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    Role of Communication in Committees, Symposia

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    Cma Pushparaj Kulkarni
    This document provides guidance on effective committee structure and function. It discusses why committees are established, including sharing responsibilities and using members' specialized skills. It outlines key factors for creating a good committee such as carefully selecting members based on skills and interest. Signs of a well-functioning committee include having a clear purpose and good communication among members. The document emphasizes that committees can spread out responsibilities and cultivate new ideas to further organizational goals.

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    Role of Communication in Committees, Symposia

    Uploaded by

    Cma Pushparaj Kulkarni
    34 views12 pages
    This document provides guidance on effective committee structure and function. It discusses why committees are established, including sharing responsibilities and using members' specialized skills. It outlines key factors for creating a good committee such as carefully selecting members based on skills and interest. Signs of a well-functioning committee include having a clear purpose and good communication among members. The document emphasizes that committees can spread out responsibilities and cultivate new ideas to further organizational goals.

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    This document provides guidance on effective committee structure and function. It discusses why committees are established, including sharing responsibilities and using members' specialized skills. It outlines key factors for creating a good committee such as carefully selecting members based on skills and interest. Signs of a well-functioning committee include having a clear purpose and good communication among members. The document emphasizes that committees can spread out responsibilities and cultivate new ideas to further organizational goals.

    Copyright:

    © All Rights Reserved
    Download as PPT, PDF, TXT or read online from Scribd
    Download as ppt, pdf, or txt
    34 views12 pages

    Role of Communication in Committees, Symposia

    Uploaded by

    Cma Pushparaj Kulkarni
    This document provides guidance on effective committee structure and function. It discusses why committees are established, including sharing responsibilities and using members' specialized skills. It outlines key factors for creating a good committee such as carefully selecting members based on skills and interest. Signs of a well-functioning committee include having a clear purpose and good communication among members. The document emphasizes that committees can spread out responsibilities and cultivate new ideas to further organizational goals.

    Copyright:

    © All Rights Reserved
    Download as PPT, PDF, TXT or read online from Scribd
    Download as ppt, pdf, or txt
    of 12

    ROLE OF COMMUNICATION IN

    COMMITTEES, SYMPOSIA,
    Effective committees can be one of the most
    important working forces at the heart of an
    organization as well an extremely rewarding
    experience for those involved. This Factsheet
    outlines the why and how of committees,
    providing guidelines to help committees function
    well and achieve its goals.
    Although the purpose and objectives of a
    committee may be clear and concise, other
    factors can influence whether or not the
    committee will succeed in accomplishing its task.
    Why Establish a Committee
    There are several basic reasons to establish a committee that are common to all
    regardless of the tasks they are to complete. These include:
    sharing responsibilities

    involving more members

    using the specialized skills of members

    providing a vehicle where:

    inexperienced members can gain confidence

    matters can be examined in more detail

    allowing the parent body to complete its business more efficiently by delegating
    work to committees.

    Types of Committees
    There are two kinds:
    Standing created by the standing orders, rules, by-
    laws or regulations of an organization. They exist and
    function more or less on a permanent basis, e.g.,
    finance, education, nomination, etc.

    Ad Hoc appointed for a particular purpose on a
    short-term basis.
    Both types of committees may form subcommittees if
    the work loads are heavy or complex.


    Creating a Good Committee
    Two key procedures to achieve the best committee are:
    Selection Selecting members is a critical first step to creating
    an effective committee. Carefully consider skills and interest.
    Size is also important five to nine members is best in most
    cases.

    Orientation Taking time to adequately orient members helps
    start the committee on the right track. Provide information and
    clearly define:
    committee purpose and expectations

    structure, reporting procedure, roles and responsibilities

    individual members expectations.
    Signs of a Well Functioning Committee
    Purpose of the committee is clear to all.

    Careful time control length of meetings, as well as development of overall committee time path.

    Sensitivity within and to each others needs, good communication amongst members.

    An informal, relaxed atmosphere.

    Good preparation on the part of the Chair and members.

    Interested and committed members.

    Minutes are complete and concise.

    Periodic self assessment of committees performance.

    Contributions are recognized so members know their work is appreciated.

    The work of the committee is accepted and makes a valuable contribution to the organization.

    Advantages to having a committee system
    Spreads out the responsibilities of a chapter
    Cultivates new ideas
    Opens up new lines of communication
    Increases the self value of individual chapter
    members
    Creates an environment where new members
    are acclimated easily
    Chapter business is carried in a faster and more
    effective manner
    List of commonly seen committees within chapters
    1. Executive committee/Executive board (highly
    encouraged)
    2. Standards Board
    3. Risk Management/Safety
    4. Financial Review
    5. New Member Education
    6. Recruitment
    7. Scholarship
    8. Bylaws
    9. Social
    10. Public Relations
    Philanthropy
    12. Fund Raising
    13. Activities
    14. Technology Committee
    15. Ad Hoc
    a. Common Ad Hoc
    i. Petition
    ii. Homecoming
    iii. Greek Week
    iv. Retreats
    Committee size
    Committees are not created equal, despite that importance of each committee to the organization
    as a
    whole, there is no need to have a set number of individuals on each committee. A chapter should
    decide
    on the number of individuals needed for each committee, depending on the amount of
    responsibility
    that the committee is expected to have.

    Responsibilities.
    (a) Establish, monitor and review the Corporations communication policy,
    inclusive of communications with shareholders, brokers and analysts, investment
    banks, and the public.
    (b) Identify target investor groups for the Corporation.
    (c) Identify and recommend investment banks or other consultancy company to
    assist management with promoting the Corporation to relevant investor groups.
    (d) Assist management in executing the strategies and policies formulated by the
    Committee.
    (e) Other Responsibilities
    (i) Regularly review and make recommendations to the Chairperson of the
    Nomination and Corporate Governance Committee, about changes to the charter
    of the Committee.
    (ii) Obtain or perform an annual evaluation of the Committees performance and
    make applicable recommendations, and report results to the Chairperson of the
    Nomination and Corporate Governance Committee.

    Authorization.
    The Committee shall have authority to act on behalf of the Board in regards to:
    (a) Formulate and approve press releases regarding publication of financial results, or other external communication. The annual report and
    quarterly financial statements are to be approved by the Board.
    (b) The Committee is allowed to delegate this authority to such officer(s) of the Corporation as the Committee deems appropriate.
    (d) The Committee is authorized to formulate policies regarding communication with shareholders, investment banks, brokers, analysts and the
    public.
    (e) The Committee must have approval of the Board to employ or engage an investment bank, broker or consultancy firm to assist management in
    promoting the Corporation to specific investor groups and other services. The Committee can terminate such engagement with an investment bank,
    broker or consultancy firm, or other experts, as it deems appropriate.
    (f) Any communications between the Committee and officers in the course of obtaining information for communication purposes will be considered
    confidential information of the Corporation and the Committee will take all necessary steps to preserve the confidential nature of those
    communications until a public disclosure, or as required by applicable laws.
    (g) The Committee may delegate authority to one or more designated members of the Committee or officer(s) of the Corporation as the
    Committee deems appropriate.
    The role of the Corporate Communication Committee (the Committee) is to formulate, monitor and review policies regarding:
    (a) External communication, inclusive of communication to shareholders, brokers and investment banks, the public;
    (b) Target investor groups, the Corporation consider desirable to be investors of the Corporation;
    (c) Identify investment banks and or brokers to assists management in promoting the Corporation to relevant investor groups; and
    (d) The investor relation function.
    The Committee shall advise or assist management in the execution of these policies, hereunder assist management in formulating press releases and
    prepare for meetings with analyst and shareholders.

    Role.
    The role of the Corporate Communication Committee (the Committee)
    is to formulate, monitor and review policies regarding:
    (a) External communication, inclusive of communication to shareholders,
    brokers and investment banks, the public;
    (b) Target investor groups, the Corporation consider desirable to be
    investors of the Corporation;
    (c) Identify investment banks and or brokers to assists management in
    promoting the Corporation to relevant investor groups; and
    (d) The investor relation function.
    The Committee shall advise or assist management in the execution of
    these policies, hereunder assist management in formulating press releases
    and prepare for meetings with analyst and shareholders.

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