MEMBERSHIP GUIDELINES YPO GLOBAL ONE

Transcription

1 MEMBERSHIP GUIDELINES YPO GLOBAL ONE OCTOBER 2014 Author: Anees Ahmed YPO Global One Membership Guidelines, October 2014 Page 1

2 Contents Introduction... 3 Definition of a YPO Peer... 3 Definition of Quality Member... 3 Membership Officer - Roles and Responsibilities... 4 Primary Responsibility... 4 Functional Activities & Guidelines... 4 Guidelines for Membership Committee... 5 Membership Committee Policies and Procedures... 5 Membership Chair/Officer... 5 Committee Members: Tenure and Selection... 5 Online Meetings... 5 Authority and Responsibility... 6 Prospects... 6 Process Flowchart... 7 Chapter Diversity... 8 Timelines for Screening a Prospect... 8 Challenges & Complex Situations... 9 Rejection by another Chapter... 9 Divided Views on a Prospect... 9 Undue Influence... 9 Falsified Information... 9 Suspension and Expulsion of Members YPO Global One Membership Guidelines, October 2014 Page 2

3 Introduction This document is generated to provide a simple guideline to the membership officers and membership committee members who will be responsible to maintain the quality of memberships in Global One. It incorporates some Best Practices that can help our chapter maintain a very high degree of compliance and membership quality. This document takes into consideration the following factors: Due diligence of a new member is the responsibility of the chapter leadership. YPO-WPO guidelines and standards are never compromised. We maintain a healthy demographic balance in our membership. Any exceptions are to be addressed as exceptions with strong due diligence. Safe Guard the YPO-WPO peer network. Definition of a YPO Peer A peer is the true operational leader of an organization or a stand-alone division of a larger organization with sufficient complexity to provide valuable perspective to other members, who satisfies YPO-WPO membership standards and who is dedicated to YPO-WPO culture of integrity, openness, volunteerism, humility, global connectedness and confidentiality. Definition of Quality Member A Quality Member is a member who: Is a peer as defined by the YPO-WPO community Is a business leader as defined by YPO-WPO Adds to our diversity Is committed to business and personal growth and idea exchange Contributes back to the YPO-WPO community and its members Participates in chapter, regional and international activities Engages with other members easily YPO Global One Membership Guidelines, October 2014 Page 3

4 Membership Officer - Roles and Responsibilities Primary Responsibility To manage the chapter's membership process and maintain the quality of the membership. To ensure that a diversified balance of current and prospective members is maintained. Functional Activities & Guidelines Since we are a Global chapter, it is recommended to appoint regional membership committees who can support the Membership Officer in the screening & selection process of members. It is advisable to have 2-3 members in each major geography (Americas, EMEA and Asia). These membership committee members should be members of good standing and willing to give time for the chapter. They should uphold the integrity of YPO-WPO and never compromise on the YPO guidelines. The committee members should be selected by the Membership Chair and Chapter Chair. The membership Chair should have regular scheduled meetings/calls with the committee members at least once a quarter. Actively identify prospective members for the chapter and screen the members who are in our Prospect portal. Proactively ensure that adequate numbers of qualified candidates are available to maintain a critical mass for a positive chapter experience for all members. Keep track of members graduating to WPO and maintain the strength of the chapter at all times. Take appropriate action whenever violations of membership rules have occurred. Review and take appropriate action if any members have falsified information while joining YPO. Support the New Member Orientation Program to ensure seamless transition of new members into the chapter and YPO. Process membership transactions in accordance with YPO policy. Attend Membership Officers' Workshop (MOW). Define at the beginning of the year the membership goals and strategies for recommendation to the chapter board. Ensure chapter has a set of membership policies and procedures and that they are communicated to the chapter membership and are posted on the chapter website. Work with the Chapter Administrator on the Annual membership renewal process. Ensure Bi-annual membership qualification check and process Grace where applicable while informing the member and the Board. Update the chapter Board on ongoing membership activities. YPO Global One Membership Guidelines, October 2014 Page 4

5 Guidelines for Membership Committee Membership Committee Policies and Procedures Best Practice recommendation Established Chapters should have Membership Committee Membership Chair/Officer The Membership Officer will serve as the Chair of the Membership Committee and shall serve a 2 year term. Promote adherence to YPO membership standards and criteria in the Chapter. Appoint and be available to support the Chapter Membership Committees on membership issues. Committee Members: Tenure and Selection The incoming Membership Officer will work to develop candidates who meet the qualifications and criteria for Membership Committee. The Membership & Chapter Chairs will decide on the final committee members in May/June each year. Once approved, the new members will assume their responsibilities on July 1. The Membership Committee is a Standing Committee of Membership Champions that may be comprised of: Chapter Membership Officer (mandatory) Members from the various geographies. Recommended to have at least 2 each from The Americas, EMEA and Asia/Pacific Rim. Qualifying Members of the Committee must have served at least one year as an active member in the Chapter and must be Members in good standing. It is recommended best practice to have past Board members and WPO members who are ex- YPO Global One members serve as membership committee members. Members may generally serve a one year term; however, an appointment can be made for a second term. No member may serve more than two terms of two years each. No term shall extend beyond a member s membership in YPO-WPO. Online Meetings It is recommended that the Committee schedule online meetings at least once every quarter and discuss the prospect screening updates, membership requirements, prospect pipeline and other Chapter based decisions. YPO Global One Membership Guidelines, October 2014 Page 5

6 Authority and Responsibility The Membership Committee is responsible for: Ensuring the continuing quality, balanced demographics and vitality of members. Recommending new policies or changes in existing policies in cognizance of YPOI membership policies and procedures. Promote adherence to YPO membership standards in Chapters Review all prospective members for the Chapter referred by YPOI and Chapter Members. Carefully screening the prospects using all available means: Member referrals, local YPO chapter feedback. Using online resources like Linkedin, Facebook, Google, Glassdoor, Prospects Company website etc. Talk to known contacts in the region or industry & get feedback on the prospect. Be available to meet or talk to the prospects and complete the membership process. Work with the Chapter Administrator to collect supporting documents for address, age and financial verification. The documents can be Passport copy, Driving License and Audited Financials. Be very diligent verifying the prospects business, leadership position in the company and financials to ensure he is a true Peer as per YPO guidelines. If at any time there is a doubt on the information provided by candidate, it is recommended to get an independent financial evaluation done. Prospects The chapter may request its existing members to recommend prospects from their business networks or geographical locations. The membership guidelines and criteria should be shared with the chapter members so they know the qualitative & quantitative requirements. Prospects have to meet the Peer standards and pass the NAH rule. Membership Committee can access the region for support in building prospect pipeline. You can encourage local chapters to refer prospects that meet YPO guidelines but cannot be taken into a local chapter for reasons like no vacancy, business or personal conflict, higher requirement standards of the local chapter, high fees of local chapter, unable to meet attendance criteria of a local chapter etc. International Best practice suggests that the Committee or representative meet the prospect at his business location. This helps to understand the prospect more holistically and helps determining if he/she is a true peer. So wherever we have membership committee members, we should try & meet the prospects in person. In other situations, it is recommended to do Video calls. YPO Global One Membership Guidelines, October 2014 Page 6

7 Process Flowchart Application Received 2 Weeks First Response Collect PP/DL Copy, Financial Info Google, LinkedIn, GlassDoor, Website Etc. Qualitative and Quantitative Screening Reference Checks Reject Application, Update Portal with reasons Inform the Prospect N Meets Criteria? Interview Prospect, crosscheck data provided Y 3 Months N Suits G1? Y Approve and Inform Chair Update Online Application 5 Months Send Chapter Dues Note Once Dues received, send Welcome note from Chapter Chair/ Membership Officer Chapter Integration YPO Global One Membership Guidelines, October 2014 Page 7

8 Chapter Diversity The Membership team has to ensure the health of the Chapter and it is recommended to have diverse membership profile. The chapter should review the Demographics data once every 2 years and set Targets for the next 2 years. The current chapter demographics & planned target for 2016 is attached below: Demographics Analysis Anees Ahmed - May 2014 Parameters YPOI G1 Remarks Target 2016 Average Age In Sync with YPOI 42 Age Groups Under 35 8% 10% Good Balance of membership and in sync 10% % 15% with current YPOI Average. We should 20% increase our Under 40 membership to 30% % 41% % 33% 70+ members will graduate to WPO in 3 years Female Members 7% 9% Better than YPOI. We need to stay ahead 10% Business Role Entrepreneur 37% 46% Family Business 35% 20% Overlaps with Entrepreneurs Hired Gun 28% 21% Should increase this section 25% Geographic Spread Americas NA We need to maintain a good Geographic 45% EMEA NA balance based on population and GDP spread 20% Asia & Pacific Rim NA 35% Timelines for Screening a Prospect There should be a defined total timeline from receiving the application to final acceptance/ rejection by Membership Committee or Officer. The following timelines are recommended: The First acknowledgement to the prospect must be within 2 weeks of receiving the application. The process should not be more than three (3) months from the first meeting/interview. Membership Committee must e-meet once a quarter to review the prospect applications and prospects. The calendar for meetings should be set with sufficient notice to all members. The end to end process should not exceed 5 months. YPO Global One Membership Guidelines, October 2014 Page 8

9 Challenges & Complex Situations Rejection by another Chapter There have been instances of members rejected by other Chapters, trying to get into Global One. In such cases, the prospects have to be screened carefully. Please be diligent and find out: Had the prospect applied to any other chapter? Reasons for their rejection earlier. Was prospect suitable for YPO, but did not meet local chapter criteria? Did they fail the NAH criteria? What is their reason for wanting to join Global One? Have they furnished true information of their business, designation and financials? Have they been accepted as members in other Chapters? If an applicant is rejected by a Chapter, the online application must be updated to say whether the applicant is eligible to apply to other Chapters. If it is not done, talk to the specific chapter membership officers and request them to update it online. Or find out why they were rejected. If information is sensitive chapter officers may share that info verbally. Divided Views on a Prospect If the Membership Committee is divided on its views on a prospect, It is recommended to bring in a system that has a majority or super majority (Membership Officer Discretion). Unanimous decision could deny membership to an eligible peer. Membership Officer can rule in case of the divided view based on his/her review of the feedback by the committee members. Undue Influence If the Prospect has been referred by an existing member who is strongly influencing the Membership Committee or Officer to accept the prospect, The Membership Committee or Officer should function strongly under Forum protocol. Any undue recommendation must be discussed in the Membership committee and decision taken on the membership ensuring YPO guidelines are followed. Falsified Information If a new member is found to have held/given false information, the Membership Committee may inform the Membership Officer who may take a decision in consultation with the Chapter Chair. If the case is sensitive, it may be referred to the Board for a decision. YPO Global One Membership Guidelines, October 2014 Page 9

10 Suspension and Expulsion of Members There are two methods by which a Member may be suspended or expelled by the Chapter. A Member may be suspended from the Chapter if two-thirds (2/3) of the Members of the Executive Board vote that the Member s continued participation in the Chapter would be detrimental to the purposes for which the Chapter exists. Once a Member has been suspended by this procedure, the Member shall not be entitled to participate in any YPOI activity till such time that his suspension is valid. A Member may be expelled from the Organization by vote of at least 75% of all the members of the Board upon a finding by the Board that the Member has made a material misstatement of fact on the Member s membership application or on the Member s recertification statement. A Member suspended or expelled by a Chapter as set forth above may, within sixty (60) days following the date of the written notice advising said Member of the suspension or expulsion, file a request for a review of the Chapter s action with the Regional Chair to which Global One is attached. The action of the Chapter shall be reviewed by the Regional Board at its next regularly scheduled meeting, at which time the Regional Board may uphold, rescind or establish a procedure for further review of the Chapter s action. Pending the final action of the Regional Board, the suspended or expelled Member may not participate in any YPO or WPO activity. YPO Global One Membership Guidelines, October 2014 Page 10