Managing Your Team

Your success as State Chair depends largely on your District and Lodge Chairs. This guide covers how to build, support, and lead an effective team across your state.

Your Team Structure

State Chair (You)
    │
    ├── District Chair (Region 1)
    │       ├── Lodge Chair - Lodge #100
    │       ├── Lodge Chair - Lodge #101
    │       └── Lodge Chair - Lodge #102
    │
    ├── District Chair (Region 2)
    │       ├── Lodge Chair - Lodge #200
    │       └── Lodge Chair - Lodge #201
    │
    └── (Additional Districts...)

Role Clarity

Role	Primary Focus	Reports To	Supports
State Chair	State-wide strategy, national coordination	National Directors	District Chairs
District Chair	Regional coordination, Lodge Chair support	State Chair	Lodge Chairs
Lodge Chair	Local execution, community outreach	District Chair	Volunteers

Recruiting Chairs

Finding Good Candidates

Ideal Characteristics:

Passionate about youth and community
Reliable and follows through on commitments
Good communicator
Organized and can manage their time
Willing to learn
Active in their lodge

Where to Look:

Current lodge leaders who show initiative
Members involved in other lodge programs
Recommendations from District or Lodge officers
Members who’ve volunteered at DAP events
Newer members looking for ways to contribute

The Recruitment Conversation

Opening:

“I’ve noticed your involvement at [Lodge/District] and wanted to talk to you about an opportunity. The Drug Awareness Program is looking for someone like you to serve as [Role]. Would you have a few minutes to hear about it?”

What to Cover:

What DAP does and why it matters
What the role involves (be honest about time commitment)
What support they’ll receive
Why you think they’d be good at it
Answer their questions

Addressing Concerns:

Concern	Response
”I don’t know anything about drugs"	"You’ll receive training and materials. You don’t need to be an expert - you need to care about kids."
"I don’t have much time"	"The role is flexible. Even a few hours a month makes a difference. Start small and build from there."
"I’ve never done anything like this"	"Neither had I when I started. I’ll be here to support you every step of the way."
"What if I’m not good at it?"	"We’ll work together. There’s no perfect way to do this - just showing up matters.”

Onboarding New Chairs

First Contact (Within 1 Week of Appointment)

Welcome call/email - congratulate and express confidence
Share the training website and key resources
Explain immediate next steps
Schedule a follow-up call in 2 weeks

Orientation Checklist

For New District Chairs:

Review the District Chairs Guide
Provide list of Lodge Chairs in their district
Explain reporting expectations (CLMS, communications)
Introduce them to their Lodge Chairs
Share state calendar and upcoming events
Set up regular check-in schedule

For New Lodge Chairs:

Share the Getting Started Checklist
Connect them with their District Chair
Ensure they have CLMS access
Explain how to order materials
Set expectations for first 90 days

First 90 Days Support

Timeframe	Check-in Focus
Week 2	Questions about getting started, resource access
Week 4	Progress on initial goals, any roadblocks
Week 8	First activities, what’s working/not working
Week 12	90-day review, set goals for next quarter

Communication Rhythms

Regular Touchpoints

Frequency	What	Purpose
Monthly	Email update to all Chairs	Share news, reminders, recognition
Monthly	Individual check-in with District Chairs	Support, gather intel, problem-solve
Quarterly	Team call/meeting	Training, planning, connection
As needed	Individual outreach	Support specific situations

Monthly Update Template

Subject: [Month] DAP Update - [State]

Hi Team,

Here's your monthly DAP update:

📅 UPCOMING
• [Key dates and deadlines]
• [Events or activities this month]

✅ REMINDERS
• [Action items or things to remember]

🌟 RECOGNITION
• [Highlight a success or thank a volunteer]

📚 RESOURCES
• [Any new materials or training]

Questions? Reach out anytime.

[Your Name]

Effective Team Calls

Monthly/Quarterly Call Agenda:

Welcome and quick wins (5 min)
Updates from State Chair (10 min)
District/Lodge reports - round robin (15-20 min)
Training topic or discussion (10-15 min)
Q&A and open discussion (10 min)
Next steps and close (5 min)

Keep Calls Valuable

If a meeting could be an email, send an email. When you do meet, make it worth their time with information they can’t get elsewhere.

Supporting Your Team

Proactive Support

Be Available:

Respond to questions promptly
Let them know the best way to reach you
Be approachable - no question is too small

Provide Resources:

Share materials proactively
Forward relevant information from National
Connect Chairs with helpful resources

Remove Obstacles:

Help solve problems they can’t solve alone
Advocate for resources they need
Run interference with difficult situations

When Chairs Struggle

Signs of Struggling:

Missed deadlines or commitments
No activity logged in CLMS
Not responding to communications
Expressing frustration or overwhelm

How to Help:

Reach out with curiosity, not judgment

“I noticed things have been quiet. How are things going? Is there anything I can help with?”
Listen first - Understand the real issue before offering solutions
Offer specific help

“Would it help if I contacted that school for you?” “Can I connect you with [Name] who’s dealt with something similar?”
Adjust expectations if needed - Sometimes life circumstances require scaling back
Know when to have a harder conversation - If someone consistently can’t fulfill the role, it’s better for everyone to find a replacement

Handling Performance Issues

Progressive Approach:

Step	Action
1. Conversation	Share observations, ask what’s happening, offer support
2. Clear expectations	Specific goals and timeline, documented support
3. Follow-up	Check progress, acknowledge improvement or note concerns
4. Decision	Continue, additional support, or transition out of role

Having the Hard Conversation:

“I appreciate your willingness to serve, and I know you care about DAP. I’ve noticed [specific observation]. Can we talk about what’s happening and figure out a path forward?”

Motivating and Recognizing

What Motivates Volunteers

Motivator	How to Provide
Purpose	Connect their work to impact on youth
Autonomy	Let them own their area, don’t micromanage
Mastery	Provide training and growth opportunities
Connection	Build team relationships, share stories
Recognition	Acknowledge contributions publicly and privately

Recognition Ideas

Informal:

Personal thank-you calls or notes
Mention in team communications
Share successes with National Directors
Social media shout-outs

Formal:

Certificate of appreciation
Recognition at state convention
Nomination for state/national awards
Letter to their lodge leadership

Team Recognition:

Celebrate milestone achievements
Share success stories across the state
Create friendly competition between districts
Host appreciation events

Sample Recognition Note

Dear [Name],

I wanted to take a moment to thank you for your outstanding work as [Role] for [Lodge/District].

Your [specific accomplishment - e.g., “work with Jefferson Elementary resulted in 200+ students learning about drug prevention”] is exactly what DAP is about.

Your dedication makes a real difference in young people’s lives. Thank you for being part of this team.

With appreciation, [Your Name]

Building Team Culture

Creating Connection

Share stories - Success stories build momentum and connection
Celebrate together - Acknowledge team wins, not just individual ones
Encourage peer support - Connect Chairs who can help each other
Be human - Share appropriate personal updates, acknowledge life events

Facilitating Peer Learning

Pair new Chairs with experienced mentors
Have Chairs share what’s working at team meetings
Create informal channels for questions (group text, email thread)
Recognize Chairs who help other Chairs

Handling Conflict

Between Chairs:

Listen to both sides separately first
Focus on the work, not personalities
Find common ground around shared mission
Mediate if needed, but encourage direct resolution

With You:

Stay calm and professional
Seek to understand their perspective
Focus on solutions, not blame
Know when to involve National Directors

Succession Planning

Building Bench Strength

Identify high-potential Chairs early
Give stretch assignments to develop skills
Involve promising volunteers in state-level activities
Cross-train to build redundancy

Preparing Your Successor

As you approach the end of your term:

Document processes and contacts
Identify and mentor potential successors
Introduce successor to key relationships
Create transition materials

Transition Checklist

Document all recurring activities and deadlines
List key contacts (National, vendors, school partners)
Summarize what’s working and what needs attention
Transfer files and materials
Introduce successor to District Chairs
Be available for questions during transition

Your Legacy

The best State Chairs leave behind not just a successful program, but a team of capable leaders and a successor ready to continue the work.