Resources AvailableThere are a number of resources available

which will aid you and your vice presidents in theplanning process.1. Firstand foremost is this handbook, the Chapter

President's Management Handbook. Be sureto use it. Itcontains much more information thanjust chapter planning.

2. The Blue Chip program. As a management tool,there is no equal to the Blue Chip program.Build your chapter's Plan of Action around it.

3. Community Survey Guide. This is a valuableresource available to help with communityneeds surveys.

4. Officers' and Directors' Guide. This is thecomplete handbook for the officers of yourchapter. It covers their responsibilities andreviews the programming available from TheU.S.Jaycees.

5. Committee Chairman's Workbook. This is anexcellent guide for chairmen. It is a "how-to"manual that covers everything a chairmanneeds to know about conducting a project.

ORGANIZINGOrganizing is the process of establishing orderly

uses for all resources within the management system.These orderly uses emphasize the attainment ofmanagement system objectives and assist managersnot only in making objectives apparent but also inclarifying which resources will be used to attain them.Organization refers to the result of the organizingprocess.

Inessence,eachorganizationalresourcerepresentsan investment from which the management systemmust get a return. Appropriate organization of theseresources increases the efficiency and effectivenessof their use. Henri Fayol has developed sixteengeneral guidelines for organizing resources;1. Judiciously prepare and execute the operating

plan.2. Organize the human and material facets so that

they are consistent with objectives, resourcesand requirements of the concern.

3. Establish a single, competent, energetic, guidingauthority (formal management structure).

4. Coordinate all activities and efforts.5. Formulate clear, distinct and precise decisions.6. Arrange for efficient selection so that each

department is headed by a competent, energeticmanager and each employee is placed wherehe or she can render the greatest service.

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These resources can be helpful to you andyour vice presidents in the coordination and prepara­tion of the chapter Plan of Action.

Planning Tip,sYour biggest challenge in coordinating the

planning process of your' chapter will be seeing that itis completed in a timely fashion. The best plan in theworld will be of no use to your chapter until it's put intoaction. Set a deadline for its completion. (A June 30deadline should provideladequate time.) Once yourdeadline is set, live by it.Any deficiencies or oversightsin the plan can be adjusted during the monitoringprocess your board of directors should conductthroughout the year.

Once your chapter's plan is complete, it shouldbe presented to the full membership for their reviewand approval. Even though their input was obtainedthroughout the planning process, it is vitally importantthat you gain their commitment for the chapter's planin its final form.

As president, coordinating the chapter planningprocess should be the only "project" committee thatyou chair this year. Your performance will set thestage for an excellent Jaycee year. Best of luck!

7. Define duties.

8. Encourage initiative and responsibility.9. Have fair and suitable rewards for services

rendered.10. Make use of sanctions against faults and errors.11. Maintain discipline,12. Ensure that individual interests are consistent

with general interests of the organization.13. Recognize the unity of command.14. Promote both material and human coordination.15. Institute and effect controls.16. Avoid regulations, red tape and paperwork.

The organizing function is extremely importantto the management system because it is the primarymechanism with which managers activate plans.Organizing creates and maintains relationshipsbetween all organizational resources by indicatingwhich resources are to be used for specified activities,and when, where and how the resources are to beused. A thorough organizing effort helps managers tominimize costly weaknesses, such as duplication ofeffort and idle organizational resources.

Somemanagementtheoristsconsidertheorganizingfunction so important that they advocate the creationof an organizing department within the managementsystem. Typical responsibilities of this departmentwould include (1) developing reorganization plans

that make the management system more effectiveand efficient,(2)developingplansto improve managerialskills to fit current management system needs, and(3) attempting to develop an advantageous organiza­tional climate within the management system.

The Organizing ProcessThe five main steps of the organizing process

are: (1) reflecting on plans and objectives, (2)establishing major tasks, (3) dividing major tasks intosubtasks, (4) allocating resources and directives forsubtasks,and (5) evaluating the results of implementedorganizing strategy.Chapter presidents should contin­ually repeat these steps. Through this repetition,they obtain feedback that will help them improve theexisting organization.

ChapterManagementSystem

You are the chief executive officer of yourchapter. But, no matter what size your chapter is,youcannot effectively manage it by yourself. An organiza­tional structure or chapter management system will

provide you a means to manage a chapter of anysize.

There are several key points to understandbefore you attempt to develop your system. Theyinclude:1. No more than ten chapter officers should report

directly to the president.2. Your chapter should have at least four vice

presidents; i.e., Community Development,Individual Development, Management Develop­ment and Membership Development.

3. Personalaides may reportdirectly to the presidentand do not need to be included in the structure.They will increase the president's ability tomanage the chapter, not interfere with it.

4. It is important that every officer has a clearunderstanding of the chapter structure and theirresponsibility.

5. It must provide rapid two-way communication.As you develop your chapter's structure,

you must address the needs of your members.It should also provide for as much involvementas possible. Make sure you allow for theexpansion of your chapter as you grow. Todevelop your chapter structure, begin with theplacement of your key officers. These keyofficers should all report directly to you, thepresident. This can be graphically shown asfollows:

StaleDirector

As you can see, there are eight key chapterofficers reporting directly to you. If the size of yourchapter dictates additional officers, they can beadded into the system, Each officer's responsibilitywill include the supervision of their respectiveareas, as well as portions of the Blue Chip require­ments and the development of the chapter plan.

As the system is expanded, you will see howthe directors are the direct responsibility of yourvice presidents. The vice presidents will supervisetheir assigned directors and report to you regardingtheir performance.

The directors will be charged with the respon­sibility of communicating with and activating themembers of the chapter. They will have specificmembers assigned to them. They should assisttheir members with the Springboard and Degrees

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of Jaycees programs. If one of their membersmisses a function, they should contact them toencourage them to continue their participation.

Major Emphasis AreaMajor Emphasis Areas (MEAs) are broad areas

of priorities. They are divided between the fourprimary recognition areas: Community Development,Individual Development; Management Developmentand Membership Development. Each of these areasis vital to the leadership development of Jaycees.Your chapter will determine priorities based on theMEAs within each programming area. Following arethe types of projects which would fit into each MEA.Any project may fit under a single MEA category aslong as its primary purpose is to meet the majoremphasis of that area.

Individual DevelopmentLeadership Development. This MEA category

includes all programs with the purpose being to buildleadership skills.The following U.S.Jaycees programsgo into this category: Personal Dynamics, LeadershipDynamics, Communication Dynamics, TimeDynamics and Speak-Up. Through participation inthese programs, members will acquire informationto helpdefine and develop their leadership, communi­cation, management and speaking skills.

Family Life/Spiritual Development. This cate­gory includes all The U.S. Jaycees' Family Lifeprograms (All in the Family and Family Time) as wellas any other defined family program or project. Anyproject designed primarily to increase or enhancespiritual activities by your members or people in thecommunity are also included in this category.

Personal Skills. This MEA category includes allprojects or programs conducted with the primarypurpose to increase or enhance the personal skillsof individual members. This category also includesThe U.S. Jaycees programs, Personal FinancialPlanning, Stress Endurance and Job Search.

Community Development.Human Services. This category includes all

projects designed to promote or improve thequality of human life. Any project with the purposeof working directly with people would be incluQed.Shooting Education; Big Brothers and Big Sisters;ElderlyAssistance; International Involvement; SpecialOlympics and Drug and Alcohol Awareness programsare just some examples of Human Services projects.

Community Improvement. This category in­cludes all projects which improve resources andfacilities; promote conservation and enhance theenvironment inyour community. Any project with thepurpose of working with properties and non-humanresources would be included. Projects such asEnergy Audits, City Beautification, Recycling Centersand Housing Winterization would be included inthis area.

Government Involvement. This category in­cludes all projects of a governmental nature designedto provide better public services and promote "pridein America." Candidates Night, Voter Registrationand Model Legislature are some examples of Govern­ment Involvement. Projects that deal with criminaljustice, such as programs on employment of ex­offenders and crime prevention are also included.

Community Fundraising. This category includesall projects with a primary purpose to raise funds fora specific program. These are projects which dealwith fund raising for health-related organizations,foundations or any other community activity. MuscularDystrophy, St. Jude Children's Research Hospital,March of Dimes and Heart Association are just a fewof the numerous examples in this area.

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Management DevelopmentPlanning. This category includes all facets of

chapter planning, needs analysis, evaluation, thechapter plan of action and the planning guide forchapters. It also includes events scheduled tofacilitate the surveying, planning and evaluation ofthe chapter's plan of action, i.e.,a weekend planningretreat or organizing teams to canvass neighborhoodsfor responses to a community needs analysis.

Training. This category includes all trainingprograms aimed at members, covering job descriptionsand responsibilities of officers and chairmen, localofficer training, training for project chairmen, how todo a Chairman's Planning Guide, etc.

Financial Management. Includes all projectsor programs conducted to manage the financialaspects of the chapter. For example, projects whichdeal with raising funds for operation of the chapter- ways and means such as raffles, concessionstands, Christmas tree sales, and dances. It alsoincludes financial and b8dget reports relating to theoverall finances of the chapter, including monthlybudget reports and annual audits combined into atotal financial managem~nt plan to be implementedduring the year.

Personnel Management. This category includesall chapter meetings, campaigns, elections, sports,on-to, visitations, bidding or hosting meetings andsocials, awards and activation programs such asSpringboard and Degrees of Jaycees.

Communication. This category includes allchapter communication tools and methods used,chapter publications, special mailings, special eventpromotions, committee structures and phone callingsystem ..

Public Relations. This category includes allprojects conducted to promote the image of yourchapter and the Jaycee movement inyour community,such as community recognition programs, Distin­guished Service Awards programs, parades, pag­eants, ongoing public relations work and the chapterphotographer. Also included would be recognition oflocal merchants, and annual progress report in yourlocal paper or on television.

Membership DevelopmentRecruitment and Orientation. This category

includes all projects conducted with the primarypurpose of obtaining new members for the chaptersuch as M-nights, membership booths, orientationprograms for members, etc.

Retention. This category includes all projectsconducted with the primary purpose of encouragingmembers to renew their membership prior to orduring their anniversary month.

Affiliations/Chapter Assistance. This category -..Jincludes all projects conducted with the primary

purpose of affiliating new chapters or assistingexisting ones primarily in the area of membershiprecruitment.

Each Major Emphasis Area is actually a classi­fication of needs within your community or chapter.These should be determined and prioritized at thebeginning of the year through use of the PlanningGuide For Chapters. Knowing the needs in yourcommunity and chapter will allow for more conciseplanning as to what projects should be conducted to

STAFFINGDefining Staffing

Staffing is determining the personnel you willneed to complete your chapter's objectives and howyou plan to recruit those individuals. The staffingmanagement function also includes the developmentof new, as well as existing, personnel.

Sharing theJayceeMovement

The most vital part of your chapter is the peopleinvolved -your members. New ideas, enthusiasmand fresh outlooks are introduced to your chapterevery time you induct new members. Since peopleare the lifeblood of your organization, it is importantto replace those members who age out, move out ofthe community or move on to other interests.Remember, your chapter can have a greater impactand offer more services to your members and thecommunity through more people.

It is important that you set the example as arecruiter to your members. They will follow what you

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meet these needs. All projects in a given MEA will beevaluated, based on the information developed inthe Planning Guide for Chapters, to determine thechapter's impact and effectiveness in meeting theneeds established.

Each director with MEA responsibilities shouldbe responsible for each project chairman in theirarea, monitoring results toward the goal in that areaand compiling the MEA entry for judging.

do during your year and it will set the pace for themto follow. If you ask your members to recruit, they willwatch what you do to gauge the importance of yourrequest. If you can speak from practical experienceof the how-to's and personal satisfaction of recruiting,your members will follow your lead.

As you have already set your growth goals forthe year, you can begin to make your membersaware of the needs of the chapter each month.There is a section near the end of this handbook onmembership incentives and contests that will helpyou and the Membership Development vice presidentset up your chapter's incentive plan and reach yourchapter's goals.

FindingProspectiveMembers

Fortunately, the biggest resource your communitycan offer your Jaycee chapter is people. ProspectiveJaycees are everywhere. More than 98 percent ofyour potential members have yet to be asked to join.Here are some marketing areas your chapter maywant to tap.

Your Present Membership - The bestsource of new members is your current membership,if you give them the proper motivation. Many timesyour current members claim they don't know anyprospects. However, ask them about the youngpeople:a. they work with.b. they know who are just back from military

service or college.c. who live in their neighborhood.d. who work for other firms they deal with ­

clothing stores, department stores, banks andSO on.