Abridged version of mail sent to all new/ earlier central
council members a few days back
The
objective of my sharing is that there is a need for more accountability for
each of us and for us professional even more. Therefore some thoughts on best
practices in the formation of committees and their functioning have been
addressed in this communication.
Have sent this mail to the council members
a few days back./
My earnest request to
professionals who are active on the web is to air your views in public domain
or write back to me if you find some aspect incorrect/ inappropriate. However
while doing this let us try and keep the suggestions on the
constructive side
rather than getting into blaming others.
Some leaders / members
have found my suggestions too idealistic and impractical at times.
No one needs to agree with
the other all the time. However like successfully implemented in corporates
dissent without being disagreeable should be welcome. We do not need yes men in
our council for sure VP elections not withstanding.
All the new comers I see have the vice chairman post [ a tradition which was not there earlier for decades] Maybe fresh legs/ minds would make a difference. It is also a fact that those who come for the first time would be more likely to work harder and prove their mettle.They would definitely be able to deliver more. However they need to break 2 or 3 other traditions which come in the way of good and effective working as a group as under:
1. Normally the Committees start working after a lapse of time some even in May/ June [ maybe due to bank audit or otherwise] Some Committees do not meet very often and those are the ones who have to fill in the reports with whom they met rather than what was the result. Maybe setting out how may times you would meet and for how much time each time is a great start.
2. The first meeting is normally not as productive as it should be due to the fact the co-opted members are still to be taken on board and at times the terms of reference + co-option are items to be considered. Maybe the first meeting should have the co-opted members present and considered to go on with the work. The co-opted members would also be able to provide inputs on the TOR themselves. This would provide at least 1 month extra time for each of the committees.
3. In my first 2 years each of us council members were asked to refer 2 names with their interest areas for co-options. Generally we recommended the names of the supporters who helped us in our general elections. [ though i saw a few exceptions] Then at times to strengthen the committee we had to take special invitees [ who however would not be eligible for TA/DA therefore restricted to Delhi as choice- rather than have the choice across the country] However in the last year I was thankful to Jaydeepji as he gave me a choice of co-options and I choose professionals from all regions [ at times with the guidance of my council colleagues where I was not aware] This was done in the IDTC as well as the BOS where Nileshji and me shared the co-options. In my view the choosing of co-options without political flavour was the reason that these 2 committees were able to perform in a BETTER result oriented way AND achieve a little more than normal. A powerful, committed team behind each of you can do wonders in doing better an aspect which all would have experienced in the their profession/ job.
3. Many of our committee meetings in the past year have not been held with quorum or by adjusting the quorum [ taking signatures of council members who are having other meetings, Delhi members being requested to pass by and sign, or members signing and leaving within seconds, or minutes, taking members on call [ it can be there and I have seen members attending fully on call] where they would come in and give a few comments and get disconnected or disconnect and they were being considered as being present. ] This type of a practice leaves a feeling of distaste as what we are doing is against the regulations and we start getting compromised where we start signing when we are not present or partially present. We start losing our self esteem/ respect when we do this. More importantly we are responsible for the decisions taken in that committee though we did not attend or attended for a few minutes. Then we find it difficult- a good example is the finance committee issue which became a major cause of concern and effected certain council members elections also.
4. Most Committee meetings do not start in time nor have a closing time. Putting this in place gets the respect of the co-opted members, secretariat as well as the elected ,members themselves. My experience with the first segments was amazingly good. Only the council members being on too many committees had good reason [ ?] not to come/ attend fully or were not inclined due to inappropriateness of the committee or their being busy in other activities in the capital city.
5. The vice chairman traditionally does not do anything much and is expected to be a tad better than the other elected members on the committee. Some VC do not even attend a fraction of the meetings. They also do not get any credit on the web site nor in the activities- other than the usual political acknowledgement in the end. Maybe this also requires to go as it is dis-empowering practice.
However my single experience in the BOS last year proved that I could probably do as much as the Chairman, Nileshji. I may need to thank my Chairman who encouraged me to allocate the jobs I could do to myself and supported those measures fully] Very importantly he also shared the credits though out as well as in the end especially in the e-learning and GMCS communications. Suffice to say there is enough to do in each of the committees and certainly the VC can make a hell of lot of difference.
6. The root cause of some of the matters taking inordinate time, being discussed repeatedly with no end in sight is the practice of consensus. Consensus is not for all matters and lead to decisions not being taking for eternity. [ forget about action on the decisions which are also an issue with us] Maybe for sensitive matters it started but now it is leading to a criminal loss of time especially for the professional members who come for the meeting. Better as Atulji [ Bheda] suggested let a time be given and after that either the matter carried over or vote taken to go ahead. I have seen matters which should be resolved in minutes which are not that important being raised by Presidents at appropriate times and copied by Chairman also which can go on for days since all have a view and bets of all they would not get resolved. [ in my last terms matter on CPE would be introduced normally out of turn and then 2-3 hours would go and at the end it would be sent back] These are time wasters leading to lack of interest and finally all members doing what they want and the seriousness of the meeting being dissipated.
7. Not noting dissent and instead pushing the matter to the future is also a very poor governance. In a democratic country like us record the ayes and nays and go ahead. We are making mistakes either way.
8. Every CA advises that we need to have measurable targets to the clients and employers. In our committees why we do not normally do so is a mystery to me. Unless we throw the hat maybe a little further that looks possible - how can we achieve something significant. Again an example from IDTC and BOS once a target was proposed, objected as not possible by some gone ahead with, the executive responded and we were able to surpass the goal set.
While parting I would like to say that - Life shrinks or expands to the extent of ones courage. All the best to the new teams to do what is badly needed to resurrect the profession, students and professional.
Warm RegardsAll the new comers I see have the vice chairman post [ a tradition which was not there earlier for decades] Maybe fresh legs/ minds would make a difference. It is also a fact that those who come for the first time would be more likely to work harder and prove their mettle.They would definitely be able to deliver more. However they need to break 2 or 3 other traditions which come in the way of good and effective working as a group as under:
1. Normally the Committees start working after a lapse of time some even in May/ June [ maybe due to bank audit or otherwise] Some Committees do not meet very often and those are the ones who have to fill in the reports with whom they met rather than what was the result. Maybe setting out how may times you would meet and for how much time each time is a great start.
2. The first meeting is normally not as productive as it should be due to the fact the co-opted members are still to be taken on board and at times the terms of reference + co-option are items to be considered. Maybe the first meeting should have the co-opted members present and considered to go on with the work. The co-opted members would also be able to provide inputs on the TOR themselves. This would provide at least 1 month extra time for each of the committees.
3. In my first 2 years each of us council members were asked to refer 2 names with their interest areas for co-options. Generally we recommended the names of the supporters who helped us in our general elections. [ though i saw a few exceptions] Then at times to strengthen the committee we had to take special invitees [ who however would not be eligible for TA/DA therefore restricted to Delhi as choice- rather than have the choice across the country] However in the last year I was thankful to Jaydeepji as he gave me a choice of co-options and I choose professionals from all regions [ at times with the guidance of my council colleagues where I was not aware] This was done in the IDTC as well as the BOS where Nileshji and me shared the co-options. In my view the choosing of co-options without political flavour was the reason that these 2 committees were able to perform in a BETTER result oriented way AND achieve a little more than normal. A powerful, committed team behind each of you can do wonders in doing better an aspect which all would have experienced in the their profession/ job.
3. Many of our committee meetings in the past year have not been held with quorum or by adjusting the quorum [ taking signatures of council members who are having other meetings, Delhi members being requested to pass by and sign, or members signing and leaving within seconds, or minutes, taking members on call [ it can be there and I have seen members attending fully on call] where they would come in and give a few comments and get disconnected or disconnect and they were being considered as being present. ] This type of a practice leaves a feeling of distaste as what we are doing is against the regulations and we start getting compromised where we start signing when we are not present or partially present. We start losing our self esteem/ respect when we do this. More importantly we are responsible for the decisions taken in that committee though we did not attend or attended for a few minutes. Then we find it difficult- a good example is the finance committee issue which became a major cause of concern and effected certain council members elections also.
4. Most Committee meetings do not start in time nor have a closing time. Putting this in place gets the respect of the co-opted members, secretariat as well as the elected ,members themselves. My experience with the first segments was amazingly good. Only the council members being on too many committees had good reason [ ?] not to come/ attend fully or were not inclined due to inappropriateness of the committee or their being busy in other activities in the capital city.
5. The vice chairman traditionally does not do anything much and is expected to be a tad better than the other elected members on the committee. Some VC do not even attend a fraction of the meetings. They also do not get any credit on the web site nor in the activities- other than the usual political acknowledgement in the end. Maybe this also requires to go as it is dis-empowering practice.
However my single experience in the BOS last year proved that I could probably do as much as the Chairman, Nileshji. I may need to thank my Chairman who encouraged me to allocate the jobs I could do to myself and supported those measures fully] Very importantly he also shared the credits though out as well as in the end especially in the e-learning and GMCS communications. Suffice to say there is enough to do in each of the committees and certainly the VC can make a hell of lot of difference.
6. The root cause of some of the matters taking inordinate time, being discussed repeatedly with no end in sight is the practice of consensus. Consensus is not for all matters and lead to decisions not being taking for eternity. [ forget about action on the decisions which are also an issue with us] Maybe for sensitive matters it started but now it is leading to a criminal loss of time especially for the professional members who come for the meeting. Better as Atulji [ Bheda] suggested let a time be given and after that either the matter carried over or vote taken to go ahead. I have seen matters which should be resolved in minutes which are not that important being raised by Presidents at appropriate times and copied by Chairman also which can go on for days since all have a view and bets of all they would not get resolved. [ in my last terms matter on CPE would be introduced normally out of turn and then 2-3 hours would go and at the end it would be sent back] These are time wasters leading to lack of interest and finally all members doing what they want and the seriousness of the meeting being dissipated.
7. Not noting dissent and instead pushing the matter to the future is also a very poor governance. In a democratic country like us record the ayes and nays and go ahead. We are making mistakes either way.
8. Every CA advises that we need to have measurable targets to the clients and employers. In our committees why we do not normally do so is a mystery to me. Unless we throw the hat maybe a little further that looks possible - how can we achieve something significant. Again an example from IDTC and BOS once a target was proposed, objected as not possible by some gone ahead with, the executive responded and we were able to surpass the goal set.
While parting I would like to say that - Life shrinks or expands to the extent of ones courage. All the best to the new teams to do what is badly needed to resurrect the profession, students and professional.
Madhukar N Hiregange
No comments:
Post a Comment