Service Unit Leader Traininggswise.org • 800-565-4475

Revised July 2017

Service Unit Leader Guide800-565-4475 • gswise.org

Revised July 2019

2

DNA of a G. .R.L.She’s a go-getter, innovator, risk-taker, leader!

HELLOMy name is

Leader

Sets goals andsticks to them

Works hard tobring positive

change tothe world

Seeks new adventures and experiences

Speaks up forherself and others

Takes pride inher abilities

and successes

Builds teamspirit and bringspeople together

Takes actionon issues dearto her heart

with compassionand clearcommunication

Falls down andgets back up

Runs forleadership

positions

Sees newsolutions to

old problemsListens toopinions andfeelings differentfrom her own

Has an imagination that knows no limits

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Thank you for your dedication!You stepped up to take on the role of service unit leader for Girl Scouts of Wisconsin Southeast (GSWISE) because

you are ready to play a vital role in the success of our mission to build girls of courage, confidence, and character,

who make the world a better place. Thank you.

In your role, you help inform the council staff about membership needs and allow us to market effectively to each

unique membership area. There is a lot of flexibility regarding the specific tasks you will do, but the basics are being

a responsive contact person for Girl Scout staff and co-leaders, and believing in and promoting Girl Scouting at every

grade level.

The expertise, interests, skills, and life experiences of our volunteers are essential to shaping fun and enriching

leadership experiences where each G.I.R.L. (Go-getter, Innovator, Risk-Taker, Leader)™ can transform her ideas into

action, turn her questions into a venture, and grow her confidence through practice.

These are exciting times for Girl Scouting. Your commitment and passion to the Girl Scout Movement are

indispensable. We value and celebrate your dedication and thank you for joining us as we embark on a new

membership year.

Council Support Departments

Recruitment

Engagement

Volunteer Support

Camp & Girl Experience

Customer Care

Service Unit Team

Service Unit Leader

Troop Organizers

Treasurer

Day Camp Director

Cookie Support Team Member

See complete list on page 7

Troop

Mission Delivery StructureGSWISE, which serves most of southeastern Wisconsin, has been divided into six membership areas and is supported by

a team of council staff with expertise in membership, volunteer support, and program pathways.

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Position Summary: Provide overall support and management to the service team, volunteers and yearly plan for

success.

Term of Appointment: Service unit leaders are appointed on a yearly basis (may be appointed multiple years) by the

volunteer support specialist. Yearly reappointment is dependent upon adherence to Girl Scouts of the USA and council

policies and standards.

Reports to: Volunteer support specialist

Supported by: GSWISE council staff

Responsibilities:

1. In partnership with the volunteer support specialist and service unit team, develop and execute a service unit plan for success and budget by August 15 for the following membership year.

Hold service unit team meetings at least once a year (mid-year) to check on progress of plan.

Assist in carrying out the council’s annual goals and objectives.

2. Recruit and support the service unit team and key volunteer positions.

3. Support troop organizers year-round in recruitment of girls and co-leaders in new and existing troops.

4. Ensure all troops are registered or re-registered at the start of each membership year.

5. To ensure the health of your service unit, plan and facilitate service unit meetings to distribute Girl Scout information.

Networking

Highlight service unit happenings

Enrichments

Camp and Girl Scout program

Product sales

6. Establish a culture of recognition and appreciation.

E ducate and recognize volunteer accomplishments through the yearly award nomination process.

Host year-end service unit celebration for adult volunteers.

7. Attend service unit leader meetings as scheduled by volunteer support staff.

8. In partnership with the service unit treasurer ensure appropriate fiscal management of service unit monies.

9. Support the council-sponsored product sales-the Fall Nut Sale and Girl Scout Cookie Program.

10. Promote GSUSA and council standards, policies and procedures (see Volunteer Policies and Practices in Volunteer Essentials)

Girl Scouts embraces girls of all abilities, backgrounds, and heritage, with a specific and positive philosophy of inclusion that benefits every member.

11. Promote the Girl Scout Leadership Experience to the service unit membership and the community.

Service Unit Leader Volunteer Position Description

Revised July 2019

5

❒ Attend Service Unit Leader Training if just

beginning this position.

❒ Establish contact with service unit team members

(troop organizers, consultants, day camp directors,

cookie support team members, treasurer, etc.).

Determine where leadership vacancies exist.

❒ Together with your service unit team and volunteer

support specialist, develop a plan for success for

the membership year. Set mid-year service unit

team meeting to monitor the progress of your plan

for success goals.

❒ Recruit volunteers for service unit team vacancies.

Relay roster updates to volunteer support

specialist. Touch base with volunteer support

specialist regularly.

❒ If your service unit has a checking account, make

sure signers are current, registered members

(at least one should be a service unit leader). An

additional signer on the account will be the GSWISE

chief financial officer. Submit Troop-Service Unit Account Information and ACH Form to council, and

ensure the Service Unit Checking Bi-Annual Report is submitted on time.

❒ Reserve a location for service unit meetings.

Schools, libraries, banks, assisted living centers are

all great locations. Ask around to see who in your

community allows free access to their community

rooms. Find a location that requires little set up

and take down to prepare the room for your

meetings. If the location requires a contract to be

signed for meeting space usage, it must be turned

in at a service center or to your volunteer support

specialist for an authorized signature. Allow at

least 2 to 4 weeks to acquire the needed signature.

✔ ❒ Connect with troop organizers to publicize service

unit meeting dates to all co-leaders. Request that

they personally call volunteers at their schools.

Send a postcard or email an invite. Using a variety

of methods to reach the volunteers in your area

ensures they will receive and acknowledge the

invitation.

❒ Connect with troop organizers to be sure school

registration nights are scheduled. Ask what

support or resources they need from you.

❒ Determine who will be facilitating registration

nights at schools where there is no troop organizer.

❒ Attend council-hosted service unit leader meetings

to acquire tools and resources to help facilitate

your service unit meetings.

❒ In partnership with the volunteer support

specialist, create a service unit meeting agenda.

Throughout the year include talking points about

the progress of the service unit’s plan for success

goals.

❒ Facilitate service unit meetings.

❒ Follow up with troop organizers for updates on

their registration nights and to discuss next steps.

Service Unit Leader Jump Start List

6

Service Unit Leader Check-In

Service Unit Leader’s Name Membership Year

Service Unit # & Name Date

ProgressNot

CompleteIn

ProgressComplete Notes

1Plan for success, budget & ACH form submitted by August 15

2Assist & support troop organizer recruitment efforts

3Help create a membership plan based on community needs and trends

4Attend service unit leader meetings

5All active troops and girls registered with proper leadership

6Determine which troops are inactive and not re-registering by November 1

7Create and keep a complete service unit team

8Service unit membership and team reflect the diversity of the service unit

9Plan and run monthly service unit meetings

10Increase service unit meeting attendance

11Hold mid-year service unit team meeting

12Assist in meeting or exceeding Early Registration recruitment and reregistration goals

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Title Description

Adult Recognition Committee Chair

Recruits and organizes a committee to promote adult volunteer recognitions,

looks over nominations and endorsement letters to make suggestions for

improvement if needed, and reviews Volunteer of Excellence nominations.

Highest Award Advocate

Gets girls excited about working toward a Girl Scout Highest Award. Promotes

and educates all girls/troops on the benefits or earning their respective

award. Complete training with Program Department to learn the advantages

of completing these awards and the necessary information to support troops

and girls during the project as needed. Supported primarily by the Program

Department.

Communication Coordinator/Secretary

Keeps social media pages up to date, communicates with families, and creates

the newsletter (if applicable). Takes notes at meetings and posts them.

Day Camp Director Contact Girl Experience Department for more details.

Event Committee ChairChairs event committee for a single event. Supported by Program Department and

volunteer support specialist.

Individually Registered Member Coordinator

Communicates with Individually Registered Members (IRMs) to help them stay

connected with the service area. Lets IRMs know about upcoming service unit

events and invites them to participate at the service unit level.

Nut Sale Delivery Site Manager Contact Product Program Department for details.

Troop Organizer

Helps to recruit and support volunteers at a designated school/site. Supported by

recruitment manager and volunteer support specialist. (See position description.)

One year appointment, renewable by June 30 for following membership year. No

term limit.

Service Unit DelegateLiaison between the service unit and the council. See position description. Elected

by the service unit to a one year term. No term limit.

Service Unit Leader

Supports and supervises service unit and helps to achieve GSWISE and service

unit goals (see position description.) One year appointment, renewable by June 30

for the following membership year term.

SU Cookie Support Team Member Contact Product Program Department for details.

TreasurerWorks with the service unit team to manage the budget for the service unit,

ensures that payments/reimbursements and deposits are made in a timely

manner, and submits bi-annual service unit checking account reports to GSWISE.

Service Unit Positions

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School Districts Served:

Service Unit Team

Position Title Name Address Phone E-Mail

Service Unit Leader

Communication Coordinator/Secretary

Treasurer

Adult Recognition Committee Chair

Highest Award Advocate

Day Camp Director

Event Committee Chair

Individually Registered Member Coordinator

Nut Sale Delivery Site Manager

Service Unit Delegate

SU Cookie Sale Manager/Team

Service Unit Team Roster

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Troop Organizers

School Name Organizer Name Address Phone E-Mail

Service Unit MetingsDate & Time Location Directions from Service Center

Service Unit Team Roster

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How do you get to know volunteers? How do you identify those who might make great additions to your service unit team?

• Use your time wisely before, during, and after

service unit meetings. Strike up a conversation

with a volunteer you don’t know—ask her what

her troop has been doing. Find out what she does

outside of Girl Scouts. Perhaps her job as an

accountant could make her the ideal service unit

treasurer.

• At service unit events, observe the adults as they

interact with one another. Who seems to be the

center of attention, the person everyone is talking

to and laughing with? That person may be the

perfect school/site organizer. Make a point to

network with the crowd, visiting with groups of

adults from all of the schools in attendance.

• Talk to current service unit team members. Who

is the most organized cookie captain? Which

volunteer is always the first to have her troop

registered for a service unit event? Who is always

flexible and willing to help the day camp staff

wherever help is needed? The responses you

receive may enable you to fill the gaps in your

service unit team, and to have a mental list of

successors in place.

Recruiting for Your Service Unit TeamGet to know as many volunteers in your service unit as possible. This is where you are most likely to find someone

passionate about Girl Scouts who is willing to step up to a Service Unit Team Position. These are the volunteers who will

directly support service unit leaders.

How do you approach someone about taking on a service unit team position?

Gather all the information you have about the person

you would like to recruit. Make sure the skills you have

identified in the volunteer are a good match for the

position you want to fill.

• Using the information you have, try to determine

what motivates this volunteer.

• If the volunteer is an outgoing, gregarious person,

tap into those skills to convince them how perfect

they are for the troop organizer position. Because

they know so many people, and everyone knows

them, becoming a troop organizer is a natural fit.

• If the volunteer is very organized and efficient, tap

into those skills to convince them how perfect they

are for the troop organizer position. They will be

able to direct new volunteers to needed resources,

and help those volunteers be as successful a troop

co-leader as they are.

Making a few notes about volunteers you meet will help you keep track of these potential service unit team members. Use a service unit roster to jot down a few handwritten notes about the information you learn.

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1. Be Prepared. Work with the volunteer support

specialist. Review the position description; know

the gifts, knowledge, and time necessary for

this position. Understand and communicate

why this position is necessary to the work of the

service unit and Girl Scout council. Share why it is

important and meaningful to you.

2. Be sure that you are the right person to extend

the invitation. Work with the volunteer support

specialist. Is there a Girl Scout member who knows

the prospective volunteer, or a person with good

communication and people skills? Identify the best

person to share the volunteer opportunity.

3. Personalize your invitation. Why do you want the

particular individual you are asking? What makes

this person “right” for this position? Talk about

how this opportunity will meet an important need

that they may have expressed, will provide an

opportunity for involvement, or will offer a chance

to give back to the organization.

4. Think about how the invitation will sound to

the prospective volunteer. Ask positively and

enthusiastically. Don’t apologize, distort the facts

or ask negatively “You won’t want to, would

you?” or “You are the last person on my list.”

And don’t beg. Show your interest in this person

for this position and your commitment to the

organization’s mission.

5. Be enthusiastic. The best recruiter values the work

of the organization and genuinely supports this

effort. Always speak from the heart. Remember:

enthusiasm is contagious.

Ten Pointers for Effective Invitations to Volunteer6. Remember the “courtesy factor”. Whether you

phone a person or initiate a conversation face-

to-face, ask if this is a good time to talk. If not,

schedule a time when you are both free to have a

conversation.

7. Bring closure to the conversation. The person may

want to think about the request or may need to

consult with family members or a work schedule.

Agree upon a time when you will follow-up and

learn of the prospect’s decision.

8. Follow up quickly. If the person is willing, be sure

they know of any required trainings. Introduce

the volunteer to others so that newcomers feel

welcome and included.

9. Accept “no” graciously. The time and situation

may not allow someone to accept the opportunity,

even one that seems “perfect” for the individual.

Determine if a follow-up invitation is in order and

thank the person for taking time to listen to your

request.

10. Know where to get more information. Have an

official position description available, along with

the contact information of the staff member they

should speak with. If a former volunteer in that role

is willing to offer information, have their contact

information as well.

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Service Unit Name and Number

Plan for SuccessMembership Year 20

October 1, 20 to September 30, 20

The purpose of a service unit (SU) is to encourage, support and organize local Girl Scout troops by providing direct support

and service to Girl Scout members, including girls, leaders and volunteers, as well as parents and caregivers. Each service

unit has the opportunity to define itself and its goals through their Plan for Success.

Mission/Purpose statement for SU#:

List three successes of the previous membership year:

1.

2.

3.

List three challenges of the previous year:

1.

2.

3.

On the following pages, create three goals for the upcoming membership year. Remember that great goals are specific and include a detailed action plan and timeline.

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Goal #1

Supporting Action Plan:

Action Responsible Person Due Date

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Goal #2

Supporting Action Plan:

Action Responsible Person Due Date

15

Goal #3

Supporting Action Plan:

Action Responsible Person Due Date

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Service Unit Finances and FormsService units must complete annual budgeting and paperwork. Service units must complete a Troop-Service Unit Checking Account and ACH Form online at the beginning of each year. The Service Unit Checking Account Report must be

completed online by January 15 and June 15. The Service Unit Budget Form must be completed and handed in by August

15. Turn in forms to your volunteer support specialist.

Troop-Service Unit Checking Account and ACH FormComplete this form each year. Find and submit it at gswise.org. Keep a copy for your records.

To find the form go to

gswise.org and click

on Resources at the

top of the page. In the

Type Keywords box,

type Troop-Service Unit

Checking Account and

ACH Form and press

Enter. Click on the

name of the form when

it appears below the

search box.

$

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To find the form go to

gswise.org and click on

Resources at the top

of the page. In the Type Keywords box, type

Service Unit Checking

Account Report and

press Enter. Click on the

name of the form when

it appears below the

search box.

Service Unit Checking Account ReportService Unit Checking Account Report needs to be submitted online two times per year by January 15 and June 15.

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Service Unit Treasury GuidelinesService Unit Estimated Budgets: Due August 15 each year

• Include starting balance—this should correspond with your troop bank statement.

• Include totals of all income streams including service unit administration funds.

Service Unit Administration Funds

At the beginning of the membership year, Girl Scouts of Wisconsin Southeast will distribute an allocation based on $1 per

girl to service units with established service unit teams and checking accounts. This is only if budget, reports, and Plan for

Success are complete and a Troop/Service Unit Account Information and ACH Form is current and completed every year.

Service Unit Checking Account Guidelines

• Every service unit is required to establish a checking account. If checks are ordered they must have the following

printed on them: Girl Scouts of Wisconsin Southeast, Name of Service Unit.

• Checking account statements should be sent to the service unit leader or designate, statements should not be

sent to the person who holds the checkbook.

• Two to four registered, background checked, and appointed members of the service unit team, plus the council

chief financial officer, need to be designated signers on the service unit’s checking account.

• Checks written to the service unit should be made payable to the service unit, and the top back of the check

should be marked “For Deposit Only”.

• Service unit cash and checks should be deposited within 24 hours of receipt.

• Service units are not to conduct any fund-raising activities.

• Service units should maintain a reasonable checking account balance. A maximum of $2,500 should be carried

over to the next membership year or the service unit may forfeit their $1 per girl council allocation at the

discretion of the volunteer support specialist working with the GSWISE finance department.

• All GSUSA, state, federal and council policies and guidelines must be followed by the service unit.

• The service unit will submit two reports each membership year, including the latest bank statement. The Service Unit Checking Account Bi-Annual Report will be turned in to council by:

• June 15 for the period January 1 to May 31

• January 15 for the period June 1 to December 31

• The appointment of the treasury position will end with the completion of the period report in June of each year.

• Monthly treasury reports will be prepared for the service unit leader.

• The current treasury report will be given at all service unit leader and team meetings.

• All school or service unit events that have three or more troops participating will have all monies run through the

service unit account.

• Each troop organizer or service unit event coordinator should submit an estimated budget to the service unit

leader or treasurer before reservations are made or promotion is distributed.

• Volunteers who wish to be reimbursed for approved costs related to the service unit must obtain approval and

submit receipts/bills within 48 hours of close of event or activity.

• Reimbursement checks should be issued within two weeks of receipt.

• To ensure sufficient funds are available, checks for deposit must be submitted five days before monies are

disbursed.

• Troop/Service Unit Account Information and ACH Form should be submitted for service unit checking account

each year before August 15.

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General Spending GuidelinesRecruitment: Reimburse troop organizers for recruitment costs

• Copying of recruitment flyers

• Any fees for school use

• Cost of snacks or girl program supplies for

registration night, Daisy recruitment event, or

parent meetings.

Retention: Offset fees for retention programs

• Using the plan for success to determine which

events support goals

• Start-up funds for service unit events, such as

flyer printing, facility rental, or deposit for disc

jockey

• School events—service unit can help offset

costs of events where three or more troops

are participating, such as bridging events or

ceremonies

• Service unit events should pay for themselves

without making excessive profit. If a service unit

event is budgeted to bring income exceeding

expenses, this should be noted and explained in

the service unit budget.

• Girl Scouts of Wisconsin Southeast is committed

to making sure Girl Scouting is open to all girls in

our jurisdiction. Service units are expected to plan

events with reasonable fees and work with event

organizers and troop co-leaders to offset event

costs.

Recognitions: Special awards given to volunteers for service

• Girl Scout co-leader pins for new co-leaders

• Service bars for returning co-leaders and members

of the service unit team

• Thank you gifts for the service unit team

• Adult recognition celebration, co-leader dinner or

co-leader/daughter dinner—may use a portion to

lower cost of this event i.e.: pay for facility, plates,

napkins, condiments, soda and coffee

• Volunteer of Excellence Award pins

• Celebration of Achievement (recognition of

Girl Scout Bronze, Silver, and Gold awards)—

may include bridging troops, ten year pins and

graduating seniors. Service unit should pay

for facility, invitations, printing of programs,

decorations, snacks, etc.

• Small tokens of appreciation given out in the

course of a year

General service unit support:

• Service unit agendas—printing, paper, computer

cartridge. With advance notice, your council can

help with these services

• Snacks for service unit meetings

• Door prizes—some service units offer these

monthly, or use the Daisy Dollar incentive program

• Meeting space fees—custodial fee

• Training supplies

• Bank fees for service unit checking account

• Plan for Success meeting—snacks, dinner

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Service Unit BudgetYou will receive the Service Unit Budget from your volunteer support specialist. Complete and submit to your volunteer

support specialist by August 15.

Income for each item should include the dollar amount that you anticipate an event will bring in via registration fees, etc.

The notes section allows you to give a brief description of how you determined that amount if necessary.

Expenses for each item should include all expenses anticipated for the activity listed as a total. See the Event Planning Checklist for a detailed event budget.

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Due Dates June 15 (June to December) | June 15 (January to May)

Service Unit: Service Unit Leader:

Report Period: From: To: Year:

Prior Balance: $ Current Balance: $

IncomeDescription Detail Amount

$

$

$

$

$

$

$

$

$

$

Total Income $

ExpenseDescription Detail Amount

$

$

$

$

$

$

$

$

$

$

$

$

$

$

Total Expense $

Service Unit Checking Account Quarterly Report - Page 1

Service Unit Checking Account ReportGo to gswise.org to complete and submit by the dates listed below. Keep a copy for your records.

SampleSampllllelplelpplelmmpplelSammpplelSammppllelSammppSamSammpmpppSamSammpmppppSaS$

$

$

$

$

$$

Total IncomeTotal Inc $$

iption Detailail

22

For office use.

Date Received:

Volunteer support specialist: Recruitment manager:

Did the service unit utilize the account to handle money for a service unit event during the reporting period?

Yes No

If yes, briefly describe event, number of adults and girls participating, cost charged per participant, and detail expenses.

Briefly describe any other expenses incurred by the service unit during the reporting period and its purpose.

Please attach the following:

Copies of the last three monthly account statements from the bank.

Copy of the check register pages that apply to the above statements.

Checking Account Information

Bank: Last four digits of account number:

Authorized Signers

Authorized account signers must be non-related adult Girl Scouts not living in the same household. The account must

have two signers, but may have up to four.

(Print names below.)

1.

2.

3.

4.

Preparer’s signature:

Print name and position:

Date:

Service Unit Budget - Page 4 Service Unit Checking Account Quarterly Report - Page 2

SamplelSamcount statements from the bank.

eck register pages that apply to the above statements.bove statements.

g Account InformationAccount Information

Last four digits of account number:Last fo

SignersSigners

ccount signers must be non-related ad

ers, but may have up

23

Bank InformationName of Bank or Financial Institution Account Type

❏ Checking ❏ SavingsName of Account (as it appears on check or bank statement)

Bank City Bank State Bank Zip Code Bank Phone

Routing Number Account Number

Signer InformationPrimary Name on the Account Email Address

Address

City State Zip Code Evening Phone

Day Phone Cell Phone

List all names authorized to sign on the account 1.2.3. 4.

By signing, I agree to the terms outlined in the GSWISE ACH Procedures and understand this authorization will remain in full force and effect until an authorized signer has submitted in writing the wish to revoke this authorization.

Primary Signature Date

❏ I have attached a voided check or notice form the bank to this form. I understand that processing may be delayed if a voided check or notice from the bank is not attached. (Do not attach a deposit ticket; they do not always have the same account number or routing number.)

Please submit a completed copy to: GSWISE, Attn: ACH/Finance, PO Box 14999, Milwaukee, WI 53214.

This form can also be downloaded online at gswise.org/Forms and Resources/Troop Forms.

SamplelemampmpppleSaampmpleSaampSaampmpSaaAccount TypeType❏ Checkingg ❏ Savingsvings

or bank statement)

Bank State Bank Zip Code Bank Phonenk Zip Code Bank Phon

ting Numberg Number Account NumberAccount Number

r Informationr Informationy Name on the Accountn the Accoun Email AddressEma

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Sta

Troop/Service Unit Account Information and ACH Form

24

The purpose of Service Unit meetings is to:

• Continue to build a “teamwork” atmosphere and

foster enthusiasm for Girl Scouting

• Keep current on Girl Scout activities, problem

areas, and successes

• Learn about the needs and interests of adult

Girl Scouts in the service unit

• Measure progress, develop, and coordinate

implementation of plan for success

• Provide enrichment opportunities

• Support co-leaders

Planning a Meeting

• Arrange for meeting room—keep in mind what you

will need for lighting, temperature and room size

based on the size of your group. Also think about

noise levels, geographic, and ADA accessibility.

Always book time for set up and some extra time

at the end of the meeting so co-leaders have the

opportunity to network.

• Determine the topics—what needs to be

accomplished, what decisions need to be made,

what ideas need to be generated, what information

needs to be distributed?

• Develop the agenda—write the agenda with input

from your volunteer support specialist at least 2

business days before your service unit meeting.

Communicate time limits to any speakers before

the meeting.

• Optional enrichments—work with volunteer

support specialist to see what is available. Plan

ahead so you can announce the enrichment in

advance.

• Remind volunteers about the meeting one week,

and one day, in advance.

• Call new co-leader to personally invite to the

meeting.

Chairing a Meeting

• Focus the discussion and keep it on the subject.

• Encourage all the members to express their ideas.

• Tactfully interrupt those who tend to dominate

the meeting and draw out those who are more

reserved.

• Avoid dominating the group, taking sides or judging

the opinions expressed.

• Make sure that all reasonable implications of each

question are considered.

• Plan ahead to have an easy, clear way to let people

know it’s time to move on to the next topic.

• Help reconcile differences of opinion.

• Keep enthusiasm high and add a touch of humor

when needed.

• Summarize the end of the discussion.

The Service Unit MeetingPlanning, conducting, and chairing service unit meetings are important functions of the service unit leader. Service unit

leaders plan the agenda for these meetings in partnership with their volunteer support specialist. All meetings should be

short, well timed, and have a clear purpose.

Successful Meeting Tips

• Arrive early; start on time; end on time.

• Adhere to the agenda.

• Keep the meeting moving.

• Allow for networking time after

the meeting.

25

• Begin with a bang. This will set the tone for the

meeting.

• Service unit leaders get “bombarded” with

questions before the meeting. Ask someone if they

could step in and remind you to start on time, so

you will not feel like you are cutting someone off.

You could also set an alarm.

• Remind attendees to silence cell phones at the

beginning of each meeting. Make sure yours is

silenced too. Ask people who think they may need

to take a call to sit near the door, keep the phone

on the vibrate setting, and quietly leave the room

to answer.

• Be fun and fast moving. An audience likes to be

entertained.

• Use the senses. Offer visual appeal, hands-on

experiences, and a time to listen and talk.

• Involve your audience. Make sure to facilitate

dialog and conversation.

• Repeat important points!

• Think passion and purpose. Your audience wants

to be inspired.

• Close with the audience wanting more, give them

something to look forward to next time.

• Arrange to have help with room set-up and clean

up.

• Thank your volunteers often and publicly at the

meetings. Be positive. You are a service unit

cheerleader.

• Make new members feel welcome. Have a greeter

at the door.

• If you have a co-service unit leader, decide on

a specific time and day to work on the meeting

agenda with input from your volunteer support

specialist.

• Come up with ways to thank volunteers for coming

to service unit meetings–“perfect attendance”

award or a “candy of the month club.”

• Send personal thank you notes after the meeting

to new co-leaders thanking them for attendance.

• Keep confidential things confidential and don’t

sway from your standards.

• Assume everyone knows the basics, but that they

don’t always take the time to read materials.

• Allow time for mentoring at the meetings.

Volunteers from the same level need time to share

ideas, successes, and better ways of holding

events.

• Be sensitive to new volunteers at your meetings

who do not necessarily understand all that is being

discussed.

• Icebreakers may be used for volunteers to become

acquainted with each other and to make them feel

comfortable. Icebreakers should be no longer than

5–7 minutes.

• Have everyone wear a name tag. Not everyone

knows each other.

• Have a positive attitude.

• Consider providing fidget toys for use at the

meeting. Something to occupy hands to avoid

clicking pens and side conversations.

• Consider a parking lot – a place for people to put

questions so you can answer them at the end of

the meeting as time permits.

• See if committee chairs, service unit team

members, and any guest speakers are available

to answer questions after the meeting. Encourage

those with specific questions to speak to the

appropriate person once the meeting is over.

Other Helpful Hints

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• Publicize meetings well in advance, send out

postcards and/or email invites to all registered

adults. Include a promo of the meeting highlights.

• Hand out “Daisy Dollars” for attending meetings,

turning in registrations, and attending events. Hold

an auction at the end of the year where people

use their “Daisy Dollars” to bid. Ask co-leaders for

donations for the event, or purchase some small

items for the auction.

• Assign troops to be responsible for snacks each

month. School A for September, B for November,

etc.

• Use roundtables based on such topics as solving

problems, questions about Girl Scout procedures,

craft, and meeting ideas.

• Make it worth attendees’ while by planning

according to their needs! What are their biggest

challenges as co-leaders? Design your program

around that need.

• If a troop is not represented, a service unit team

member, or preferably the troop organizer, needs

to call them the next day and say something along

the lines of, “We missed you last night. You missed

______ presentation. It was really good.”

• Pair off those that come every month with those

that don’t come. Give a prize to the volunteer who

encourages the most volunteers to attend.

• Plan a “night out” for volunteers after the meeting.

Meet for coffee and dessert at a local restaurant.

Invite everyone!

• Assign someone to greet all new people. Have

them sit with the newcomer and translate the “Girl

Scout language”.

• Have door prizes at each meeting. Take turns

providing a door prize each month. Give a door

prize to one of a pool of co-leaders who attended

three months in a row.

• Split your door prizes. Give some at the starting

time and give some just before you adjourn.

• Offer one “Bag-O-Tricks” item per meeting. Prepare

to teach an activity that co-leaders can share with

their girls. Pick things that co-leaders can do if

they run out of activities, things to fill the last 10

minutes of a meeting.

• Offer child care staffed by older girls during the

meeting. Consider offering Girl Scout activities for

the kids.

• Announce the agenda early so people know what’s

coming that should not be missed.

• Bring in presenters. Connect with GSWISE

Community Event Providers and ask them to

tell co-leaders what they can offer. Find experts

on various topics such as group management,

cooperative learning.

• Ask what co-leaders want or need from a service

unit meeting. Respond accordingly.

Cancelling Service Unit Meetings/Events

1. Cancellations should be announced by noon

for an evening meeting/event and by

6:00 a.m. for a morning meeting/event. The

cancellation will be announced on 94.5 FM,

620 AM, and on WTMJ-TV. It will also be listed

on the WTMJ website at touchtmj4.com and

on the GSWISE website.

2. Service unit leaders should work with their

volunteer support specialist to determine

whether a meeting should go forward. Safety

is our first concern, err on the side of caution.

3. The volunteer support specialist will process

the cancellation request.

4. You may want to set up a phone tree within

your service unit to use if any events or

meetings are cancelled.

Successful Strategies for Improving Service Unit Meeting Attendance

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Suggestions for Handling Disruptive or Inappropriate Behavoir

Type Behavior Suggested Response

Hostile “It’ll never work.”

“I know there might be challenges. Would anyone like to take on those challenges?”

Know-It-All Has “the right answer” for everything.“I value your input. I’d like to hear what others have to say.”

LoudmouthConstantly blurts out.

Tries to dominate the meeting.

“I appreciate your comments, but we should also hear from others.”

InterrupterStarts talking before others are finished.

“Wait a minute, Martha, let’s let Peggy finish what she was saying.”

Interpreter

“What June is really trying to say is…”

“June would respond to that question

by saying…”

“Go ahead, June, finish what you were saying.”

“June, do you think Mary correctly understood what you said?”

Gossiper

“Isn’t there a regulation that you can’t….”

“I thought I heard council say….”

“Let’s not take the time of the group until we can verify the accuracy of this information.”

WhispererIrritating side conversation going on

between two people.

1. Walk up close to the guilty parties

and make eye contact.

2. Stop talking and establish dead silence with the Girl Scout sign.

3. “Can we take a moment to focus our conversation again? I’m finding it hard to follow with more than one conversation happening at once.”

Silent DisrespecterReads newspapers, rolls eyes, shakes

their heads, fidgets.

Try to build a rapport by drawing them into the discussion. If that doesn’t work, discuss your concerns with them during a break.

LatecomerComes late and interrupts the

meeting.

1. Don’t draw attention to the

latecomer.

2. If the latecomer is disruptive, say “I’m glad you could make it, we were just talking about .”

Early LeaverAnnounces, with regrets, that they

must leave for another important

activity.

1. At the beginning of the meeting, say

you understand if someone needs

to leave early. Ask them to sit near

the door and pack-up and leave

quietly.

2. Don’t interrupt the meeting to say

goodbye, just let the person leave

quietly.

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Here are some tips for when you’re in front of the group:

• Be fun and fast moving. Your audience will stay

engaged if they’re entertained.

• Involve your audience, allow for open dialog and

conversation.

• Begin with a bang—this will set the tone for the

whole meeting and immediately engage your

audience.

• Be sure your very first moments of your very

first meeting leave a good impression. People will

remember the first 30 seconds and the last 30

seconds of your presentation.

• Your body language is important. People are

perceptive. If what you’re saying doesn’t match

what your body language is saying, your audience

will quickly pick up on it. See the section on Body

Language for more tips.

• Be positive even during challenging topics. It is

ok to table the topic if you are not prepared to

address it.

“I've learned that people will forget what you said, people will forget what you did, but people will never forget how you made them feel."

— Maya Angelou

Public Speaking Tips

“It usually takes me more than three weeks to prepare a good impromptu speech.”

—Mark Twain

Study and learn from those that inspire you

The next time you are at an event with a public speaker

consider taking notes. It’s a great way to learn what style

of speaking you like and how body language can have a

positive or negative affect on what the speaker is trying to

communicate.

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Facial Expression

Always come out smiling—I am happy to be here and glad

you are here, too.

Eye Contact

When you don’t pay attention to your audience they

will not pay attention to you. As you look from person

to person, take two to three seconds on each person.

Quickly sweeping the audience without eye contact is not

effective.

You can only talk to one person at a time, move your

eye contact through the audience looking and talking to

one person at a time—the friendly ones. Be aware that

some people are very uncomfortable with direct eye

contact for various reasons. If someone suddenly looks

uncomfortable when you make direct eye contact, move

your gaze elsewhere.

Posture

Stand tall with shoulders back. This will help give the

impression of confidence.

Hands

• Keep hands visible.

• Do not hide hands in pockets or behind your back.

• Do not fiddle with objects, hair, rings, or watch.

• Do not scratch or tap fingers.

• Use your hands for gesturing only when you are using

your whole arm.

If you have a hard time controlling your hands, consider

standing behind a chair and resting your hands on the

back of the chair; don’t lean on the chair.

Feet

• Maintain equal weight on each foot.

• Do not shift back and forth, pace, sway, rock, or stand

on the sides of your shoes.

• Do not tap toes, go up on your tiptoes, or dig with your

heels or toes. This could be interpreted as impatient or

hostile.

When your body language says the same thing as your

words, people can trust what you’re saying

If your body language does not match your words, you

have lost the confidence of your audience.

The words you use are an important way to convey

your message. However, if your body language sends

a different message from the one coming out of your

mouth, people will believe your body language. Be very

conscious of your tone of voice and body language. Be

sure that what you do conveys the same message as what

you say.

Words represent your intellect. Sound, gestures, and

movement represent your feelings.

Body LanguageYour words may say one thing, but your body may say another. You will never have a second opportunity to make a first

impression. Study the suggestions below and try to put them into practice any time you speak, whether at a meeting or

face to face.

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Practice Your OpeningWhen opening your first meeting, it’s important to create an immediate connection with your audience.

Share your story. Describe why you volunteered to be the service unit leader. Give an example of what Girl Scouts means

to you. Express your ideas for the year, and remind volunteers of the benefits of attending the service unit meetings.

Here is a sample:

“Hi, many of you know me, but for those who don’t my name is .

I am excited to take on the role of service unit leader.

I have been a Girl Scout troop co-leader for the past five years. I love being able to spend more time with

my daughter and her friends, and to help make a difference in the community. As a troop co-leader, I

could see the positive outcomes of the girls participating in Girls Scouts as girls are given the opportunity

to build leadership skills that may not be available elsewhere.

I’m looking forward to working with my fellow volunteers in the service unit to continue to give girls and

volunteers opportunities to build and grow skills that will benefit them in the world.

The service unit meetings will be an opportunity for volunteers in the area to network, and to give

volunteers a connection to the council. Resources from the council will be available, including new event

opportunities and contact information for the community event providers in our area that provide troop

activities. Our meetings have always ended on time or early, and I’ll work hard to continue to make that

happen.

New this year, we’ll be handing out “Daisy Dollars.” For each service unit meeting you attend, you’ll receive

one Daisy Dollar. If you arrive early to set up, or stay late to clean up, you’ll earn an additional dollar. At the

end of the year, you’ll use your dollars in an auction for some fun Girl Scout prizes.

Let’s get started. The first item on our agenda is ‘What I Did Last Summer,’ What fun things did your

Girl Scouts do?”

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My Opening StatementNow, write your own first meeting opening. What do you want the group to know about you right away? Will there be

changes? Are you planning to keep anything popular the same for now? What else?

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Do:

• Be concise and to the point. Remember that view

screen size varies greatly across devices.

• Be sure to respond to all points of the original email.

• Answer within two business days. Give receivers at

least two business days to respond.

• Fill in the subject line. Always include Girl Scouts in

your subject line. Some people will not open emails if

they do not recognize the email address.

• Put your name at the bottom of the message. In your

closing, include your name and title as service unit

leader.

• If you are emailing a group, use the BCC to avoid

sharing everyone’s email address and “reply all”

disasters.

• Use the “reply all” option sparingly.

• Leave the original message thread on your reply, so

the recipient doesn’t have to search for related emails

for necessary information.

• Email is great for getting information out. Pick up

the phone if you are worried the recipient may

misunderstand your intentions and for more personal/

emotional conversations.

• Proofread the email before you send it.

• Consider creating a service unit email address just for

service unit business.

• Let people know very clearly how you will

communicate with the service unit: email, Shutterfly,

Facebook, etc.

Email EtiquetteMaking a good impression doesn’t only happen in person. Consider the points below before pressing “send”.

Don’t:

• Write anything you wouldn’t say in public.

• Use email to discuss confidential information.

• Type in all caps or using excessive exclamation points,

it may be interpreted as shouting.

• Copy a message or attachment without the permission

of the original sender.

• Use smileys or emojis excessively. Word your

messages carefully so they are not needed to convey

your message properly.

• “Spam” your readers by sending them unnecessary

or frivolous messages. Soon they’ll quit opening any

messages from you.

• Let a confusing response remain a mystery—pick up

the phone and contact the sender.

• Use Girl Scout email list for non-Girl Scout purposes.

• Include your personal businesses/titles in Girl Scout

emails.

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Stress Management and Taking Care of Yourself

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Delegation Quiz—How are your skills?The role of service unit leader comes with many responsibilities. We strongly

encourage you to build your team and delegate responsibilities to other

volunteers.

Delegation is a critical leadership skill. How are your skills at delegating? Are

you a pro, or could they use some work?

Answer as accurately as you can—this is for your benefit, no one else.

Always Often Sometimes Rarely Never

When you lead a team, do team members come to you with

new ideas and alternate ways to approach things?

Do you insist that tasks you delegate be done your way?

Does the person you’ve delegated to have the freedom to do

things their way?

Do you explain how a task you’re delegating to someone

can benefit the individual doing the task, and the team as a

whole?

When you delegate tasks, do you set up regular meetings to

check on progress?

When you delegate a task, do you refrain from giving lots of

advice and trust the person to complete the task, and to ask

for advice or assistance if needed?

Can you, and are you willing to, admit that there are others

who can do some tasks as well as, if not better than, you

can?

Do you seriously consider delegating a task that you know

will provide a development opportunity for someone else,

even if you know you could do it faster?

When someone comes to you with a problem, do you expect

that they will come prepared with potential solutions, or at

least ready to brainstorm together?

If you move out of state tomorrow, will the teams you are a

member of continue to function?

Do you evaluate every task you receive to see if any, or all, of

it can be delegated?

How did you do? Each of these is a positive trait in delegating. If you answered “always” or “often” to all or most

of the these, congratulations, you’re a great delegator! If you have a few “rarely” or “never” answers, it’s time to

think about how you can improve your delegation skills. Work with your volunteer support specialist to figure out

how to best delegate within your particular service unit team.

It’s ok to ask for help

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Stress-Management & Self-CareWe appreciate our volunteers, and want you to be successful in this new position. We know that the service unit leader

position is not the only responsibility you have in life. We all have days when our many responsibilities collide. Do you

have a go-to way to destress after a rough day?

Take a look at the icons below and circle at least five that you can see yourself doing.

Listen to

music

Take a

napLearn something new

Watch the

stars

Sit in nature Listen to a guided

relaxationRead a

good book

Take deep belly

breaths

Write your

thoughts and

dreams in a

journal

Walk

barefootin the grass

30 Ways to Destress

Color with

crayons

Turn off all

electronics

Put on some

music and

dance

Forgive someone

Read or watch

something

funnyFind a

relaxing

scent

Buy yourself

flowers

Call an old

friend

Take a bath—with

bubbles

Drink teaRead a

picture book

Curl up in a

blanket

View

some

art

Let out a

big sigh

Play with your pet

Spend an

evening

without TV

Paint a peaceful scene—in your imagination

Change your

coffee break to an

exercise break

Do a good deed

Find someone you’re grateful to and thank them

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Thank you for stepping up and taking on the role of service unit leader. We look forward to seeing your leadership skills grow in new ways and to seeing the exciting directions you’ll take your service unit.

You are appreciated!