ASHRAE Insights

By Steven C. Trageser, P.E.,
2006 – 07 Baltimore Chapter President

Managing the operations of an international technological society demands the use of classic business practices. Chapter presidency is a leadership position, no doubt, but as the leader of this team, you will have to act as coach as well as player.

The process of effective leadership can be broken into four segments:
• Plan;
• Communicate;
• Execute; and
• Thank.

Plan
Set Goals: Set goals that are within reach of your resources. State the chapter goals to the board to get all the players on the same bus, all headed in the same direction. Establish the current state of the organization and identify your strengths and weaknesses. Seek out past leaders for their opinions and past initiatives. The goal is to raise attendance and research promotion.

Establish an MBO: Management by Objective (MBO) presents the overall plan to achieve your team’s goal, and quarterly reviews allow you to say on track. Have an draft in hand prior to attending the regional training sessions. The MBO should be your “Yellow Brick Road” on your journey as chapter president.
Budget and Program: The budget and program dance hand-in-hand, one supporting the other, and your goals set the music. Adjust the program to advance your goals. Establish the budget prior to the end of the previous year to allow for funding of activities at the start of the year. You don’t want this looming incomplete as the year progresses.

Review PAOE Points: The national organization has established a priority system entitled Presidential Award of Excellence They have completed a lot of the legwork for you; use it as a tool.

Brief the Incoming President: Bring the process full circle. About three-quarters of the way through your year, begin planning the end. Alert the incoming president to areas that did well and pitfalls to avoid. Be an advisor only.

Communicate
Attend the Regional Conference: Communication flourishes here, between the regional and chapter level as well as on an inter-chapter level. Establish joint meetings. More importantly, get a feel for the environment and communicate with fellow industry leaders.

Initial Blitz in the First Month: Hit them with all you’ve got! Do a one-time “snail mailing” of a yearly program. Fax the same single page listing to members and nonmembers alike and follow up with an e-mail. E-mails can help spread the word into new areas due to their viral nature, but do not rely on them. If members do not know, they will not come.

Yearly Kick-Off Meeting: Establish a casual/flexible welcome back social event, i.e. a lot of planning and commitment is not required of the attendee. An example is a social hour allowing members to get acquainted in a comfortable setting. By the first dinner meeting they are back in the loop. The goal here is exposure. Provide copies of the program schedule. Announce the program in person.

Displays at Meetings: Communication is  effective when presented in multiple forms: visual displays of the speaker and topic make it professional and inviting, handouts on the dining tables help to engage conservation; and verbal announcements at the start of the meetings. Always use the current meeting to set up the next meeting.

Newsletter Write-up: Be sure to write up the previous meetings in the subsequent newsletter. Bill it as an event the members should have attended. Engage interest.

Execute
Board Attendance: As chapter president you are the leader, and the chapter board of directors is your leadership team. Board member attendance and participation at meetings acts as a critical example for members to emulate.

Provide Incentives: Play on human nature using attendance incentives. Go beyond the educational component. Many enjoy the social and networking aspects of meetings. Give members a reason, and they will come. Give them no excuse not to come. Revise meeting locations and times. Create a buzz in the industry; make the experience visual and interactive. Attract all age groups: create young engineers’ and past presidents’ nights.

Display Photos: Display photos on your Web site and in your newsletter. Photos show nonattendees that they missed a great event. Always post your newsletters on the ASHRAE Web site. This is the first stop for interested members.

Timely Board Meetings: Use time management to your advantage. Schedule your board meetings a few days prior to dinner meetings. This ensures that all board members know of the main meeting. The meeting acts as the final call for the newsletter so that it goes out on time.

Grand Functions: Have a few fun functions as well (i.e., a Christmas party, spring dance, or building tour).

Thank
Regional Awards: The strength and vitality of a volunteer organization falls entirely on the efforts of its members. To that end, member effort must be publicly recognized. We cannot offer any better compensation than to reach out and simply say, “thank you.” Present member awards in an exciting manner in front of their chapter peers.

RP Donors: Research Promotion donors are the second support arm of the organization as well as the chapter and need to be singled out as exceptional members of the community. Make a separate award night, publish the names in the chapter newsletter, and post on the Web site.
Committee Chairs: Publicly thank your team, and that includes the vital committee chairs! These are individuals that are dedicated and seeking upward mobility in the organization.

Welcome the New: Publicly welcome new members as well as distinguished visitors.

Praise the Seasoned: Thank local industry leaders. These leaders of business have a great influence over their employees with encouragement and incentives. This needs to be identified and recognized.