Roles

Finding out what roles you need

There’s no point taking on roles which aren’t needed. Start by brainstorming all of the different things that need to be done by the group.

List of things to be done: * 1 hour running the stall (X10) * 1/2 hour setting up the stall (X10) * 1/2 hour booking and publicising weekly meetings (X10) * 5 hours designing poster * 1/2 hour printing posters * 1 hour putting up posters * 2 hours writing to head * 1/2 hour meeting with head * 1 hour writing a press release

Once you’ve got this list, make sure everybody understands each task. Then write each role on pieces of paper including how long it will take to carry out. Pass the pieces of paper around the group and ask everyone to take a role they would like to do. Keep passing the pieces round until everyone is happy with the role they have. Emphasise that roles can be performed by groups as well as individuals, and also that you can ask support staff for training workshops on any of these things.

However if there are pieces of paper left, this probably means you’ve taken on too much as a group. Decide what is essential, and what tasks are interlinked, then change plan and do something smaller and better.

Case Study- Truro College
Members of Truro College P&P group have taken on different roles during the year. One member has been responsible for communicating with their support staff in the office, another has acted as a delegate to a citizenship conference and a third member co-ordinates their Treat AIDS Now campaign.

Common roles

Some common roles in larger P&P groups include:

  • Group contact - takes responsibility for overseeing group and contacting P&P office.
  • Secretary - organises agendas and minutes for meetings.
  • Treasurer - looks after the money.
  • Media - organises press coverage.
  • Publicity - designs posters and other materials.

Obstacles to delegation

There are lots of reasons why we don’t delegate:

  • too much of a hurry
  • egos
  • shyness
  • knowledge
  • worry that things won’t get done

Usually we’ve got a lot to do and not enough time, so it’s easier to do the job ourselves than take the time to explain how it’s done to anyone else. However, it’s really important to spread the skills so that when you leave the group the skills don’t leave with you. Make the time to coach others and share your experience.

Facilitation

A useful way of looking at meetings is to facilitate them rather than chair them. This means that the group agree to somebody focusing on the process of the meeting, rather than the content. This role can be really useful in ensuring that every voice is heard equally and that the meeting is effective. Contact your support staff for training on this.

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