chair is succeeded by another
member of the committee
Signs of an Effective
Committee
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Purpose of the committee is clear to all
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Careful time control: length of meetings, as
well as development of overall committee time
path
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Sensitivity within to each other’s needs; good
communication among all members
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An informal relaxed atmosphere
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Good preparation on part of the chair and
members
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Interested committed members
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Minutes are complete and concise
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Periodic self assessment of committee’s
performance
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Recognition and appreciation are given to
members so that they feel they are really making
a contribution
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The work of the committee is accepted and makes
a valuable contribution to the organization
Ways to Increase
Participation in Committees
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Ensure committee chairs understand and can
convey the role of the committee to members, and
that the chair and members have up-to-date lists
of roles and responsibilities
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Ensure adequate orientation that describes how
the committee contributes to the organization’s
mission
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Have ground rules that support participation and
attendance
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Consider using subcommittees to increase
individual responsibilities and focus on goals
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Conduct yearly committee evaluations that
include a clear evaluation process where each
committee member evaluates the work of the
committee
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Attempt to provide individual assignments to
each committee member
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Develop a committee attendance policy that
specifies the number of times a member can be
absent in consecutive meetings and in total
meetings per time period
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Generate minutes for each committee meeting to
get closure on items and help members comprehend
the progress made by the committee
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In committee meeting reports, include noting who
is present and who is absent
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Consider having low-attendance members involved
in some other form of service to the
organization, such as a "friend of the
organization," who attends to special events
rather than ongoing activities
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Have a "summit meeting" with committee members
to discuss the low attendance problem, and use a
round-table approach so each person must speak
up with their opinions
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Rotate in new members to the committee every
year
Adapted from (http://www.mapnp.org/library/grp_skll/cmmttee/cmmttee.htm
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