Delegation System Set Up

[Amanda Lin]

So we need to set up this system pretty fast since GBM on 9/18 is coming up pretty soon. 

1. Set requirements for delegates 

2. Send out email for volunteers (Connie)

3. Divide orgs into 5 groups (Annie, Luke, Krist - start talking and doing this now, can it be done by Wednesday?)

4. Assign Comm team heads 

5. Assign delegates to groups 

6. Lead delegates start talking to orgs, decide within your group how to split up the organizations

7. Focused GBM promotion according to orgs 

So first, we need to set what delegates need to do before we ask for volunteers. I want to make it clear that they don't need to be at every meeting and it's not going to be a major time commitment since that would discourage people. 

For delegate requirements, some things I thought of:

- Delegates are the point-person for organizations

- Attend 4 meetings (Eboard, General Body, or Special Event) each semester 

- Announce AAA events at meetings if needed 

What do you guys think?

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[Krist Chhuom]

Good morning Comm Team,

I agree!  It's very possible for us to divide up the orgs into five groups (3).  My Mondays and Tuesdays are slow.  Is anyone else free to help?

Everything else sounds good.  As for 4 meetings, does that mean 4 meetings per org or 4 total across the group?

Lastly, please change my contact email to krist....@gmail.com.  Thanks!

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Respectfully,
Bonma Krist Chhuom

[Annie Wang]

I'll be in the CSLS from 5-6 if you need me to help with the groups! But other than that, I'm pretty booked for the next couple of days.

[Amanda Lin]

What orgs are all of you guys already in?

me: Kappa, psa

On Sun, Sep 8, 2013 at 11:42 PM, Amanda Lin <adnam...@gmail.com> wrote:

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[Connie Xu]

Students Hosting Overseas Chinese Connection (SHOCC) for reducing culture shock of students looking to travel abroad to China - formerly known as CCC and SCNO (Students Consulting for Non-Profit Orgs) but that's irrelevant haha

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Connie J. Xu

Max M. Fisher College of Business 2015

President | Students Hosting Overseas Chinese Connection 

Associate | Students Consulting for Non-Profit Organizations 

VP of Internal Communications | Asian American Association 

(513) 673-2423

[Amanda Lin]

I am not sure if I will be at the meeting tomorrow to explain this, but basically I have split up the groups and we will need at least 5 volunteers from AAA Eboard if we want two people per group. Ideally, I would like 3 people (including comm team lead delegate) per group.

For leading the groups, I am leaving it up to you guys how you want to go about communicating and organizing how you're going to reach out to them. If you want to take the AAA Eboard delegates and assign everyone specific orgs from your groups, if you want everyone just to kinda know all the orgs under you, it's up to you. Just let me know what you decide to do and please take initiative and lead your group. 

Here is how I split the group, let me know if you have concerns:

 AAA Organization Delegates

Here is the delegate summary of tasks that we will present and send out to AAA Eboard for volunteers:

 Delegate Tasks

If I am not at the meeting I need you to:

1) Explain this

2) Take a rough count and names of who would be interested

3) Connie: I will talk to you later in the night about sending out emails to AAA Eboard with more information. 

On Sun, Sep 8, 2013 at 11:42 PM, Amanda Lin <adnam...@gmail.com> wrote:

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[Connie Xu]

Hey Amanda, just curious as to what criteria you split up the groups? Like is it mainly grouping similar groups together or also considering if you already know people or had previous involvement in the group?

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[Bonma Chhuom]

Good afternoon Comm Team,

I don't think my first reply went through.  I thought we weren't including orgs that have eboard on AAA. For example, Merissa is on AAIV, DaInn is in KLIC, Raymond is in KSA and so on. Also, I'd like to switch some of mine for a more diverse set groups or at least with orgs I have much general involvement with to make better communication. Unless the people who have them are more qualified or associated to communicate, I request UCSO, ABSA, CASA, and/or Tzu Chi. If I misunderstood the current orgs on our eboard, I wouldn't mind having AAIV and KSA. 

Respectfully,
Krist Chhuom

[Amanda Lin]

Connie, Krist:

I split the groups on based on trying creat diverse groupings with a mix of east, south, etc.

As for getting orgs you prefer, only Annie and Connie replied to my email about orgs they were in so I gave them those. 

I placed the orgs just based on what I knew and what those who replied gave me. You guys can switch around however you want as long as everyone stays around 8 orgs. Just make sure whoever was assigned that org is okay with it (so in CASAs case make sure Luke is okay with it and give him another org so it's even). Make changes by tomorrow. 

[Amanda Lin]

If I placed the orgs by similarity I had a feeling that there would just be a group that we all knew already since we run in similar circles. I tried to give every lead 2/3 orgs they know. 

A part of this is going to be meeting new people, so I don't want to give anyone a group where they know all the orgs. 

[Bonma Chhuom]

I only know 2/8 of mine (the ones I'm in) well and know of Kiso somewhat and I have no idea about the other 5.  Personally, I think some teams have a lot more major/popular orgs on their teams.  It's cool though.  Ill text ppl and see if anyone wants to trade. 

B.K. Chhuom

[Connie Xu]

Oh okay, that seems fair. Although I only know 1 of my 8 lol and that's my own. Could I possibly switch at least one or two with you Amanda? If you have a issue with it then that's fine, but I just thought I'd ask! It'd be really cool if I could have at least one of these: Japanese Student Association, BAAM, Hong Kong Student Association, Malaysian Student Association, or even HAPA. I definitely have connections in the first three. I feel that it makes sense to meet new people and network but I also think it might be a little awkward to go to random orgs where you don't know anyone or feel relevant? How are we going to combat that? Also keeping older connections might help us more in terms of reaching our goals. What do you think?

[Amanda Lin]

I think I should have made it more clear in my previous email when I asked "what orgs are you in" I meant like who you had connections with not just if you're on EBOARD so my bad that's probably why you ended up with orgs you don't know since I don't know who has what connections for everyone.

You can have BAAM and HAPA and ill take Asian business student association and YUVA. Sound alright?

As for feeling awkward, it's inevitable. Haha but that's why I want to have delegate volunteers who could go with you to events so its not just you. There are orgs under us where no one in the entire AAA EBOARD has any connections.

For keeping older connections: just because you are not in the group with maybe an org you know doesn't mean you don't maintain that connection. I expect everyone to maintain and be aaa representative with orgs they already are involved in regardless of you are "assigned" to them and to keep building that connection. 

Anyway keep in mind this is a draft, we can keep working on it but we just need to present something today so we can get this going. Don't fret too much about this now, it's not set in stone, we can deal with org switching more later on. 

What's important is that we get aaa EBOARD to volunteer to be delegates. 

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On Wed, Sep 11, 2013 at 1:28 PM, Amanda Lin <kplzke...@gmail.com> wrote:

I think I should have made it more clear in my previous email when I asked "what orgs are you in" I meant like who you had connections with not just if you're on EBOARD so my bad that's probably why you ended up with orgs you don't know since I don't know who has what connections for everyone. 

You can have BAAM and HAPA and ill take Asian business student association and YUVA. Sound alright?

As for feeling awkward, it's inevitable. Haha but that's why I want to have delegate volunteers who could go with you to events so its not just you. There are orgs under us where no one in the entire AAA EBOARD has any connections. 

For keeping older connections: just because you are not in the group with maybe an org you know doesn't mean you don't maintain that connection. I expect everyone to maintain and be aaa representative with orgs they already are involved in regardless of you are "assigned" to them and to keep building that connection. 

Basically: you're going to get orgs you don't know, it's impossible and unfair not to.

 Anyway this is a draft, we can keep working on it but we just need to present something today so we can get this going. Don't fret too much about this now, it's not set in stone, we can deal with org switching more later on. 

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[Amanda Lin]

Connie's Reply (Only sent to me lol forgot to hip reply all): Yeah sure that's fine! Although I don't mind having ABSA. And sorry yeah I understand that, I never meant that I wanted to hog all the orgs I've been a part of haha. I just meant it also didn't seem fair to be stuck with all mystery orgs when there are other orgs that you might have been involved in previously. And I just meant that if you're the lead delegate for an org that you know then maybe it'd be easier to establish a firmer connection with them and attract them to our cause? And I know it might be inevitable to feel awkward going to a random org but it could be less awkward if instead of splitting up the orgs by category/region, splitting them up by relevance to you and your major, background, instead. Just some thoughts! 

My reply: (I also forgot to hit reply all...lol):

The problem with splitting it up by relevance, previous involvement, etc is that I think us 5 are diversified enough with the groups we know for that to work. We all kind of have the same previous connections with the same orgs. I would say pretty much all of us know someone in JSO, KSA, CASA, VSA, PSA, AAIV, TASA, etc so then it's a question of who gets them if we all know them? Realistically, each of us can only get around 3 orgs we know since our org connections overlap. And the mystery orgs will outnumber the smallish circle of orgs we do know. 

But we can keep working on the groupings and try to accommodate so everyone's comfortable, we will have to go back to this once we get volunteers and have to consider their connections as well. 

What we need is to pull AAA Eboard members who can fill in the missing connections with orgs. Keep in mind that ideally you will get a volunteer delegate under you who will know 2/3 of the orgs that you don't know, it's not all on you. 

I'm hoping that you will know 2/3 orgs in your group, a volunteer delegate will know 2/3 and then you only have 2/3 orgs that both of you collectively don't know and will have to approach. 

[Connie Xu]

Oh okay that's a lot more comforting haha I forgot that we'll hopefully have other delegates to go with