Does just hearing the name “Robert’s Rules of Order” send shivers down your spine?
Do you assume that any organization that bothers with officers is full of squares who like to nitpick about the details of bylaws instead of doing the important work that needs done in the community?
For some time, the consensus among most people is that messing with things like meeting minutes and quorums are at best an annoying and old-fashioned part of community involvement and at worst a major hindrance to getting involved and making a difference.
But not having any sort of structure, especially with groups based on sites like Meetup, has created a new wave of shallow social interactions with no sense of progress or developing real camaraderie. We think we’ve simplified things and made them easier, but we’ve actually destroyed the supporting structures of our community involvement.
There’s also the twin pillars of lack of involvement: “I don’t have time” and “I’m not that outgoing.” We assume that consistent community involvement is only for type A people who want to force you to serve on committees you don’t have time for. That kind of thinking, and the following exodus to less time-consuming events, creates a self-fulfilling prophecy that can only be solved by rolling up our sleeves and getting to work.
Bylaws and executive boards might not have the flashiness we’ve come to expect, but they actually do solve some real problems.
Lack of Accountability
If we’re honest, one of the most important reasons for structure in our community organizations is to have a path to follow when things go wrong. When you have a large, organized group there’s higher chances that someone has some kind of legal responsibility for what’s going on.
Now I’m not here to put scary thoughts of major lawsuits into your head. I’m not a lawyer. I’m not attempting to imply in any way what may or may not get you sued. But having things like names of record, independent entities, and state or national organizational hierarchies help keep everyone safe and provide mediating processes for problems that need to be worked out.
Even if you’re not part of a legal entity yet, I’m a big believer in at least having a code of conduct to help facilitate disagreements. If people don’t feel like someone has their back they’ll just leave.
No Clear Way to Get More Involved
Internet-based groups tend to make things pretty black and white; you’re either an admin or you’re not. What if you’re new and want to start helping, but aren’t sure how? Having a organizational structure of some kind helps people find the intro-level tasks that can turn them into long-term leaders.
Personally, part of the reason I started volunteering more is that I find it easier to get to know people when I have a job. I find checking people in and getting a chance to chat then much preferable to milling around a room making small talk. Without obvious ways to jump in and help a lot of future leadership can get bored or intimidated and move on.
Lost Institutional Knowledge
If people don’t take time to record what they’re doing, such as with minutes or even handing things over to the next officer, every volunteer feels like they have to reinvent the wheel. Meeting locations and useful contacts can get lost. Even simple routines are important to maintain, giving long-time attendees and newcomers alike a familiar rhythm that they can feel comfortable being a part of.
And let’s not forget that most organizations now have different accounts with different passwords and logins for things. You don’t want a group to be forced into inactivity while trying to regain access to your Meetup account or email list.
Organizer Burnout
Something happened around the pandemic. Lots of the people who had been reliable community organizers got a serious case of burnout. It was probably a combination of factors, including trying to stay enthusiastic during lockdowns and virtual events, other organizers or attendees having life changes that moved them on from the group, and even a struggling hospitality industry making it harder to find locations. [Note: This whole paragraph needs a post of its own. I’ll try to do that soon.]
Meetup groups, without officers and bylaws and the associated terms of service and elections, lack a way for organizers to bow out gracefully. The leaders are stuck until they can beg someone else to take it over. Often they can’t and one-thriving groups just sort of go dormant. Or someone new takes over and without the same support network or methods of continuity, things falter.
I can here you now — “I don’t care about the rules! I just want to get stuff done!” But we aren’t getting things done, are we? We’re stuck at home feeling anti-social, or going to yet another networking event sponsored by a company or individual and designed to be a one-off, wondering why it feels lackluster.
These organizations that we deem old-fashioned take on the character of the ones who show up. If we start making them reflect what we care about now, but maintain the structures that keep them running smoothly, we can ensure their success for years to come.
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