COMMITTEE CHAIR TOOLKIT FOR SUCCESS

1. COMMITTEE CHAIRTOOLKIT FOR SUCCESS 2009 Transportation Research Board New Chair Orientation Sunday, January 11, 2009

2. What Do TRB Committees Do? • Stimulate and synthesize research • Keep transportation communities apprised of research findings • Review and recommend papers for publication • Co-sponsor special activities • BUT THAT IS NOT THE REAL MESSAGE

3. TRB Committees Provide Opportunities • Networking with fellow transportation professionals • Staying current on emerging issues • Participating in the advancement of the practice • PROVIDING THESE OPPORTUNITIES TO YOUR MEMBERS IS WHAT YOUR WORK AS CHAIR IS REALLY ABOUT!

4. TRB Committee Structure • TRB committees are combined into Groups and sometimes in Sections • The combination is based on the committee topic and scope • The Sections and Groups provide an opportunity to work together on cross-cutting topics and activities

5. Elements Needed for Success • Strategic plan • Communication tools • Leadership skills • Understanding of administrative requirements

6. Strategic Plan

7. A Strategic Plan Focuses the Committee • MissionWhy does the committee exist? • ScopeWhy does the committee exist? • GoalsWhat does the committee want to achieve? • StrategiesHow will the goals be achieved? • Action PlanWhat is planned for the next three years to accomplish goals & strategies?

8. Strategic Plan Development • See Page 37 of the Leadership Guide for more information: http://www.trb.org/Activities/About/ChairsCommittees.asp • Update every 3 years—coordinate with incoming chair if rotating within triennial period • Use as an activity to engage committee members • TRB Leadership adopted a new strategic plan in June of 2007 and may be found at http://onlinepubs.trb.org/onlinepubs/general/trb_strategic_plan.pdf

9. ? ? Strategic Plan Development • What’s worked? • What hasn’t? • Ideas to share? ? ? ? ?

10. Communication Tools

11. Potential Communication Strategies • Newsletters • Committee Chair Letters • List serve • Websites • Teleconferences The specific technology or media is less important than communicating regularly!

12. Newsletters • Issue semi-annually or quarterly • Post on website or member published and distributed Committee Chair Letter to Members and Friends • Less effort than newsletter, but can “grow” into newsletter Listserves • Fosters dialogue among committee members and friends via e-mail • Requires maintenance and updates by the host organization

13. Committee Websites • Committees are responsible foraccuracy and maintenance • TRB will link TRB On-Line Directory tothe committee home page • Preferred style reference is Elements of Style for Web Design by Christine A. Quinn • Contact your committee staff person to have the page connected

14. Conference Calls • Provides additional opportunityfor conduct of committee businessbetween meetings • TRB Leadership Guide provides tips for conveners on Page 69: http://www.trb.org/Activities/About/ChairsCommittees.asp • Consult with your TRB Staff Representative for additional assistance

15. ? ? Communication Strategies • What’s worked? • What hasn’t? • Ideas to share? ? ? ? ?

16. Leadership Skills

17. Ultimately, It’s About Leadership... • Selecting committee members • Encouraging participation • Delegating responsibility • Running organized meetings • Communicating early and often

18. Selecting Committee Members • Be selective!!! • Don’t accept every applicant • Include members that bring different expertise or connections to other communities. • Contact leaders in the field and follow up on their suggestions • Tell prospective members what youexpect and make sure they canmake the necessarycommitment

19. Encouraging Participation • Establish well-defined, challenging and reasonable tasks • Link assignments with each individual’s interests • Set deadlines and follow up • Praise accomplishments in privateand public • Make sure each member iscontributing • Follow up with new participantsto encourage additionalparticipation and commitment

20. Delegating Responsibility • The more independent subcommittees or work groups the better! • Activity generates more activity • Don’t feel you must be personally involved in every task • Monitor, guide, cheerlead • Stay connected to ensure the committee need is being met • Broaden the leadership base

21. Delegating Responsibility (continued) • Consider appointing members to some specific duties, such as: • Secretary • Newsletter editor/web master • Research subcommittee chair • Paper Review Coordinator • Annual meeting chair • Liaison chair • Other program or activity chair • Succession planning. It may seem a long way off, but it is important to be aware of those that might be good candidates for future committee leadership.

22. Running Organized Meetings • Prepare and distribute an agenda in advance • Include presenters’ names and timeframes for each item • Include reports on ongoing tasks and allow for committee/friends input to keep things lively • Include discussion items and encourage informal interaction • Avoid debates • Maintain a sense of humor! • Stay on schedule

23. Communicating Early and Often • Contact those engaged in relevant research • Connect with external sources of relevant information • Communicate, communicate, communicate! • With the committee as a whole • With subcommittees and work groups • One-on-one with subcommittee leaders, existing and prospective members • With your TRB staff contact

24. ? ? Committee Leadership • What’s worked? • What hasn’t? • Ideas to share? ? ? ? ?

25. Understanding of Administrative Requirements

26. At First It Seems Like a Private Club With Secret Rules... • But the administrative information is readily available • TRB website has comprehensive on-line resources at • Leadership Guide http://www.trb.org/Activities/About/ChairsCommittees.asp • On-line paper review system guide • Calendar of important dates • TRB staff and committeechair directory • And TRB staff is ready andwilling to help!

27. Administrative Highlights: Committee Membership • Chair nominates members after discussion with TRB staff • Appointments are made by TRB Executive Director for a 3-year term

28. Administrative Highlights: Committee Membership (continued) • A committee is limited to 25 members, with some exceptions • Unlimited number of Emeritus Members • 2 Young Members (35 years or younger) • 5 International Members (non-US) • Unlimited number of “friends” • There is no limit to the number of young members or international members – each committee can appoint 2 and 5 that do not count against the member limit • TRB is committed to a one-third rotation in membership each third year

29. Administrative Highlights: Annual Meeting Planning • TRB staff coordinate with chairs to schedule sessions • Paper or Presentation sessions (approximately two per committee) • Poster sessions • Joint committee sessions (within the committee session limit) • Committee and Subcommittee Business meetings • Session Planning webinars are held each year

30. Administrative Highlights:Mid-year Meetings • Not all committees hold mid-year meetings • Locations determined several years in advance • Generally many committees meet together • Some individual committees hold meetings with local sponsors • TRB staff coordinate with chairs to schedule business meetings, plenary sessions, and joint committee workshops

31. Administrative Highlights: Meetings and Minutes • Meetings are open unless the chair designates an executive session • Visitors and “friends” may take part in discussions but may not propose motions or vote • Minutes are no longer confidential and may be widely distributed

32. Administrative Highlights:Paper Review Process • Chair or appointee selects paper reviewers • 3 reviewers per paper (at the very least) • Reviewer’s names to be kept confidential • Chair or appointee notifies the author of evaluation result • Paper review webinars are held each year to help you navigate the system

33. Administrative Highlights:Paper Review Process (continued) • In advance of the “August Avalanche” • Have a plan—who, which, where? • Volunteer reviewers—commitment and interest • An updated mailing list—phone, fax, e-mail • Internal deadlines • Alternatives structures • Committee Chair • Subcommittee • Paper Review Coordinator or Publications chair

34. Administrative Highlights:Travel Expense Reimbursement • TRB policy is to help defray travel costs of committee chairs to either the annual or mid-year meeting when they cannot obtain funds elsewhere and to the extent funds are available • TRB will not cover committee member or speaker expenses

35. Administrative Highlights: Specialty Conferences and Workshops • Approval of the TRB Executive Committee must be obtained prior to development • Must be self-supporting (registration fees and/or outside funding) • Governing Board of the National Research Council must approve events sponsored with outside funding

36. Remember the Resources • TRB Division A Leadership website: • http://www.trb.org/Activities/About/ChairsCommittees.asp • On-Line Directory (full contact information for all TRB members) • Email list for all your committee members • Printed Calendar • and ….

37. If all else fails……. • Call or e-mail your TRB staff officer • Peter 202-334-2983 pshaw@nas.edu • Kim 202-334-2968 kfisher@nas.edu • Tom 202-334-2907 tpalmerl@nas.edu • Christy 202-334-2970 cgerencher@nas.edu • Elaine 202-334-3206 eking@nas.edu • Joedy 202-334-2167 jcambrid@nas.edu • Martine 202-334-3177 mmicozzi@nas.edu • Or their project assistant • Freda Morgan 202-334-2965 fmorgan@nas.edu • Brie Schwartz 202-334-3015 bschwartz@nas.edu • Mary Kissi 202-334-3205 mkissi@nas.edu • Matt Miller 202-334-2608 mamiller@nas.edu