Ready for anything?

Last weekend served as a wake-up call that no matter how much you plan and how hard you work, sometimes circumstances can derail your best efforts.

Last Saturday was supposed to be ASGA's New York City Student Government Training Conference. It was going to be the largest conference we've ever done outside of our national conference in DC.

My daughter and I fly to New York on Thursday night, trying to stay ahead of the blizzard blasting the Big Apple. But by Friday morning, the conditions were terrible-- blowing snow and drifts of several feet. Our taxi spun out trying to turn and its tires were constantly slipping on the icy roads.

Over the past five years, ASGA has produced nearly 60 conferences and we've never had to postpone one because of weather. I didn't want to cancel, but the host college was closed and thousands of flights were cancelled. On the Wheather Channel, the only bad travel area on the U.S. map was New York City!

I just couldn't in good conscience produce the conference knowing how dangerous travel conditions were going to be for anyone brave enough to drive. After conferring with the host college, we just made the "call" and quickly wrote all attendees Friday morning.

This was frustrating, as our team was ready to produce the conference. All of our materials had arrived and we were ready to set up. It looked like all of our speakers would be able to make it in time.

If we had produced the conference, I predict half of the attendees would have had to cancel. Their colleges and universities would have stopped them from attending.

Postponing the conference was the right decision. It was a wise decision to help protect the safety of our attendees.

It just shows me that no matter how much you do to be prepared for anything, there is something that will come up in your path that you have never encountered before. We're always learning and coping!

Doing more with less

I've been noticing the past few days that several Student Governments are lauding themselves for saving money on their "retreats" and "training" for new officers. Schools like the University of South Alabama are proud of saving money by having their "retreat" on campus. Georgia State University's SGA says it saved 93% on what it spent in 2008 for its annual retreat.

This is great news for their constituents. It's proving that the SGAs are serious about saving money and using it to serve fellow students, even in a "down economy."

Most student government budgets are somewhat protected, as they usually get their funds from activity fees which are tied to enrollment. In a recession, people typically go back to college, which means more activity fees to disburse. This usually is restricted, however, to public universities and colleges, and less often to community colleges and private institutions.

Still, with many universities making cuts to faculty positions, reducing their budgets because of less revenue coming from the state or donors, and cutting back programs, Student Governments should follow that example and also be extra careful in the use of their limited budgets.

Student Government retreats are CRITICAL for the health and effectiveness of any student government. These retreats are typically done in August/September and often are at an off-campus location, so that members can be immersed in SG issues, plans, and goals without the distractions they have on campus.

But a helpful and useful retreat can easily be done on campus-- I just worked with two institutions (one in Illinois and one in Boston), where their trainings were done right on campus before the start of school. Where the retreat is housed is not as important as when. If it's after the start of school, there are myriad of distractions, so SG members and officers are less focused and can give less of their attention.

In a down economy, it's wise for SGs to be cost-conscious on their training and planning retreats. Having it at an off-campus retret locale may sound great, but you can save a lot of money for your constituents by getting your training right there on campus.

On the run

Every weekend this month, plus at least one other trip mid-week, I'll be either speaking at an ASGA conference or training/consulting with an ASGA member institution. August is typically my busiest travel month for serving ASGA members.

While I don't look forward to the airport waits and delays, I do look forward to the work itself. It's rewarding and satisfying knowing that I can help less-experienced student leaders and advisors.

Fortunately, I'm only gone for two days at a time, so I'm not away too long from my wife and children. That's the hardest part of travel for business: being away from the family.

But when I come home, we always take a family day to do something fun. Yesterday it was bowling (my first time in 31 years). The kids loved it. Next week when I get back from Boston, I'm thinking of taking them to the Tampa zoo.

Travel nowadays, let me tell you, is hardly romantic. Just because I go to cities like Boston, New York, Chicago, and Los Angeles doesn't mean that I sight-see and spend time enjoying cool drinks, music, and checking out the landmarks. I usually see the inside of a hotel room, meeting rooms, and the airport.

It's also hard work to travel. All of the preparation takes a ton of time. I'm my own travel agent, so that adds to the complexity. I'm also the "roadie" at our conferences and handle set-up before the event and take-down after. Sweaty work, particularly at this time of year.

But again, I focus on the work and what it is accomplishing and who it is helping. That knowledge that ASGA and I are doing important work that matters helps me make it through the flight delays, jam-packed planes, and over-priced airport meals.

Sweet Home Alabama

Leaving in the morning for a consulting/training trip to Auburn University's Montgomery campus. I'm facilitating their SGA training retreat at a 4H camp. Looking forward to helping this member institution.

It's a privilege to serve Student Governments and be trusted to provide them with information, advice, and training. I don't take this responsibility lightly.

In preparation for going, I spoke with two administrators and the SGA president in some depth, to learn about their problems and issues and specifically want they must want to learn, and what they most need to learn.

They asked me to do some "leadership" training, but my specialty is student government and that's what they're getting when they bring me to work with them. I'm Mr. Student Government and that means everything I talk with them about is on how they can improve their Student Government this year.

If everything goes as planned, I'll be home Sunday early morning (1 or 2 a.m.). I plan to drive straight through. It's seven hours there and back. But I've learned that if it would take eight hours to drive, you're better off driving than flying, particularly in my case. There is no cost-efficient airport within minutes of my home, so I have to drive two hours to Orlando, Jacksonville, or Tampa to get more palatable fares. So when I think how long it will take to drive, and wonder if I could save time by flying, I have to build in four hours of driving to any airport, plus another hour or more of "waiting" time. My rule is I drive when it is under 8 hours.

The show must go on...

I'm as sick as a dog. Not sure why we say that-- I've never seen a sick mutt. But I am sick with a fever, stopped up head, and laryngitis. Normally, that's enough to knock me out for a few days and keep me home resting in bed. This time I couldn't. ASGA's New York City Student Government Training Conference was last Saturday.

Instead of nursing my fever, I was boarding a plane in Orlando to JFK airport. Instead of sipping soothing chicken soup, I was setting up ASGA's registration area for the conference at Pace University. Instead of sleeping in, I was watching the clock for my 6:30 a.m. wake up to get to the campus Saturday morning.

I kept thinking to myself-- just a few more hours. Just a few more hours. Then you can rest.

I had four workshops to present, as well as being the host, registering attendees, and setting up/tearing down the ASGA materials that we lug to and from every conference. Normally, this alone is exhausting work. But combined with the cold, it was a killer. I've never been so tired after a conference. My voice was shot-- is shot. My feet were swollen and blistered (new shoes, big mistake).

But I dug in and coaxed a few hours out of my sick vocal chords and weakened body. In fact, no one would have known I was sick if my voice weren't so raspy.

It's difficult to be your best when you're sick, tired, cranky, depressed, disappointed, or discouraged. But one of the many signs of a great leader is being a professional when it's not "convenient." This is what I'm trying to model. And this trip, that was hard.

In fact, we've produced close to 50 conferences now and this past weekend's was the hardest and most taxing I've ever done. It was hard to be a professional this time.

Connecting Around the World

This morning, I keynoted a Student Government conference in Italy while casually dressed in my shorts here in sunny Florida.

Student leaders at John Cabot University in Rome asked ASGA to keynote their second-annual Student Government conference for English-speaking institutions in the region.

Last night, about 2:00 a.m., I tested the Skype video and phone system with the host school, and then this morning about 11:30, spoke for 30 minutes on the role of Student Government here in American colleges and universities.

I dressed in my nice shirt, tie, and suit coat, but had on shorts and sandals from the waist down. Why this ridiculous outfit? I was only seen on the small Logitech computer video camera set up on my screen. They could see and hear me over Skype, and they showed the image on a big screen at the college.

I could hear my voice a second later in the background because of the time lag going across the big pond.

This conference today is so unlike ASGA's 10 events, like the one in New Orleans last weekend. I have to drive or fly, prepare for weeks in advance, ship dozens of boxes of materials ahead of time. It's a lot of work.

This conference was such a breeze comparatively because of the use of technology. It tells me that perhaps ASGA could be leading international conferences for Student Governments in the future?

Tomorrow, I lead another workshop on elections and transitioning at 10:00 EST. Rome is six hours ahead, so it will be the end of the day there.

It was a wild experience doing this Italy conference this morning. I enjoyed it and I think the audience appreciated it as well.

800 members strong!

Today, ASGA reached and surpassed 800 member institutions. We now have 806.

This is an amazing number, as ASGA was only launched in March 2004. We're adding more new member institutions annually, and the number is growing each year (166 so far in 2008, 164 in 2007, 158 in 2006). I predict that we could have 1,200 members by 2011.

Most higher education professional associations hover around 1,200 member schools. This seems to be the "magic number." But I think the sky is the limit for ASGA. We could have 1,500 to 2,000 member institutions.

Why is this important? The more members ASGA has, the more accurate our databases will be, as our members help us keep information on new officers and advisors curent.

More members mean more attendees at our conferences. More training of SG officers means better student governments nationwide. More members and attendees at ASGA conferences also means more resources for ASGA to improve our services for members, conduct more research, and help more colleges and universities.

It's an exciting time at ASGA, as we continue to grow and improve every day.

Back from Big D

Spent last weekend in Dallas at ASGA's annual Southwest Student Government Training Conference at Northwood University. It's the fourth year in a row at that same beautiful suburban location.

We brought in a new speaker, Chris Irving, for this event and his reviews were strong. It was great to catch up with Andre Koen from Minnesota (he was at last year's Dallas conference and also emceed our New Officers event in Orlando). Susan Leahy, of course, was also there.

At dinner after the conference was over, we had the deepest, most enjoyable conversation I think I've had at an ASGA conference in years. We spoke about our beliefs and faith, or lack thereof, and really delved into some sensitive areas that are normally taboo in most social conversations. I enjoyed it very much.

ASGA has been considering a "faith-based conference," knowing how many Christian-related colleges and universities there are in the nation (2,000). We have been surveying students and administrators and so far had strong positive feedback. Adding this conference would mean ASGA produces 11 events a year. With us also taking on consulting and training at individual colleges and universities throughout the year, we're on the go a lot.

But it's all worth it! I have figured out a balance between work and home, usually working at my home now instead of at my office 30 minutes away. I'm able to spend time with my wife and children while also working on ASGA business, helping our members and answering questions.

Now up to 778 member institutions! We're on pace to crack 800 members by year's end!

No matter how much you plan, something usually goes wrong...

Just got back from our Midwest conference in Chicago. Overall, a great experience. Largest crowd we've had there. The venue was the most convenient and most attractive yet. Set up was relatively easy. The students were attentive and willing to listen and learn.

Despite these positives, there were some negatives. My flight from Florida was delayed by weather, meaning I didn't get done setting up Friday night until well after midnight. Then the food-service provider didn't provide enough food for either the continental breakfast or the lunch for attendees. We had some hungry and, as a result, unhappy campers, so to speak, and justifiably so.

Despite all of our planning and advance work, there was nothing I could do about the delayed flight. I just sat and waited, trying to catch up on e-mail and phone calls.And on the food front, both ASGA and our host had provided the correct numbers to the caterer. They just didn't deliver on their end.

Of course, the food issue could have led to a black-eye for the conference. But I took responsibility and offered all 240 attendees a $10 off discount toward a future ASGA conference, as an apology. I think, in the end, it was OK.

What this teaches me and reminds me is that so much of our work is outside our control and influence. No matter what we do, no matter how many times we check up, and no matter how much advance planning there is, something usually goes wrong that is outside of our influence. We have no control over the catering, and certainly have no power to change air-traffic control decisions on flights leaving the southeast.

I took both issues pretty much in stride. In the past, I might have blown up and caused a scene. Either I've mellowed as I get older and more experience or I have learned to maintain more of a level head, especially over matters I don't have the power to change.

Transitioning well is key

Just got back from a weekend in South Carolina working with an ASGA member institution. The SGA there has a history of ineffectiveness and tons of turnover. Only five officers/members return from last year and the rest have no SGA experience.

If you're at a school like this, where SGA is basically reinvented every year, it should be a priority this year for you to work hard on "transitioning." What does this mean?

Everything you do in your position should be "captured." You should write down the time you spend on a project, the contacts you make, the difficulties you encounter, the progress you have, the enemies you make, the friends who help you, and more. Basically, you're getting a snapshot of what your job really entails and what your time committment really looks like. This will help your successor get up to speed more more quickly. He/she won't be fumbling around trying to learn what to do. You will have outlined their responsibilities and expectations already.

I see this "transition" material being stored electronically so that if you lose a notebook, all of this work won't be gone forever. Ideally, you would store this at your SGA web site, assuming you have one (if you don't have one, it's time to make that happen!). Or you could store this in your profile at the ASGA web site. ASGA stores vast data on every student government in the nation.

Remember how you felt when you came into office and didn't have a clue about what you're supposed to do next? You can make it so much easier for your successor by keeping track of all that you say, do, and work on during your term of office.

Transitioning is key to having an effective student government.

Travelin' man

Just got back from back-to-back trips to Boston and Salt Lake City, both trips for ASGA. The Boston event was last Saturday-- our first-ever Boston Student Government Training Conference at the University of Massachusetts/Boston. Rain meant flight delays in Tampa and in Charlotte. Got to Boston late Friday night, then set up on campus before the conference on Saturday. We had a great showing-- 148 registrants from 32 schools nationwide-- even though ASGA just announced this conference about three months ago.

After flying back home to be with the fam on Sunday and Monday morning, I headed to Tampa for a flight to Salt Lake City to consult/train one of ASGA's founding member, Weber State University in Ogden, Utah. Worked with them all day on Tuesday, then caught a red-eye flight back home, arriving at 11:00 a.m. on Wednesday.

I was so beat that I took a four-hour nap on Wednesday afternoon. Only now am I feeling rested. I really don't know how politicans speak day after day after day. I do know, actually. They have staff members that plan their flights, do their advance work, get them ready for trips, etc. I'm the "advance" team for ASGA's conferences, and we're still a growing organization and don't have the resources to have a full-time meeting planner on staff yet.

Traveling by plane now is a painful exercise, let me tell you. It's no fun sitting in a space about 18 inches across, squeezed in with two other seat-mates, for four or five hours. Making matters worse this latest trip was my computer battery failing. I spilled coffee on the computer a few weeks ago, and while the machine is still working fine, I think the battery is kaput. Ebay here I come!

All this travel is part of being a servant leader. It's part of my role to be on the road working with and serving SG leaders and advisors across the nation. The Weber State trip was a "no-fee" trip-- they won a free "training" at the last National Student Government Summit. So I made good on our promise and went out there.

Next up is a training with one of our members in South Carolina, Southern Wesleyan University, in mid September. Then we're off to the largest student government conference in the history of America, the fourth annual ASGA National Student Government Summit in late September in DC!