PHASE 2: UNITE


Detailed Instructions

Week 4


Overview

In this phase, students will identify executive roles and responsibilities as well as establish their leadership/executive team. Students will be involved in an inclusive environment where they are engaged, motivated, and committed. To ensure total student engagement, all company stakeholders that do not hold executive roles will be assigned a position including roles and responsibilities dependent on their skills and interests. 

The team emerges from an inclusive leadership framework where students are engaged, motivated, and committed.

 
Note on Agenda Timing
If you did not complete the idea pitches in Week 3, you can do them in Week 4 and push back agenda items in this week to Week 5. If you completed your idea pitches in Week 3, you may still need to cover some of the items including business model canvas and venture funding before moving on to Week 4 (executive team selection.)


Objectives

  • Revisit the concept of leadership, learn about various leadership styles, and define roles.
  • Evaluate the department functions, roles, and responsibilities.
  • Establish roles for all stakeholders.
  • Finalize the mission and establish an organizational structure.


Mentor Preparation
  • Review detailed instructions to become familiar with materials/activities
  • Review videos and materials in advance on the JA Canada Resource Portal
  • Prepare for the selection process chosen: determine how ballots are placed (your charter may provide details/suggestions) and Interview Process Questions for Candidates (if applicable)
  • Ensure you can access the Employee Handbook Template online during the program and direct students to the online portal

 

Note: All documents and videos referenced in the detailed instructions are available on the JA Canada Resource Portal.


 Please note that anywhere this icon is shown, resources have been adapted for the virtual Company Program. 


Agenda 

  1. Attendance (5 min)
  2. Ice Breaker (20 min) 
  3. Idea Pitches (if not covered in Week 3 - refer back and complete before proceeding)
  4. Business Model Canvas (if not covered in Week 3 - refer back and complete before proceeding)
  5. Venture Funding (if not covered in Week 3 - refer back and complete before proceeding)
  6. Selection process (30 min) 
  7. Determine Executive Team & all Stakeholder Roles (30 min) (THIS CAN BE MOVED TO WEEK 5)
  8. Employee Handbook (15 min) (THIS CAN BE MOVED TO WEEK 5)
  9. Wrap-up (5 min)

 

Activities

       1. Attendance (5 min)

          2.  Ice-Breaker (20 min)

          3. Selection process (60 min) Slide 91

    *AGENDA NOTE* You can move this to Week 5 if you have not completed your idea pitches.

          • Conduct your Selection Process at the beginning of the meeting, to allow enough time for all candidates. 
          • Provide details on the online ballots so students have them on hand for the speeches or panel interview process. Refer to the Interview Panel Questions for Candidates document if applicable. 
          • Vote for the Executive team in the following order: 
              • President 
              • VP Finance  
              • VP Marketing 
              • VP Sales 
              • VP Production 
              • VP Technology
              • VP Human Resources
          • The following positions are optional:
              • VP Corporate Social Responsibility 

    Best practice tips:  Consider advising students on limiting the number of positions for which they run. Running for multiple positions could cause other participants to question the true intentions of the candidate.  Optional positions should be determined based on company size and student interest. Please keep in mind that students will take on non-executive leadership roles in their department of interest. 

          4. Determine Executive Team & all Stakeholder Roles (30 min) 

    *AGENDA NOTE* You can move this to Week 5 if you have not completed your idea pitches.

          • Once the executive team is determined, you will work with department heads and remaining non-executives to determine where remaining stakeholders would fit best into the organization based on their self-assessment and their interest in the functional areas and roles
          • Non-executives migrate to the department in which they are interested. 
          • Stakeholders then discuss possible positions with the department head and other interested stakeholders (Refer to the 2.2.03 Org Chart with all Dept. Roles document)
          • Examples are given of possible positions, but stakeholders are able to take the initiative and develop their own personalized position – ultimately each stakeholder in the company should have a role, function, and accountability (this also applies to advisors)
          • If a social media account is to be used for communications purposes outside of the weekly meetings (group chats etc) emphasize the need for keeping all Company information/data and conversations private to only Company members, is to be reinforced.
          • In the Organizational Structure Template, students should list all roles and names – This should be finalized and mapped out before the end of this meeting. Teams may also complete the Organizational Chart in MURAL.
    5. Employee Handbook (15 min) 

    *AGENDA NOTE* You can move this to Week 5 if you have not completed your idea pitches.

          • An Employee Handbook is a document that includes information that employees may need to refer to frequently in order to meet the terms and conditions of their employment. Having established policies will help eliminate confusion of what is expected from everyone.
          • Take the time to introduce briefly the Employee Handbook Template (and advise students to consider how they will modify the handbook to meet their company requirements). Review as a group the Code of Ethics and Test of Disclosure elements contained in the handbook to emphasize their importance. 
          • The VP of HR will oversee the creation of the Employee Handbook which will be due in Week 6. The VP of HR will collect the signed Code of Ethics agreement to keep as a record.
    7. Wrap up 
          • Congratulate students on successful elections and forming their teams. This is a great accomplishment.

    Small Group Session:     If you have time, host your small group session after elections and check in on your students - those who won and those who didn't get elected. Some of their personal goals may change depending on the outcome of their roles. Reassure those that did not get elected that they play an important in the company and support them in identifying their areas of interest and what titles and responsibilities they may take on. Student engagement may decline due to the outcomes of the elections - make sure you check in with each individual and see how they are feeling! 


    Next Steps
    Students:
          • Encourage students, especially the Management Team, to go to the JA Canada Resource Portal and review the Department Responsibilities document as well as the resources available by department in preparation for Phase 4: Build.
    Mentors:
          • Review Department Responsibilities and the Record Keeping Tool in preparation for the next phase.