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Advising Team Tips from the battle field
Brian Hobbs, assistant advisor and former chapter advisor at Ball State University
The advising team is the glue that holds successful chapters together through multiple generations and classes of Delt undergraduates. Having a fully functioning and effective Alumni Advisory Team (AAT) is the key to long-term chapter success. Our advising teams set the stage for chapter culture and expectations for every member. Making this successful takes buy-in from the chapter leadership. This is accomplished through a joint executive council/AAT planning retreat, preferably right after elections and before the beginning of the fall semester. Once undergraduate officers and alumni advisors are on the same page, you can begin to implement change and success in the chapter. Listed below are tips on achieving AAT success.
- AAT wrap-up meeting. As the spring
semester winds down the AAT members should take a step back and assess the
previous year and goals set at the planning retreat. In the summer focus
on:
- Thank all volunteers for their service and sacrifice.
- Identify positions that have been vacated and need filled or those that are filled but not effective. You may have to contact your DVP to replace advisors whose circumstance or commitment has changed or to recommend/seek an appointment. Get every advisor to re-commit to the duties of their position and to the AAT and chapter. It helps to have a job description outlining responsibilities for potential volunteers.
- Do a quick SWOT of the AAT. Identify strengths, weaknesses, opportunities and threats to the progress on the goals set for AAT. What was accomplished? What is yet to be accomplished? What were successes and failures?
- Set a meeting time for the fall planning retreat. Establish action items to be completed with AAT parties responsible and due dates.
- Attend chapter meetings and
events
- The most success can be had the more times an advisor is available to assist chapter members.
- Attend: chapter meetings, executive council meetings, administrative meetings, honor board meetings, new member meetings, planning retreats, recruitment events and alumni events.
- Individual advisors don’t have to be at every chapter meeting or function. If you have a full AAT (from your planning retreat/wrap up) you should be able to divvy up the responsibilities across all the AAT members. Two visits minimum per member is usually enough to hit 75-100 percent of meetings.
- Communications. Frequent
Communication is key to successful AATs. Email is an effective tool in
accomplishing this. Send updates to all AAT members monthly. Topics to
include:
- Positive intro message (always thanking brothers for their time and commitment)
- Quick summary of past week happenings
- Reminder of AAT goals for period and quick update on progress
- Current action plans
- Upcoming calendar
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Volunteer spotlight – Bill Burwell
VM: What chapter
do you advise?
BB: Gamma Theta, Baker University
VM: How long have you been advising?
BB: One year
VM: What advice could you give a new chapter advisor?
BB: Remember that an advisory role is simply that. Sometimes I forget that I am no longer an active member, but rather a reliable source of knowledge for the current members. Your experience should serve as a valuable resource for the current members not as an irrevocable final decision. If you get overwhelmed remember that you have several alumni and a national headquarters at your fingertips for guidance and help.
VM: In a paragraph, what do you feel your chapter excels at better than most?
BB: I think the men of Gamma Theta excel better than most at communicating. The men lay everything out within the walls of the chapter. They are honest about every occurrence – not only with me, but with each other. Within that communication they have taken a remarkable initiative toward becoming solely and collectively responsible for all of their actions by holding themselves accountable and accepting the consequences for every endeavor whether right or wrong.
VM: What is your most rewarding Delt experience?
BB: My most rewarding Delt experience is recognizing that being a Delt doesn’t mean “just four years.” Over the past two years I have seen generations of my Delt brothers working together to significantly raise funds and renovate OUR house and I know that it is because the shelter has special meaning for every single one of them. Their involvement extends beyond donations and labor. Instead it focuses on sharing that same Delt experience with other Delts. It’s rewarding to see two or more Delts, active or alum, connect on a personal level.
Meetings
We’ve all laughed at Office Space, played meeting bingo, or forwarded a Dilbert comic that hits a little too close to home, but let’s face it, meetings aren’t always fun. Whether they take place in the office or at the chapter, it is your job as a member of the AAT to help guide chapters and teach them how to have effective meetings.
The next time you’re sitting in on a chapter meeting, share some of the following tips to ensure successful outcomes.
Things to do:
Be the man with the plan. Determine the purpose of the meeting. Have the chapter president prepare an agenda ahead of time not only to make sure all topics are discussed, but also to make sure the members stay on task and don’t waste time. It’s also a good idea to share the agenda with members ahead of time so they can come to the table with plans and solutions.
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Vital Tasks for Advisors
April
Meet With the Ritual Team
Truth, Courage, Faith, and Power Are Our Foundation
- Who is in charge of planning for the conclusion of the pledgeship period? Review those plans to ensure they are within the integrity of the Member Responsibilities Guidelines and the Ritual.
- What is the condition of our Ritual equipment? Are improvements necessary prior to the ceremony?
- Where is the initiation for the spring pledge class going to be, at what time, and on what date?
- Will the Ritual have practiced to ensure performance quality?
- Will we invite any alumni? Are any members of the pledge class Delt legacies? Those alumni should be contacted and invited to attend well in advance.
- How will we ensure all dues and paper work is sent to the Central Office within 48 hours? The chapter advisor must review each prospective initiate’s academic eligibility and sign the initiation card.
Closing the Shelter
We Are a Seamless Organization
- Assure the Shelter is secured for the summer break and all house management issues are addressed by the chapter leadership and the house corporation board.
May/June Vital Tasks
Meet With the Greek Advisor
Our Chapters’ Operations and Programs Reflect Our Commitment to Excellence
- Summer is an ideal time to schedule a meeting with the school’s Greek advisor or student affairs officer when the crush of daily events is reduced for campus personnel.
- Work to establish or continue a partnership with the host institution and affirm our commitment to the school and the community.
- Candidly discuss chapter conduct issues as necessary.
- Work to build common goals and expectations for the chapter.
- Offer your assistance in building a stronger Greek alumni volunteer network.
Meet With the House Corporation President
We Are a Seamless Organization
- Discuss open housing issues from the school year just ended.
- Provide an assessment of the chapter, particularly your analysis of membership trends that will impact the number of men living in the shelter for the year upcoming and beyond.
- Work together to determine long-term maintenance issues, campus housing trends and the chapter’s ability to provide safe and quality housing that enhances its ability to recruit and retain the best men on campus.
Calendar
APRIL 2011
APRIL 15: DTAA: Powered by GreekLifeEdu, part 1 deadline for all members initiated between December 15, 2010 and April 15, 2011
APRIL 15: Summer Address Report due to Central Office
APRIL 15: Revised draft of next academic year's budget due to chapter consultant via e-mail
APRIL 15: March's Monthly Financial Report (MFR) due (fine incurred after 25th)
MAY 2011
MAY 1: Spring term chapter and sports reports due
MAY 1: Next academic year's final budget due; (e-mail to: mfr@delts.net)
MAY 1: Kershner Scholar report due for Winter 2011 grading period (quarter schools)
MAY 20-22 Presidents and Advisors Retreat
MAY 15: April's Monthly Financial Report (MFR) due
MAY 30: Central Office closed in observance of Memorial Day
JUNE 2011
JUNE 15: May's Monthly Financial Report (MFR) due
JUNE 19-25: Sailing Academy
JUNE 30: Last day of chapter's fiscal year
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