communication department

Volume XX Number 2

Filling a Leadership Vacuum

In response to a recent question posted to the STC presidents’ mailing list, chapter leaders shared their ideas for recruiting volunteers when members don’t seem to be stepping up to the plate to take on leadership positions. Below is a summary of their ideas, which you might consider using if your chapter is experiencing a similar situation.

Note: Visit lists.stc.org/cgi-bin/lyris.pl?enter=stc_pres to subscribe if you are a chapter president and not already a mailing list member. You might also find it helpful to read some of the articles on recruiting volunteers in the Administration section of the Tieline knowledge base.

From Jon Baker, Boston Chapter STC:

“[T]he best way to get people involved is to ask. One-on-ones work best. I’d identify six people in your chapter to approach. Then go ask. I might even double-team them—that is, have someone else on your chapter’s council and yourself tackle each candidate.

“One other note: I don’t know the size of your chapter, but normally one doesn’t volunteer for a council position. Election by the chapter membership is the preferred means of filling council positions. I realize that not all chapters have the luxury of holding elections.

“I would also get your Director involved, if your region still has one, or go to the Leadership Community Resource (LCR). Mary Jo Stark is the new leader of the LCR, which should have someone who can help.

“If that fails, you can then indicate to your chapter membership that the positions will remain open until someone steps up. If no one does, then suggest to the membership that the chapter will be dissolved. There is a process for chapter dissolution, which again your Director or the LCR can help with if it gets that far.”

From Al Hood, Atlanta Chapter STC:

“We had a bit of a crisis this last fiscal year in Atlanta when the first and second VPs had resigned midyear. Our membership was decreasing, participation all around was dropping, and things were looking pretty bleak. Holly [Harkness, chapter president,] stepped in and decided to do something. She started asking people to help. By phone and in person. It worked. Our membership is up by more than 10 percent. We have almost every position in the council filled. We have a full complement of officers with many new and young members stepping up. We have already heard some of the younger members talking about running for second VP this year.

“So just ask. It works.”

From Kit Brown, Snake River Chapter STC:

“We faced the same problem in the Snake River Chapter STC. The charter leadership was so burned out after ten-plus years that they just disappeared from the chapter. We held a leadership workshop with Mary Wise as presenter, and invited all chapter members to attend. This got some of the people excited about being more active.

“The other thing that I have been encouraging each person on the current board to do is to identify one or two people and start cultivating them by asking the new person to take on a specific, small—but doable—task. As people have success and have social interaction from it, they become more interested in taking on bigger things. I constantly remind people that you get what you give from the organization . . . and that STC is a safe and fun place to learn/practice skills that you might not get the opportunity to learn on the job.

“One of the biggest mistakes that leaders at all levels of the organization make is that we don’t delegate effectively, which means that no one gets groomed to take over our job . . . as soon as we take on a role, we should get in the habit of immediately identifying a couple of people to groom for the position.

“One of the problems is that STC is largely a community of introverts who are reluctant to raise their hand even if they have a burning desire to do something—unless someone asks them directly. Since you have an immediate need for new leadership, I would suggest that the current board divvy up the chapter list and contact everyone on it (prepare a script and some questions to ask everyone). Make sure that the council members are hovering near the doors during meetings and greeting everyone who walks in—and asking them a question about an interest or what they want to get out of the meeting. Also, spend a few minutes at the next board meeting identifying every volunteer opportunity in the chapter, and break them down into the smallest chunks possible. Then, as you are talking to people, don’t ask if they are interested in volunteering (which usually results in a knee-jerk no); instead, ask WHAT they are interested in volunteering for (subtle difference, but important). See if you can figure out a really good fit for each person you talk to.”

From Vici Koster-Lenhardt, TransAlpine Chapter STC:

“The TransAlpine Chapter STC is just going through this same situation.

“One thing to keep in mind is something that’s not discussed very often and in many ways is taboo: chapters go through inactive periods. And this is OK.

“Consider it a resting period. It gives everyone a chance to regroup, rethink, gather energy. When asking people directly doesn’t work, allow the community to rest. What does resting mean?

1. Inform the STC office about this rest period.
2. Keep your bank account active if you have a trustworthy person to oversee related transactions. If not, inform the STC office. They can provide some guidance.
3. If there are volunteers who are still keeping things going, such as the newsletter or Web site, encourage them to keep going.
4. Let community members know that the chapter is alive, just going through a rest period. Make it OK.
5. Keep the conversations going. New leaders will come and show interest. The worst situation you want to get into is asking someone to take on a leadership position who then says yes out of guilt (or the fact that no one else says yes). The low energy will reflect back on the community.
6. If no one steps up after six months, poll the community about shutting down the chapter. If people respond negatively and still no one steps up, wait another six months before taking any action to close down the community.
7. After one year of rest, if no one steps up, reevaluate the goals of the community. Maybe rechartering is necessary to get it off on a new start.
8. When new people do step up, recognize and communicate the end of the resting period and the new beginning!”

From Mike Ball, Boston Chapter STC:

“I have experienced this in another volunteer organization. I found the advice of an experienced association manager very helpful. Among his comments: Identify possible candidates and determine what spots or tasks you need filled, as specifically and in as much detail as possible. Ask a candidate directly—no e-mail—if he or she would be interested.

“Often it takes being able to define the job and to ask directly and very specifically. Many people are waiting to serve when asked.

“Honestly, having done this a number of times, I find the hard part is not in the asking, but rather in defining the roles and related duties adequately enough. You need to know the number of hours and exact duties.”