“I never saw that update.”
“The e-mail must not have come through.”
“Was I copied on that?”
“Nope, I didn’t see that deadline.”
“I thought you knew where I was at.”
This list could literally go on. And on. And on. The best – or worst – part is that every single person who’s tried to work on a committee project can relate to every single one of those quotes.
You’ve heard them before. You’ve experienced the frustration that comes from hearing (or reading) them. You’ve duplicated efforts and backtracked to try to make up for the member – or members – that didn’t get the message or who didn’t fill the others in on their progress.
Committee projects are inherently frustrating
Committees don’t always operate in the same location – members may be spread across the city, state, country or world. This means that communication and effective project management can be a major challenge – and major source of frustration.
I’ve been there. Working in the non-profit world for years, I saw it firsthand.
Maybe you’re lucky enough to have seamless committees that work efficiently 100% of the time and accomplish all tasks ahead of schedule.
If not though, there’s a better way.
It all starts with accountability
What if there was a way to hold committee members accountable – during projects, before meetings, after meetings and everywhere in between?
What if that method of accountability didn’t rely on you individually reaching out to every committee member on a regular basis and asking for status updates? What if the process could be automated?
Not only is this dreamworld possible, it’s easy.
See, here at Social HubSite, we “get” associations. We understand the problems they face and the frustrations that crop up day after day. That’s exactly what we’re here to solve. It’s what we do.
Ready to make your Social HubSite work for you, especially in this area? Great. Take a look at a few options listed below.
1. Hold a Meeting
Whether your committee meets in person or just uses communication options inside your HubSite to discuss upcoming projects, the first step to any successful project is a meeting.
During the meeting, clearly communicate your desired outcome and list the steps you’ll need to complete to meet that outcome. Ask for input and get buy-in from the committee. The more vested they are from the start, the more likely your project is to be a success.
2. Post Necessary Documents
Forget email attachments. With Social HubSite, you can post documents and – eventually – find out who has actually taken the time to open them. If someone is lagging from the start, you’ll find out sooner rather than later.
More importantly, by posting documents in a central location, you’ll reduce the odds of getting 10 emails asking for the same piece of information, it will be available to all committee members with access.
3. Assign Tasks
Inside your HubSite, it’s easy to assign tasks to individual community members. Assigning a task inside your community provides a little extra motivation to meet the deadline that’s been set. No one wants to be the one that holds up the rest of the group, especially not publically.
You’ll be able to track the progress and follow up throughout the process, without waiting until it’s too late to solve any unforeseen situations that may arise.
4. Post Updates
Post updates on your committee projects as they’re happening. Ask for responses along the way.
During the process, you’ll be able to turn on automated follow up notifications that will reach out to members that haven’t been reading the communications. Other features we’re working on include providing information on who has or hasn’t read a document and so on (see how “I never saw the update-itis” doesn’t stand a chance?).
The more you understand who is actively working with your toward a specific goal, the more successful your project will be.
5. Ask Members to Give Updates
Wouldn’t it be great if your members could share how they have contributed to your project on a recurring basis?
Now they can. You can set up your HubSite to ask committee members to share what they’ve done to help with your project on a regular basis. No more guesswork, no more crossing your fingers and hoping for the best. The more you know, the better your outcome will be.
6. Adjust as You Go
It’d be great if holding members accountable would be the end-all solution you’ve been looking for. While it’s great and effective, you’ll likely still come across a few areas that you could adjust as you go. This is normal. Remain flexible and adjust for next time. As your committee members become accustomed to the new system, the flow will become smoother and smoother.
Ready? Make your next committee project a great success with the tips above. Consider launching your own Social HubSite today!