Convening Groups at Earlham
Campus committees and student groups in class projects and in student-managed
organizations frequently designate a
convener or co-conveners for the group. Students often have different
expectations about the responsibility that
comes with this role. This role may also be distinguished from
that of the clerk
or facilitator of specific decisions. Finally, the perspective in our classes
and here at Earlham is that the group is responsible for its work and its
actions -- not just the convener.
Role of convener:
-
Organizes the meetings (time, place, and proposed agenda). Thereafter,
makes sure someone is in charge of each meeting (this does not have to
be the convener).
-
Defines decision making authority: Determines if the group has responsibility
and authority for the issues at hand; clarifies if role of group on issue
is to make a recommendation or if its decisions are more binding on the
organization; may identify external concerns that impact the range of options;
makes sure given issues are appropriate for this group to make and who
else needs to be consulted.
-
Raises issues that the group needs to address if others do not, making
sure that the group reaches a decision and takes action on the required
tasks. Reminds the group that the work on an issue or project is
the responsibility of the entire group. Reminds the group of its goals
and prior decisions
-
Makes sure his/her proposals about task assignments have the support of
the group. Refers concerns about group process and other group issues
to other oversight entities as needed.
-
Recognizes that the time and effort of coordinating on behalf of the group
is counted in the convener’s contribution to the group's work.
-
Develop appropriate subcommittees to support consensus building work of
larger groups.
Role of convener vs. role of clerk :
The convener may or may not be the clerk (facilitator) for decision
making about specific agenda items. When the convener can be neutral
about the substance of an item on the agenda taht requires consensus, she/he
may serve as the clerk for the decision making process. However,
the convener may not be in a position to be neutral about a given matter.
This is likely when she/he has access to particular sources of information
or an organizational role with responsibility for defining policies that
impact the group's choices (e.g., the dean or a unit manager).
Where a consensus decision is needed and the convener is not neutral
about the substance of the decision, it is appropriate to share the clerking
role with others in the group (or external to the group). In
any event, it is often helpful to take turns clerking the decision making
so that the convener or clerk can participate in in the substance of decisions
and so that others can develop these valuable skills. Serving
as temporary clerk for an agenda item also gives members new appreciation
for the gifts of the regular clerk.
What the convener is not expected to do:
• Do all the calling and
arranging of meetings yourself.
• Take responsibility for
the entire group project- that is the group's responsibility, not yours
individually.
• Run all meetings yourself-
that role should be shared.
• Clerk (facilitate)
each decision facing the group.
• Cover for those who are
not doing their work for the group.
• Propose solutions to all
of the group's problems.
© Quaker
Foundations of Leadership, 1999
Earlham
College
Richmond,
IN 47374
USA
Please request
permission to use here.