Breakout Session # 1405 Emily Rudin Date April 11, 2006 Time 1:30pm-2:30pm

2. Electing new CoP Leaders Breakout Session # 1405 Emily Rudin Date April 11, 2006 Time 1:30pm-2:30pm NCMA World Congress 2006 : Achieving High Performance in Global Business: Leadership, Outsourcing, & Risk Management

3. What do you do? • A CoP’s success is highly dependent on participation and leadership. What do you do when your organization is dependent on the outcomes from a particular CoP and the leader disengages? Over the next 45 minutes we will review one approach to this challenge. NCMA World Congress 2006 : Achieving High Performance in Global Business: Leadership, Outsourcing, & Risk Management

4. Understanding • First, an organization needs to understand and document what role the CoP and the CoP leader plays in the organization. • Second, once you have an understanding that will help you build a CoP charter and the CoP Election Leadership process. • Third, communication and marketing are key to a successful election process. NCMA World Congress 2006 : Achieving High Performance in Global Business: Leadership, Outsourcing, & Risk Management

5. Where to begin… • Develop a CoP Leader Election Process • Communicate and train the CoP’s on the Election Process • Hold the Elections (regularly…same time each year) • Celebrate the outcomes! • Develop a Training Plan for all new COP Leaders • Prepare back up strategy • Who now owns the KA? NCMA World Congress 2006 : Achieving High Performance in Global Business: Leadership, Outsourcing, & Risk Management

6. Election Process • To begin, you need to develop an “Election” process. It is important that you answer some of these questions: • How long are the terms? • Can a CoP leader stay in “office” for more that one term? • Are there term limits? • Can a member nominate him or her self? • Once the election process begins how long before you close the election? • What tool will you use to hold the election? • Will you have anonymous voting? • What if no one is nominated…what do you do? • Will you have emergency elections…if why and how? • These are the type of questions that need to be addressed as you develop your own “Election” process. Below you will find an example outcome: • New CoP’s • The company assigns a CoP leader for a term of 120 days. At the end of that term the new CoP will have an election to elect a new leader. • Existing CoP’s • Once elected the CoP leader holds that position for a term of at least one year. The number of terms is not limited. NCMA World Congress 2006 : Achieving High Performance in Global Business: Leadership, Outsourcing, & Risk Management

7. Communication Plan • If you already have formed CoP’s in your organization it is imperative that you are thoughtful on how you communicate and launch this type of program. For example: • Create “strawman” of the process and give to the CoP’s to vet. • Incorporate some of their (CoP) suggestions • Use your Portal or other company communication venues to announce the elections and make them high profile and fun! • Regular updates • Create a venue where CoP members and leaders can submit feedback on the process, training, and communications. • Elevate and communicate the CoP leaders position in the eyes of the company…making the position coveted and respected. NCMA World Congress 2006 : Achieving High Performance in Global Business: Leadership, Outsourcing, & Risk Management

8. Elections • Once your company has documented, communicated, and received consensus on the election process…it is now time to hold the elections. Key to successful elections: • Make sure everyone knows the process…the documented process should be on the portal or has been distributed so that everyone has access to the process documentation. • Hold the elections the same time every year • Use a very to use tool…make sure everyone knows how to use the tool you will be using for the election…hold a mock “fun” election in advance to get people trained and engaged • Annually, develop and launch a marketing plan for each election…you might be launching a new CoP and need to highlight that event…you may want to profile a few CoP leaders you may have changed the election rules and need to communicate that…you may be using a new tool…all these topics can be used as part of a very positive communication and marketing campaign and should not be ignored NCMA World Congress 2006 : Achieving High Performance in Global Business: Leadership, Outsourcing, & Risk Management

9. Celebrate the outcomes! • Most CoP leaders do not get any monetary rewards for their participation and leadership. As with elections outcomes should be celebrated! Some examples: • Portal or newsletter featured stories • Rewards for multiple terms • Annual luncheon or dinner • Dinner with a senior level executive • Additional training dollars • A conference NCMA World Congress 2006 : Achieving High Performance in Global Business: Leadership, Outsourcing, & Risk Management

10. Backup • Once you have an election process deployed it is very important that part of this process is growing your next set of CoP leaders. Someone may leave in the middle of a term…then what do you do…you need to have a process documented to support a smooth transition to a new CoP leader without an election process. Recommended process: • Each newly elected CoP leader must have at least (2) back up facilitators. These facilitators are picked by the CoP leader. Their role is to assist the CoP leader during the year…for example facilitating meetings when the leader is unavailable, taking meeting minutes, and leading sub-groups of the CoP. They must also agree…if called on during the year to take over as the CoP Leader for the remainder of the term. NCMA World Congress 2006 : Achieving High Performance in Global Business: Leadership, Outsourcing, & Risk Management

11. CoP Training • Training and support for CoP Leaders are the two areas organizations need to address to have and support productive CoP leadership. Once elected, a CoP leader will require additional training to hone existing skills and learn new ones. In addition, it is important that they have a sounding board. A few key recommendations: • Develop a CoP handbook for members and leaders • Develop a training plan for all CoP leaders. Training to include but not limited to; virtual facilitation, presentation, consensus facilitation, and negotiating skills. • Assign a mentor • Launch a CoP for CoP Leaders…a place they can share stories, successes and challenges. NCMA World Congress 2006 : Achieving High Performance in Global Business: Leadership, Outsourcing, & Risk Management

12. The “Who” • Who develops, documents, deploys, and is responsible for these newly created business processes? That question needs to be answered and these tasks must be owned by someone for your elections to be successful. Recommendation: • Most companies will not incur the expense for an FTE…in addition not one person will have the skills to make this program successful. So create a “CoP Steering Committee” from people all over the company who are responsible for these activities. The committee will have a “Chair” appointed by the CEO or COO and will regularly report updates and needs to the executive leadership team….owned by no one belonging to all. NCMA World Congress 2006 : Achieving High Performance in Global Business: Leadership, Outsourcing, & Risk Management

13. Discussion Thank You! Emily Rudin NCMA World Congress 2006 : Achieving High Performance in Global Business: Leadership, Outsourcing, & Risk Management