Effective Committees

Agdex#:	057
Publication Date:	02/95
Order#:	94-015
Last Reviewed:	11/97
History:
Written by:	Susan Humphries - Field Service Manager/OMAF

Table of Contents

1. Introduction
2. Do we need a committee?
3. Do we need a committee "now"?
4. Types of committees
5. So we need a committee - let’s make it the best!
6. Reporting
7. Signs of a good committee functioning well
8. First meeting of the committee
9. Committee report
10. Summary
11. References

Introduction 

Effective committees can be one of the most important working forces at the heart of an organization. Committee work can and should be an extremely rewarding experience to both the individual and the organization.

The purpose and objectives of a committee may be clear and concise, but as with any group of people trying to achieve a common goal, many other factors will determine whether or not the committee will in fact succeed in accomplishing its task.

This Factsheet briefly outlines the why and how of committees. It is designed to help you, as a leader in your organization, ensure that your committee functions well and achieves the goals set by your group.

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Do We Need a Committee?

There are several basic reasons for setting up committees that are common to all regardless of the tasks they are to complete.

• Responsibilities are shared.
• More members become involved.
• Specialized skills of members can be used to best advantage.
• Inexperienced members gain confidence while serving on the committee.
• Matters may be examined in more detail by a committee.
• The parent body is able to complete its business more efficiently by delegating some work to committees.

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Do We Need a Committee “Now”?

Unless the purpose of a committee can be stated in writing, the committee is probably unnecessary. If a committee is proposed, the following questions should be answered in developing its terms of reference:

• What is the purpose of the committee?
• What are the responsibilities and limitations?
• What are the specific tasks?
• When should the job be completed and what type of report is expected.
• What is the role of officers and how is the membership decided?
• Is there a budget?
• What is the term of office for members, methods of filling vacancies and appointment of the chair?
• What is the authority of the committee?
• What resources are needed? What resources are already available?

It is the responsibility of the parent organization, usually through the executive, to define committee purpose, limitations and responsibilities. These written terms of reference should be included in the by-laws or recorded via the motion that created the committee. Names of members of standing committees should also be documented. All written reference to committees is then made available to members and readily accessed by the organization.

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Types of Committees

There are two kinds:

Standing

These committees are 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

Thse committees are appointed for a particular purpose on a short-term basis.

Both types of committees may form sub-committees if the work loads are very heavy or complex in nature.

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So We Need a Committee - Let's Make it the Best!

Two key procedures to achieve the best committee are:

Selection

Selecting committee members is most effective as consideration can be given to skills, interest and size of the group. Five to nine people on a committee is the best for most situations.

Orientation

The Committee Chair orients the members as to the purpose of the committee and expectations of the organization. Structure of the organization, reporting procedure, roles and responsibilities are clearly defined. Individual member’s expectations should also be brought out at this time.

The Committee Chairman is the “key leader” of all committee work. This person should be selected after careful consideration by the organization. Choose someone who is interested and can work easily with others. The Chair’s role is not necessarily one of bringing technical expertise to the group. (The fact that a person is a good membership salesman does not mean that he or she will be good at chairing the membership committee.) The chair must be organized and know how to organize - both programs and people. He or she must know how to involve others - the experts and the workers, and to motivate them to do the work of the committee.

Other responsibilities of the chair include:

• preparing and presenting committee reports to the organization.
• ensuring that a successor is “groomed” to assume the chair’s role sometime in the future.
• setting agendas, calling meetings, soliciting input from all members.

The parent organization must orient the committee Chairman - do it honestly! “Take the job. There’s nothing to it” -is unwise, unproductive and untrue!

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Reporting

Committees are directly responsible to the organization that created them.

Committee reports should be included as agenda items for general meetings. Usually the committee chair presents the report. Specific recommendations should be listed at the end of the report. Conciseness is essential - otherwise the time saved by referring the business to a committee may be negligible. The report should clearly indicate, however, that full discussion was held - all options considered. Otherwise the organization may suspect that the committee “missed something”. See the report outline below.

Motions dealing with the report (usually made by the committee chair) are:

• “to receive a report” - This is a common motion if no specific recommendations are made or no action required/desired.
• “to adopt a report - If the report is adopted then any recommendations contained become decisions of the organization and implies that action is to be taken. The responsibility (both legal and otherwise), becomes that of the parent organization.

The organization must give the committee feedback, e.g. -receiving or adopting report:

• referring to another committee or individual for further action
• returning for clarification or further action
• postponing
• rejecting

A “thank you” or other appropriate form of recognition for a job well done (even though there may be criticism included in the report) is essential to motivate future committee effectiveness.

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Signs of a Good Committee Functioning Well

• 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 to each other’s needs; good communication among all members.
• An informal relaxed atmosphere.
• Good preparation on part of the chair and members.
• Interested, committed members.
• Minutes are complete and concise.
• Periodic self assessment of committee’s performance.
• Recognition and appreciation are given to members so that they feel they are really making a contribution.
• The work of the committee is accepted and makes a valuable contribution to the organization.

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First Meeting of the Committee

• Start on time
• Set deadline to adjourn
• Tentative agenda
• Call to order.
• Announce purpose of meeting.
• Appoint a secretary to maintain records of the committee’s action or recommendation.
• What is our job?
• Discuss committee assignment and encourage group participation as to what may he probable solutions or what additional information is needed.
• Setting priorities - goals.
  • What additional information is needed?
  • List actions necessary to solve the committee assignment.
  • Are there other programs or projects we should consider?
  • Has someone else or another organization had a similar experience?
  • Is there a success story in another organization on a similar problem?
  • Is a staff resource person needed to advise the committee?
  • Finally, identify priority issues, actions, or projects by exact name and agree upon a time schedule for completion of each.
• Implementing priority activities.
  • Each project or activity is assigned/delegated to an individual or small sub- committee to implement.
  • Set report dates to report progress on each assignment.
• Agree upon date and time of next meeting.
• Adjourn.

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Committee Report

Name of Committee:______________________________________________

_______________________________________________________________

Committee Assignment: ___________________________________________

_______________________________________________________________

Key discussion Points _____________________________________________

_______________________________________________________________

_______________________________________________________________

_______________________________________________________________

_______________________________________________________________

Recommendations and/or Points for Further Discussion:

_______________________________________________________________

_______________________________________________________________

_______________________________________________________________

_______________________________________________________________

Names of Committee Members Attending Meetings:

________________________________ _____________________________

________________________________ _____________________________

________________________________ _____________________________

________________________________ _____________________________

Date:______________________ (signed)_________________________________ Chair

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Summary

Committees should be appointed when the job is too large for one person.

Committees help define an issue, resolve a complex problem and involve group members.

Successful committees plan ahead usually as a result of the key role that the chair plays.

If you compare a good book to a healthy organization, the contents of the book can be likened to the activities of an organization. But without the binding (executive, board), the table of contents (purpose, mandate) and the chapter headings and pages (committee chair and members), the activities would have no direction, no meaning.

Just as chapter headings and pages are essential in the writing (and reading) of a good book, so too are committees, their chairs and members vital to the health of an effective organization!

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References

Leaders and Members - Notes for Community Leaders. Ontario Ministry of Culture and Recreation.

Successful Meetings by Bot Letwin. pg. 97. May, 1984.

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