The Language Teacher
August 2001
The Chapter Election Process and Volunteerism
Rich Porter, Nagano Yoshimi, Mathew White, and Katsuda Ryoko
In the last three years, activity at the Nagoya Chapter has improved markedly because we see the election process as an opportunity to increase volunteerism. That, along with more choices, greater flexibility, and persuasion from the heart has enhanced our odds of identifying people who will assist.
More Choices and Flexibility
A chapter asking prospective volunteers to run only for an office represents the traditional approach. But, probably, many tend to view this as all or nothing. That is, (s)he would have to commit year-round or not at all. There is an alternative -- offer more choices and greater flexibility.
But how? First, the chapter needs to identify and fill, minimally, each critical position prior to the election. Also, on Election Day, willing members on the slate -- especially incumbents -- agreeing to announce their intent to step aside and take on a different activity, facilitates volunteerism. Otherwise, a prospective candidate may feel intimidated by the incumbent's experience and defer.
Then on Election Day, the current officers launch a dynamic election process. First, the President clarifies the choices for each modality. "Finance," for instance, is a modality whereas treasurer and assistant treasurer are positions within it. A handout helps explain. For the program, publicity, membership, and facility modalities, the choices are chair, co-chair, assistant, and committee-person. Co-chairs would have equal knowledge. An assistant would more likely lack experience. The committee-person's commitment would be more casual. And, the chapter conveys neutrality towards the slots that prospects choose to fill -- or not. This atmosphere allows for a more dynamic election process.
What, for instance, happened in Nagoya that is different? The Publicity Chair revealed that a member was assisting her. She became the Assistant Publicity Chair -- and began receiving recognition for her volunteer effort. Now Co-chair, she attends the officer meetings and is contributing to the discussions. She has continued to volunteer for nearly three years. Possibly, recognition has helped sustain her activity.
Speaking from the Heart
Another important element is that the officers speak to the attendees on Election Day from the heart about their positions. Rather than listing the duties orally, they speak on the tasks that are rewarding -- and would be for the prospects. In addition, for reference, the handout lists the high-priority duties. Below are examples of what some of the Nagoya officers intend to state at the next election.
Nagano Yoshimi, Publicity Co-Chair: I like to meet people and talk with them. Also, I enjoy persuading people to join JALT. Since I belong to other organizations, I have a lot of chances to attend other presentations. I always take some material with me. I was a bit shy to announce the JALT activities to total strangers at first. But after that announcement, a lot of people came up and asked me for more information. I am always surprised how it gets their attention. If you find such an activity rewarding, please volunteer.
Mathew White, Program Chair: The challenge is attempting to balance the types of chapter presentations with the expectations of as many of the local members as possible. The benefits are numerous. My personal favorites are getting to know the presenters a little better and doing as much as possible to make the presentations run smoothly.
Katsuda Ryoko, Facilities Chair: Volunteerism has to do with offering our time, smiles, work, and techniques in a positive way each meeting. Also, we should make our meetings as interesting as possible so that many people come.
Of course, there are no guarantees. But based on the experience of the Nagoya Chapter of the last three years, the model above improves the probability. If you are reading this and are presently an officer, consider advocating at least some of these aspects. If you are a non-officer, attend the next election and speak up. For example, if you are a novice and uncertain about wanting to be a Program Chair, say that you are interested in being an assistant or committee-person.
Very likely, your advocacy will result in a win-win situation. Each volunteer has different likes and dislikes. A particular task that is a grind for one volunteer is not for another. When any association has a shortage of volunteers, there is the danger that these tasks will take their toll. Such results tend to undermine the services that JALT offers. If more volunteers come forward -- in small ways or large -- and a chapter matches the volunteer's circumstance and interest to the activity, the "grind" will gravitate toward zero. Meanwhile, volunteering will become an even more rewarding experience for all.
To contact us: Phone Nagano Yoshimi at 0904-265-0526 or email <rich_porter@yahoo.com>.
by Rich Porter, Nagano Yoshimi,
Mathew White, and Katsuda Ryoko
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