Unit Leadership: Best Practices for Unit Meetings

Introduction

Unit-level leadership positions within Virginia Cooperative Extension (VCE) carry a wide range of responsibilities. This publication draws from an online seminar series featuring unit leaders from across the state who share their insights, experiences, and guidance on key issues they manage as Unit Coordinators (UCs) or Unit Extension Directors (UEDs).

The content presented here - and in the accompanying tipsheets - is distilled from the UC Best Practices seminar series. It is intended to provide practical recommendations and strategies for individuals serving in unit leadership roles.

One key responsibility of VCE unit leader positions is to hold regular meetings with all unit staff. These meetings are designed to foster team cohesion, share updates on programming efforts, and identify opportunities for collaboration across disciplines.

In addition to promoting internal communication, the unit UC/UED serves as a liaison between the District Director (DD) and the unit. This includes sharing district and state-level initiatives, communicating key information, and reinforcing policies and expectations to ensure alignment with broader organizational goals.

Best Practices

• Design agenda items that align with UC/UED reporting measures to effectively communicate with local leadership.‌
• Create a space that promotes office unity and connection.
• Utilize group communication for quick updates outside the dedicated unit meeting time. Tools like group texts, emails & Teams can keep unit staff up to date and connected.
• Use Teams or Zoom as an online option for staff as needed.
• Social interactions with staff to build relationships.
• Brief weekly meetings can foster consistent connection and provide space for timely updates as needed.
• Incorporate brief opportunities for social or personal sharing during select meetings to strengthen team connections.
• Call for agenda items from staff three business days prior to the meeting
• Consider a welcome & announcements section to allow staff to share personal items of interest.
• Set a rotating schedule to share the burden of the staff person assigned to take meeting minutes.
• Set a standing meeting cadence and define staff attendance expectations. Use Outlook to create calendar placeholders and reminders.
• Request program updates so staff are aware of common community partners, functions, staff schedules, and upcoming events.
• Consider an activity at the beginning of meetings to build connection.

Challenges

• Balancing generational differences and work styles among unit staff.
• Cultivating an environment that encourages sharing and dialogue over one-way lecturing from the UC/UED.‌
• In small units, individual absences have a significant impact on a team meeting.
• Limiting meeting length to ensure efficient use of time and support team productivity.
• Initiating staff meetings (especially as a new UC/UED) in units where they were not previously held.‌
• Coordinating a regular unit meeting schedule while balancing competing priorities.

Practices to Avoid

• Meetings that last longer than one hour.‌
• Using unit meetings as a forum for airing grievances or engaging in group confrontation.
• Allowing derailments to the planned agenda.‌
• Scheduling meetings during busy times.
• Putting staff on the spot; share the agenda in advance and invite input beforehand.
• Requesting updates without following through or utilizing the information provided.

Support Needs

• Establish clear housekeeping protocols for unit meetings, such as handling phone interruptions.‌
• Consider assigning a volunteer to manage interruptions during meetings.

References