Classified Senate
how to be an effective committee member

how to make meetings work
the committee chair's role
assertive and effective behavior for committee members
listening tips and techniques for committee members
note taking, reporting tips and guidelines
constituent input
danger signals

How to make meetings work

Productive meetings don't just happen, they require planning and commitment by the committee chair and committee members. Items that must be addressed include:

Pre Meeting Preparation

Schedule meetings well in advance. Committees are formed to make decisions based on the input of many. The old saying, "Two heads are better than one" is a true statement and by announcing the meeting well in advance allows everyone time to adequately prepare for the upcoming task.

Reserve meeting rooms as soon as the committee meeting schedule is known. Chose a location that is convenient for the majority of the participants, or rotate locations if necessary.

Decide how, if any, refreshments will be handled.

Prepare and distribute the agenda and any background material at least several days before the meeting.

Confirm the meeting room reservation and schedule equipment at least 3 days prior to each meeting.

During the Meeting

Start and end on time. Although most meetings in our district never seem to start on time, you can display a higher level of professionalism by starting the meeting on time. Most members of your committee will soon learn when you schedule a meeting for noon, you mean noon - especially if you start the meeting before they show up. Each of us also have internal clocks which begin to shut down our effectiveness within 5 minutes after the scheduled ending time of a meeting.

Stay on the agenda and subject. Don't waste time by discussing yesterday's lunch (exceptions made for food service committee members).

Manage the use of time. Committees time can be very costly.

Limit or avoid side conversations and distractions. Your input is too valuable to be shared only amongst a select few within the committee.

Participate in the discussion. Be open-minded and receptive to ideas and opinions.

Ask questions to assure understanding.

Clarify action(s) to be taken. It is best to repeat and paraphrase any action that is to be taken by you. This way there is no misunderstanding as to what is expected of you upon your departure.

Take notes. Don't rely on you memory. (For those of you who know me - I speak from experience!)

The committee chair's role

Communicate the purpose of the committee and each meeting to all committee members.
Identify the committee's authority - advisory or decision making i.e., what the committee is empowered to do.
Start and end meetings on time.
Publish and distribute an agenda prior to the meeting.
Distribute information to committee members. Example: the committee's budget, employer policy, state or federal requirements, financial information, the committee's mission or area of responsibility.
Schedule meeting room and arrange for equipment and refreshments.
Conduct "progress" and "process" checks with committee members between meetings.
Act as liaison with other committees, administrators, the community, or employees.
Secure resources
Elicit participation during meetings.
Guide each meeting to its desired outcome.
Keep the discussion "on track."
Summarize results at the end of each meeting.
Provide for "official" and "unofficial" record keeping of the committee.
Ensure full participation and open discussion at all meetings.
Be prepared!

Assertive and effective behavior for committee members

Understand your duties and responsibilities.
Actively participate in discussions. Silence indicates assent or agreement.
Pepare for committee meetings beforehand.
Research the subject matter.
Solicit input from your constituencies.
Advocate for your constituents.
Understand protocol/rules.
Understand the power/authority of the committee.
Attack the issues, not the person.
Speak for yourself, don't rely on others to state your ideas or concerns.
Give information. Describe the situation as you see it.
Express your feelings. Relate how you feel about what is going on or the issue under discussion.
Seek to know the feelings of others. Ask the others to describe how they feel about the situation or issue, and accept that person's feelings without necessarily agreeing.
Remeber - you are an equal member of the committee.
Question, question, question what you are told.
If in doubt, ask!

Listening tips and techniques for committee members

Stop talking - listen!
Maintain eye contact with the speaker.
Apply the same attention to listening as you do talking.
Identify your own listening blocks.
Listen for content: Is it factual, opinion, judgment, bias, emotion, a recommendation vs. decision, seeking input from others, or brainstorming?
Eliminate or reduce external distractions and noise.

Note taking, reporting tips and guidelines

Purpose of taking notes

For your personal use - your memory record.
To make reports to your constituents.
A reminder of tasks to complete.
A record of the progress made by the committee.
A record of recommendations and/or decisions made.
A written record of any discussion.

What to record

The date, time, and place of the meeting.
Who attended.
Action taken by the committee.
Recommendations made.
Task assignments.

Constituent Reports

Determine if an oral or written report is needed.
Include recommendations or decisions made by the committee.
Identify how any recommendations or decisions will affect your constituents.
Identify the impact on the employer, employees, community, school or department.
State any time lines.

Keep for your records

Meeting agendas and notices.
Reference materials.
Sub-committee reports and recommendations.
Financial information.
Your notes and the corresponding meeting minutes.
Projects under the purview of the committee.
Calendars and time lines.
Committee member names.
A list of any subcommittee members, tasks and time lines.

Constituent Input

Without input from the person(s) or group you represent, you can't adequately advocate their interests with your committee.
You can obtain information from your constituency by:

Asking the person(s).
Polling group members through an informal telephone survey, in person, or at a meeting.
Presenting an oral or written report at a formal meeting and recording any comments made.

Danger Signals

You need to contact CSEA if there is any discussion involving matters that impact the wages, hours, and working conditions of the classified staff.
These could include areas such as:

Changes in duties and job titles of classified employees positions.
Changes in work schedules.
Shift changes.
Reduction or increase in hours.
Loss of overtime.
Use of volunteers.
Contracting out services.
Use of temporary employees.
Use of "Out-Sourcing."
Use of student employees.
Transfer of bargaining work to other positions or bargaining units.
Impact on other classifications. For example, changing the starting/ending time of the class day may affect classified employee hours.
Increase in duties.
Change in benefits.
If a "higher authority" overrides a decision of the committee.

CSEA's Community College Committee is a committee made up of representatives from community colleges throughout California. This committee has met throughout the years to develop the tips and guidelines you see before you. Through holding seminars, forums and obtaining input from a majority of the community colleges they put together these ideas on what it takes to be an effective committee member. Many thanks to CSEA for providing this information and helping to raise the professional status of the classified employee.

Classified Senate how to be an effective committee member