Empowering

Empowering & Motivating

Extension Advisory Boards, Committees and Councils
A Hands On Practical Approach

Michael F. McKinney
c/o Leadership Dynamics
1850 Ravenridge Street
Wesley Chapel, FL 33543
mckcar@msn.com
813-973-4263

Document Revised: 3/25/2005

INDEX

Introduction
Working Definitions Types of Extension Advisory Groups
The Selection Process
Who should I select to be on my Advisory Group?
How big should my Advisory Group be?
How long should members serve?
Empowering yourself to serve others
Orientation
Why Is Orientation Important?
What Should Orientation Training Include?
Suggestions When Conducting Orientation
Motivation: How Do I Motivate My Advisors? Projecting, Meeting Frequency, Tasks and Projects, Creativity, and Listening
Empowerment: Understanding the Concept, Setting the Rules, Putting Your Group To Work, The Benefits of Empowerment
Ideas That Work: (Empowering & Motivating) Lobbying Efforts, Program Planning, Award Recognition, Public Relations, Utilization of Talent, Evaluation, Courtesy
Insuring Effective Advisory Meetings: The day of the meeting, Meeting Courtesy, Special Considerations, Meeting Follow-up
Walking the Extra Mile
Self Empowerment: Ownership, Leadership & Citizenship, Partnering and Collaboration
Resources, Opportunities and Summary
Personal Note, Sources and Program Contact

Empowering & Motivating Extension Advisory Groups
A Hands On Practical Approach

INTRODUCTION:
Working with your Advisory Boards, Committees or Councils should be one of the most rewarding experiences in your Extension career. At times it can also be the most challenging. This training manual, Empowering & Motivating Extension Advisory Boards, Committees and Councils...A Hands On Practical Approach, is designed to give you a practical look at ideas and examples that have worked for me and other Extension educators.
Today’s political, social and economic conditions call for strong volunteer advisory groups to extend the mission of Extension education. Not only can they expand Extension=s presence in a community, but they can represent our needs to governing bodies and decision makers at all levels. In order for them to represent us, we must first make it a priority to empower, motivate and train our Extension Advisory Members.

WORKING DEFINITIONS:
1. Extension Faculty/Educator/Agent. . . is the professional person designated to work with their Advisory Group.
2. Empowerment. . . giving your Advisory Members responsibility along with the authority and resources to accomplish the mission of the board, committee, or council.
3. Motivation. . . instilling a sense of enthusiasm and ownership so your Advisory Members will want to accomplish their mission.

TYPES OF EXTENSION ADVISORY GROUPS: 1. Administrative. . . A group that has a legal or administrative function such as personnel, evaluation, budget, etc. Legitimization. . .This kind of group has no function other then to serve as a A Rubber Stamp for the educator or organization.
2. Volunteer Advisory. . . This format serves as a vehicle for local residents to participate, influence and provide support in the planning and implementation of Extension education programs within their community.

THE SELECTION PROCESS:
Selection . . . is one of the most critical components of establishing or maintaining a viable working Advisory Group. The people you select will ultimately determine the direction your organization will follow in serving the needs of your community.

Who Should I Select To Serve On My Advisory Group?
1. Select individuals with a genuine interest in your organization or program and look for people who communicate well with others.
2. Look for individuals with a proven record for volunteering, but don=t overlook those citizens without prior volunteer service or past association with Extension.
3. Avoid personal friends and individuals with a personal agenda. Example: The angry father who’s daughter was disqualified from the county horseshow might not be the most objective person to serve on your Advisory Group.
4. Try to balance your committee with individuals who bring a wide range of interests and backgrounds to your group. Example: A typical Overall Advisory Council might look like this:
Homemaker, School Administrator, Chamber of Commerce Rep., Retired Senior Citizen, Public Relations Consultant, Banker or Real Estate Broker, Teacher, Nonprofit Agency Director, Farmer, Elected Decision Maker, Collaborative Agency, Community Activist, Environmentalist, Former Policy Maker, Newspaper Editor, Faith Community.

When selecting your Advisory Group, it is extremely important to have a diverse committee. One should always consider the gender and racial make up of your community when selecting your membership. In addition, things like geographical boundaries, program representation, and community profile are key factors in the selection process. It is important to have a good mix of those with a strong tradition and affiliation with Extension and those with no prior association with Extension. From time to time it might be necessary to unseat a member from your group. Usually this is facilitated by poor attendance. For your convenience, I have included a sample letter of dismissal in the attachment section.

How Big Should My Advisory Group Be?
Some states may have different guidelines regarding size, but I have found it useful to use the rule of thumb that boards and program committees should have between eight to 12 members and an overall advisory group should have between 15 to 25 members.

How Long Should Committee or Council Members Serve?
Again, this will depend on your own situation and/or administrative directive. However, it is extremely important to be up front with your prospective member and let them know in advance the amount of time and commitment necessary to fulfill their obligation. I have found that program committees generally tend to be less formal and require fewer meetings in order to complete their task. Overall Extension Advisory Groups, however, require more structure and commitment. This type of Advisory Group needs to have some structure in the form of by-laws or operating procedures in order to cover such things as term limits, attendance, duties of the officers and a clear mission and vision of the group.
It is important to constantly bring in new people with new ideas. The fastest way to generate an inefficient and stagnate Advisory Group is to retain the same members year after year. Ideally, people will commit to serve a minimum of three years on an Overall Advisory Group.

Empowering Yourself To Serve Others:
One of the best ways to recruit a volunteer is to be a volunteer yourself. Remember, Extension is not the only show in town. Other educational, governmental and nonprofit organizations will be contacting you to serve on their committees too. Through this collaborative effort, you will soon be recognized as a team player and a community resource. It is amazing how many organizational contacts you will make from this endeavor. Your collaborative effort will open up all kinds of professional opportunities for you. Not only will you obtain greater knowledge of your community, but you will expand your presence in the community and have an opportunity to promote Extension and educate other professionals about the many resources available through our University and County Extension offices.

ORIENTATION OF ADVISORY MEMBERS:
Orientation. . . is a way of leveling the playing field for your new members and a perfect time to establish ground rules and to review the group=s mission and vision.

Why Is Orientation Important?
1. Orientation allows an individual to join a committee or council in progress as an informed equal with the existing advisory members.
2. When orientation is not provided, volunteers report being less motivated to serve the organization.
3. The orientation session provides the perfect forum for the educator to explain the expectations, goals and objectives for serving on the Extension Advisory Group.

What Should Orientation Training Include?
1. Include a brief history of the Advisory Group and review any documents like the By laws or past Minutes.
2. Define their role as an Advisor and their limitations.
3. Define your role as the Extension Educator and your limitations.
4. Provide other pertinent information such as: What is Cooperative Extension and what are the relationships with
the federal, state and county partners.
5. Introduce your new members to your office faculty and staff.
6. Give your new members a tour of your Extension facility.

Suggestions When Conducting New Member Orientation:
1. Don’t overwhelm your new members with a lot of statistical data.
2. Keep the orientation session short (60 minutes or less is ideal).
3. Make the session relaxed and comfortable (provide refreshments).
4. Share a little of yourself with the group (let them get to know you as a person as well as an educator....and do the same with them).
5. Give your new members an orientation packet to take home.
6. It may be necessary to provide this orientation training one-on-one if a member cannot attend the scheduled group session.

MOTIVATION: How Do I Motivate My Advisors?
The answer seems almost too elementary, but it is so true. The best way to motivate your volunteers is to be motivated yourself. Motivation and enthusiasm are both extremely contagious. Most Extension committees and councils are just waiting to be infected! The simple truth is that we hold the keys to motivating our advisors and we have to assume the blame if we fail. Here are some simple suggestions on how you might motivate your committee members:
1. Project a friendly and positive persona even when you have one of those down days. How can we expect our volunteers to be excited about our program when we ourselves fail to project a positive image? 2. Meeting Frequency: In a study conducted among six states Extension Advisory members reported that meeting frequency played a major factor in their levels of motivation. When a board committee or council had three or fewer meetings a year volunteers reported being poorly motivated, while those attending four or more meetings……65.5% reported being extremely motivated.
3. Meaningful Tasks and/or Projects: In the same study Extension Advisory members said underutilization was one of the root causes of poor motivation and group apathy. It is critical that Extension educators utilize their committees to the fullest.
4. Be Creative: The picture shows an Extension educator utilizing a role-playing game to creatively prioritize program objectives. Getting people out of their seats and engaged in physical activity will greatly enhance the motivation factor in any Advisory group.
5. Be a Listener: Advisory members are least motivated when educators dominate over 50% of the discussion. As members assume a greater portion of the dialog and discussion the motivation factor increases dramatically.

EMPOWERMENT:What Can I Do To Empower My Advisory Group?
1. Understanding the Concept: An educator’s ability to successfully manage his or her Advisory Committee or Council is greatly influenced by several factors, including experience, training and a personal commitment to the concept of empowering volunteers. In order to empower, one has to share ownership. For some educators, giving up control can be extremely threatening.
2. Setting the Rules: There are certain things an Advisory Group should not get involved in, especially if they serve in a volunteer capacity. Administrative items need to be left to the administrators, but they may provide input. Things like agent/educator evaluations, professional salaries, and administrative policies would fall under this category.
3. Putting Your Advisory Group to Work: Advisory Boards, Councils and Committees can play a vital role in dialoging with decision makers, fund raising, recommending program priorities and being a sounding board to the community.
4. The Benefits of Empowerment: When Extension educators give their Advisory Groups meaningful assignments, not only will meeting attendance and motivation skyrocket, but the educator receives the satisfaction of knowing he or she has been responsible for developing LEADERSHIP!

WHAT CAN I DO IF MY COMMITTEE REFUSES TO BE EMPOWERED?
This may be the case, especially if you inherit your committee from a predecessor. Just take it slow and let your Advisory Group feel your passion and enthusiasm. It is contagious!
If a committee fails to feel empowered, that may signal that other problems exist. In every group there must be a certain degree of mutual trust, respect, and friendship. Members learn from one another as well.

IDEAS THAT WORK: (Empowering & Motivating)
1. Lobbying Efforts: Local Advisory Groups are very effective in lobbying county officials for additional resources. The Educator should not be seen as the coordinator of this effort.
2. Program Planning: Give your Advisory Group responsibility for planning special programs or events during the year. Example: Annual Volunteer Recognition Program, Candidates Breakfast, Tour, or sponsoring the Friend in Government Award . It is important for the educator to let them carry out the task and take ownership of the project.
3. Award Recognition: It is important to reward committee members for a job well done. This can be done with a special public recognition or a simple personal thank you. It is our job as educators and professionals to always make our committee members feel SPECIAL! Extension Advisory Groups can also be the award givers as well. It could be extremely timely for an Advisory Group to award a AFriend in Government or Friend of Extension award to a deserving decision maker or community citizen. 4. Public Relations: Feature your committee members on your Extension radio your television show, or feature them in your Extension newspaper column. Also, give them the opportunity to speak in support of Extension education in your community. 5. Utilize Special Talents: Each Advisory Member will bring a special talent to the group. Be observant and recognize these talents. You may want to establish sub-committees within your Advisory Group in order to allow members an opportunity to specialize in areas of special interest. Example: Fund Raising, Promotion and Recruitment, Long Range Planning, Speaking, and Special Events. 6. Evaluation: Ask Advisory Groups to evaluate different Extension programs and welcome their feedback and comments. Sometimes an Advisory Group can give you a prospective that you have not thought of. 7. Courtesy: Show your appreciation to your Advisory Group by always having refreshments available during meetings and always follow-up with a thank you note. (See attachments)

INSURING EFFECTIVE ADVISORY MEETINGS: A Check ( ) List For Success:
1. Did I consider my group when selecting a date, time and location for the meeting, or did I routinely make the arrangements to fit my schedule?
2. Did I give my members ample advance notice of the meeting?
3. Did I convey the purpose and importance of the meeting?
4. Did I prepare and distribute an agenda? (Possibly in advance)
5. Did I get input from the Committee Chair in developing the agenda?
6. Have I utilized available resources to insure the meeting is going to be interesting and designed to encourage group participation? (Example: Visuals, Guest Speakers, Various Communication Techniques.)
7. Oops, did I send out a reminder notice or call the membership a few days prior to the meeting? And did I request an RSVP?
8. The Day Of The Meeting: (Is my meeting room ready?)
Do I have the room arranged to maximize communication? Do I have adequate light and temperature in the room? Have I promoted my Land Grant School (banners, posters, etc.)? Do I have the necessary equipment and supplies?
9. Meeting Courtesy:
Was I present to greet my volunteers as they arrived at the meeting? Did I open the meeting by Thanking the volunteers for coming? Did I make sure that all members were given an opportunity to participate in the dialog? Did I provide refreshments for my volunteers when they arrived? Did I/we establish a date, time and location for the next meeting?
10. Special Considerations:
Did we provide ample parking and consider those with special needs?
11. Meeting Follow-up:
Did I send follow-up correspondence with minutes? (See Attachment) Did I communicate with those not in attendance? (See Attachment) Did I follow through with recommendations and/or suggestions made by the Advisory Group?

WALKING THE EXTRA MILE: Why Say Thank You?
Extension volunteers are busy people. They are doing us a tremendous favor by serving on our Advisory Boards, Committees and Councils. We need to constantly think of them as our guests . They are serving at our request and they are giving us many gifts in return, such as wisdom, commitment, and loyalty. As Extension Educators we need to honor, respect, and appreciate these gifts.

How Do I Say Thank You?
The first step is to make their appointment to your Advisory Group a special acknowledgment. Here are a few suggestions:
1. Letters of Appointment: (See Attachment) Present each new member with a Letter of Appointment from your University and County administrators. This formality makes it extra special and will help reinforce the importance we place on volunteers and advisors. 2. Installation Ceremonies: Take a little extra time to install your Advisory Members and officers at the beginning of each program year. 3. Introduction and Promotion: Announce your appointments in your program newsletter and in local newspapers. Pictures are even better! 4. Rewards: Reward your volunteers for special accomplishments. This can be , as formal as presenting a plaque at a public occasion or as personal as picking up the telephone. 5.Communication: (See Attachments) Never pass up an opportunity to communicate with a member of your Advisory Group. If you see a newspaper clipping about that person, clip it out and send it along with a personal note. If a member is extra helpful to you or your program, take time to send them a thank you note. If you are aware of an occasion in the life of a committee member (birth announcement, anniversary, family death) send the appropriate note.

SPECIAL NOTE:
One would think the courtesy of saying Thank You would be automatic, but we live in such a hectic world. . . we really need to remind ourselves from time to time how important this simple task is in managing our Advisory Group.

SELF EMPOWERMENT:
We have devoted this publication to the empowerment of others, but before we can successfully empower others, we must first be empowered ourselves. This includes: 1. Ownership: Don’t be afraid to share or even give up ownership to a special project, program or issue.
2. Leadership & Citizenship: Establish yourself as a community leader and be known as someone who can get the job done. (Volunteer to serve on another agency=s advisory committee, join a community service club, be an active private citizen in your community.) 3. Partnering and Collaboration: Extension no longer enjoys the luxury of being the only show in town. Today, many organizations and groups are involved in the same community issues that we are. Rather than consider these groups as competition, why not engage them in partnering and collaboration. Extension can be the catalyst and facilitator in bringing these groups together. In many of our communities, Extension is still the best kept secret in town.

RESOURCES AND OPPORTUNITIES: Where Do I Find Help?
There are many resources and books available on leadership styles and dynamics. In-service training and experiential opportunities are critical in teaching Extension educators how to successfully recruit, train, empower, motivate and reward their Extension Advisory Groups. Extension educators in five of the six states surveyed felt they were not receiving adequate training and instruction in managing their Advisory groups. It is important for you to communicate your training needs with your administration.
The best place to find help is to look within. If we become threatened in sharing leadership, if we are not enthusiastic about our own program or if we fail to properly recognize the importance of our volunteers; that might explain why we=re having problems with our Advisory Group.

SUMMARY: PERSONAL NOTE:
1. Empowerment and Motivation are the key elements to a progressive and dynamic Extension Advisory Group.
2. Empowerment is directly linked to Motivation.
3. Under-utilization of Extension Advisory Members is one of the root causes of poor levels of motivation.
4. Meeting frequency has a direct connection to motivation and satisfaction levels of our volunteers.
5. Orientation of new Advisory Members will produce higher levels of motivation.
6. Motivation and Enthusiasm are contagious. You can never say AThank You enough.
7. As educators, we must be willing to share ownership of our program and be empowered ourselves.
8. An Extension educator must put a high priority on his/her commitment to Volunteer Leadership Development and share in the personal belief in the concept of empowerment and motivation.

The greatest professional compliment one educator can give another is to take their information and expand upon it to fit their own professional needs. I hope this Training Manual will be helpful in doing just that. I extend to you my heartiest wishes for success in working with your Extension Advisory Group.
Michael F. McKinney
Extension Faculty Member for Public Policy University of Florida/Hillsborough County COOPERATIVE EXTENSION
Sources:
Cole, Jacquelyn/Maurice F., ADVISORY COUNCILS A THEORETICAL and PRACTICAL GUIDE for PROGRAM PLANNERS, 1983
McKinney, Michael F., EMPOWERING & MOTIVATING EXTENSION ADVISORY COUNCILS. . .a comparative study, 2000
Practical Experience: Thirty-five years of working with some of the best Advisory Groups in Indiana and Florida in the areas of 4-H, Agriculture, Administration, and Public Policy Education.

Acknowledgments:
1. Extension professionals and volunteers who participated in the researched based study on Empowerment & Motivation of Extension Advisory Groups and their Extension Administrations for allowing me to conduct the study in their states: University of Florida, Cornell University (New York), Michigan State University, Purdue University (Indiana), University of Minnesota and Texas A&M University.
2. To my own Extension Administration for supporting me in this endeavor.
3. Hillsborough County Cooperative Extension for clerical assistance and the printing of this document.

PROGRAM FORMAT: This program is designed to be a practical hands-on approach to better managing and utilizing Extension Advisory Groups. The format can be changed to meet the specific needs of the host organization.
*Hillsborough County Extension is a cooperative service of Hillsborough County Board of County Commissioners and the University of Florida

Prepared by the Joint Council of Extension Professionals