ORGANISING COMMITTEE

How to organize or form Committee

1. MUHIMBILIUNIVERSITY OF HEALTH AND ALLIED SCINCES SCHOOL OF NURSING Topic: ORGANIZING GROUP FOR COMMITTEE WORK

2. GROUP MEMBERS MTEWELE JOFREY JOSEPH ENOS CHARLES HUSSEIN BAHANZIKA HERMAN MBIRO GLADIS PROSPER MASATU JONHAS FLORA KIMARO GLADNESS GAUDENCE MATHA SOMI PIUS JOHN

3. Objectives Meaning of a group and committee How to form a committee Responsibilities and opportunities of committee work Effectives of the committee Elements of Committee Effectiveness Role of the committees

4. Definitions A group is defined as any collection of interconnected individuals working together for some purpose. A committee is a relatively stable and formally composed group. Committees are a specific type of group in that they are stable, meet periodically, and have an identified purpose that is part of the organizational structure. For example, policy and procedure committee or a quality assurance/improvement committee

5. COMMITTEE A group of people appointed for a specific function, typically consisting of a member of a large group. Committee has no power per se’ except the power assigned to it by its appointes A body corporate must elect a committee at each annual general meeting. The committee is made up of lot owners or people who act for them.

6. Types of Committee (a) A standing or permanent committee; is needed in a complex organization experiencing multifaceted problems almost all the times. (b) A temporary committee; is formed to face and solve problems arising occasionally. (c) The committee in control; has full powers to act and may assume a position that could be manned by one individual.

7. (d) The coordination and discussion committee; discusses problems and gives its advice. It has no power to act. (e) The advisory committee; explores various aspects of a problem and suggests courses of action to the concerned executive, thereby helping him to reach the decisions for which he is held responsible. The committee does not have power to act. Advisory Committee is used extensively in business.

8. Factors to Consider When Organizing Committees and Making Appointments ● The committee should be composed of people who want to contribute in terms of commitment, energy, and time. ● The members should have a variety of work experience and educational backgrounds. Composition should ensure expertise sufficient to complete the task. ● Committees should have enough members to accomplish assigned tasks but not so many that discussion cannot occur. Six to eight members in a committee are usually ideal.

9. ● The tasks and responsibilities, including reporting mechanisms, should be clearly outlined. ● Assignments should be given ahead of time, with clear expectations that assigned work will be discussed at the next meeting. ● All committees should have written agendas and effective committee chairpersons

10. HOW TO FORM A COMMITTEES STEP1 . Find a location for regular meetings. Community or neighborhood centers are usually free and good to work with . STEP2. Call a public meeting on the issue and, at the conclusion, ask for individuals to nominate to form a committee to carry forward the issue. This is the most effective method, as people are often highly focused and motivated at public meetings

11. STEP3. Do the rounds . Talk to people or groups with similar interests, let them know about the new group, and let them know you're looking for people who really want to make differences. STEP4. Personally ask individuals who you think have the skills you need. Be persuasive: First say you have been looking for individuals who are recognized as having extraordinary skills and commitment in this area then ask them to join

12. STEP5. At the first committee meeting, elect the following positions : chairperson, vice chairperson, secretary, and treasurer. You may also want to have other positions, like a publicity officer, an entertainment officer, or a fundraising officer.

13. Organizational structure of the committee The chairperson Chairperson of a meeting usually acts as spoke person. Roles of Chairperson - Establishes and prioritizes the agenda for the meeting Ensures smooth functioning of the committee sessions. Encourages active participation by the members. Attempts sincerely to make decisions mostly through consensus (or majority vote in extreme cases). Prepare an annual report.

14. 2. The vice chairperson Stands in if the chair is absent. A lso assist the chairperson to perform function of the committee directed to be done. 3. The secretary Schedules / reschedules and convenes committee meetings with the consent of the chairperson Keep members informed of meetings. Distributes the agenda, takes minutes Helps prepare the agenda with the chair Writes and receives correspondence Keeps membership records

15. 4. The Treasurer Looks after finances and accounts (see Financial management) 5.Non-voting members of the committee They are automatically non-voting members of the committee. A non-voting member does not have a right to vote on a committee decision.

16. STEP 6 . Give the officeholders a copy of a suitable guide so they understand their responsibilities STEP 7. Agree on the next meeting and/or a plan of action. NOTE THAT : You may also want to have other positions, like a publicity officer, an entertainment officer, a membership officer, or a fundraising officer.

17. Responsibilities and opportunities of committee work Committees present the leader-manager with many opportunities and responsibilities. Managers need to be well grounded in group dynamics because meetings represent a major time commitment. Managers serve as members of committees and as leaders or chairpersons of committees. Because committees make major decisions, managers should use the opportunities available at meetings to become more visible in the larger organization.

18. CONT…….. The manager has a responsibility to select appropriate power strategies, such as coming to meetings well prepared, and to use skill in the group process to generate influence and gain power at meetings. Another responsibility is to create an environment at unit committee meetings that leads to shared decision making. Encouraging an interaction free of status and power is important.

19. How to make effective committee To make board meetings more effective : A chairperson should provide the overview of the committee at the beginning of each meeting, a strategic focus for discussions, prioritized agendas, annual calendar of committee meetings and major decisions, consent agendas, and evaluation of committee meetings

20. EFFECTIVENESS OF THE COMMITTEE Regardless of what type of organizational structure is used, certain minimal requirements can be identified : The structure should be clearly defined so that employees know where they belong and where to go for assistance . The goal should be to build the fewest possible management levels and have the shortest possible chain of command. This eliminates friction, stress, and inertia. The unit staff need to be able to see where their tasks fit into common tasks of the organization .

21. EFFECTIVENESS OF THE COMMITTEE The organizational structure should enhance, not impede communication . The organizational structure should facilitate decision making that results in the greatest work performance . Staff should be organized in a manner that encourages informal groups to develop a sense of community and belonging .

22. Elements of Committee Effectiveness 1. Written Committee Description . First, there should be a written description of what is expected in each committee to guide the chairperson and members. The description should summarize the purpose of the committee, its composition and selection procedure, and the specific duties of the committee .

23. 2. An effective committee chairperson In seeking an effective chairperson, we're looking for two things : Content knowledge and experience relevant to the work of the committee Leadership skills that will be essential if the committee is to work effectively. Of the two , the most important is leadership skills.

24. He/she should h as confidence in other committee members Trust and respect other committee members Well committed with the committee roles 3.Personal characteristics of each member of the effective committee

25. Each committee composed of a core of five to eight members. They should be recruited with the following questions What tasks are the committee responsible for and who among our members possess the skills and experience needed to complete those tasks ? 4. Members who have been thoughtfully appointed

26. 5. Accountability to the board . This begins with the written committee function that describes what the board expects from the committee . There should also be an effort to link the committee description with relevant strategic plan. Using a fundraising committee as an example, the committee description would reflect a major goal and supporting strategies that address the issue of association funding

27. 6. Well-run meetings In a sense, if a committee reflects the first five indicators of effectiveness a clear description of its work, a chair that knows how to lead, a solid match between the interests, skills and experience of individual members on the one hand, and the needs and requirements of the committee on the other, a good mix of members , and direct accountability to the board.

28. ROLE OF THE COMMITTEES The committee is in charge of: Looking after the administrative and day-to-day running of the body corporate. Making decisions on behalf of the body corporate Putting the lawful decisions of the body corporate into place.

29. References Mohammed ,Q.(2012). A model for hospital reforms in committee Structure & process improvement in oman department of health administration & human Resources, Scranton University, Scranton, U.S.A. Journal of Health Sciences Management and Public Health Marquis, B.L and Carol J.Huston,C.J .,(2015).Leadership Roles and Management Functions in Nursing: theory and application. Lippincott-Raven Publishers. Market Street, Philadelphia. https :// www.qld.gov.au