You, Your Association, and Your Time

Yes, you know the importance of association involvement. But, you might groan, association activity takes so much time -- a commodity that always seems in short supply.

But remember: Your association remains vibrant because of the efforts of busy people -- people who know how to carve a chunk of  "association time" out of their fast-paced lives, and manage it with skill. Just as you can learn how to better manage the affairs of your job, so can you learn how to manage the time you devote to your association. Here's how to get started:

• Set your goals. Take a few moments to familiarize yourself with your association's mission statement and current goals. And then pick a few things you believe you can do, whether as a ministry assistant or a church member, over the next year to further your association's work. What exactly should you pick? It all depends on your skills and interests, and the time you have available. Some examples: serving on a committee in your area of expertise; volunteering to provide information for your association's Web site; speaking about your association's work at church meetings; getting involved in ministry activities; serving on a committee. Keep thinking. Dozens--or even hundreds--of additional possibilities may come to you.
  
  
• Strategize. Plan your association activities in the same manner as you plan other business activities. For starters, arrange those activities in priority order. Then break your activities into concrete tasks in as much detail as possible, and schedule them on your calendar or task manager over the next twelve months. This way, you'll block time for these important activities.
  
  
• Leverage your strengths. Ask yourself, Who can help you accomplish these tasks? If you can identify other people who can help move them along--other association members, church members, for example, see if you can delegate portions of the tasks. Or you might even "swap" tasks with other association members, offering to help them with things you're good at in exchange for specialized help on their parts. As you line up the support of others--say, to help with clerical portions of your activities, telephone calls, scheduling, research, or whatever other tasks you're undertaking--schedule time in your calendar or planner to "check in" with your help to be sure things are moving along properly.
  
  
• Cluster tasks. You probably understand the art of clustering already. Group similar tasks together, and you'll save time and energy. So, for instance, you might make all your association-related telephone calls at the same time each month. Or handle all correspondence at another time. Or set aside one day each quarter for association business. You might also be able to cluster association work with non-association duties.
  
  
• Keep your materials together. Set up your own "association corner" in a portion of your file cabinet, desk drawer, or computer. In this corner, keep at lease four things: key association publications; contact list of people you're working with, including their addresses and telephone numbers; your working papers, arranged by topic; and minutes of relevant meetings. Your association corner will become a wonderful tool of efficiency, and will motivate you to tackle association business with streamlined efficiency and pleasure.
  
  
• Use agendas to guide business conversation. When you must telephone or meet other people on association business, jot down a brief agenda (or, in the case of formal meetings, develop a formal agenda). Stick to it. Note the results of your discussion and, when you need to perform some post-call or post-meeting task, make an immediate note in your calendar or planner.
  
  
• Take advantage of technology. Inexpensive technological tools allow you to communicate and collaborate with your association on a wide variety of projects any time. Common examples: Voice mail and e-mail (great for leaving and receiving detailed information); Distribution lists (great for quick transmittal of documents and other material); Extranets (great fo posting of reference material and project plans).
  
  
• Generate support from other employees. Don't hesitate to get other employees involved in association activities.
  
  
• Give generously. While there's always value in saving time, remember one thing: your gift of time is a gift to your association and, indirectly, to the thousands of people who will benefit from your hard work and advocacy in the years ahead. Take satisfaction in the knowledge that your gift of time will bring tremendous rewards to you and many others in the future.

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