Managing projects within a committee can be a real pain in the you know what. The committee probably meets on a regular basis. Someone takes notes. Members are assigned specific tasks. Then, everyone leaves the meeting and real life kicks in, shifting focus away from the great ideas and tasks that were shared during the meeting. Since many committees meet only once per month or per quarter, the problem only gets worse.
In this guide, I’ll show you how to avoid committee member dis-focus and give you a proven method to successfully complete your committee projects on time and on budget.
The steps we’ll discuss are as follows:
- Setting up a group for your committee
- Importing members into your Social HubSite
- Importing members to your committee group
- Setting up a project inside of the group
Setting up a group for your committee
By default, there is already a “Group” page inside of your Social HubSite. The first thing you need to do is click on that link in the navigation.
Click on the “Create a Group” tab.
Enter the name of your committee and add a short description so everyone understands the purpose of the group and what it’s going to be used for.
Click on the “Create Group and Continue” button and follow through the rest of the prompts to set up your group. Each group setup option is explained well and easy to follow.
Import members into your Social HubSite
Now that we have our group set up let’s make sure we have the committee members added as members to the community. There are several ways to do this within Social HubSite, however the default member import feature works fine for a majority of situations.
From the front end of your Social HubSite, click on “Admin Options” from the top admin navigation.
From the left admin navigation, hover over “Members” and click on “Import Members”.
Simply paste the email addresses (one per line) in the first box as shown below.
Keep the “Role for these members:” set at Subscriber.
Scroll down and you’ll see where you can edit the message that goes out to new members. The default message is usually sufficient, but feel free to add a custom message here.
Once everything looks good, click on the “Import Members” button. Members will receive an email notification with their login information and link to where they can sign into the community.
Importing members to your committee group
Now that all of our committee members have accounts, all we need to do is import them into the community. Click on the “Home” link if you are still in the admin area of your Social HubSite. Then, navigate to your Groups page and click on the name of the group.
Click on “Send Invites.”
As you can see in the image below, you can either invite members to the group or click on the link to directly import them. To speed things up, I prefer to import members.
Click on the “Click here to import members manually” link.
Simply start entering the committee member names in the “Add New Members” block. Once you see a name appear, click on it and it will add the member into the queue. To process the queue, click on the blue “Save Changes” button on the upper-right side of the edit page.
Once you do that you’ll see the members added at the on the group edit page.
Setting up a project inside of the group
The great thing about running projects inside of groups, is that all group members are automatically added to the projects. This means that all group members, committee members in this scenario, will receive a daily digest of upcoming to-do’s, discussions and overdue tasks. This is great for keeping everyone on point.
The best part is that you don’t need to dis-joint your members attention elsewhere by sending them to a separate project management software that requires them to have another login, etc. The goal with your Social HubSite is to centralize these types of functional interactions (i.e. managing projects) so we can can the focus, attention and time from members.
So without further ado, let’s start our first project.
Navigate to your group page and click on the “Projects” link in the group navigation.
Under “Projects”, click on the + button.
Add a title, choose a project category (project categories are created under the Projects tab in the Admin Options), and a description for your project.
By checking the box next to “Notify Co-workers”, it will send an email to all of your group members letting them know that the project is created.
The video below will show you some of the features within projects.
It’s really that easy!
To recap, integrating project management into a group structure within your Social HubSite is going to give your committee members one place to collaborate. One place to share ideas. One place to connect with each other. One login. One focus: your organization. It doesn’t get any better than that.
Get started today. Have questions? Connect with us and we’ll get you moving in the right direction!