Information, Education and Communication: The Committee


General features of the committee:

  1. The committee is a body of men and /or women, charged with specific duties to be carried out in accordance with a common plan.
  2. It is a working organization, not a debating body.
  3. It is a working organization, not a debating body.
  4. It is composed of a group of persons who have specialized capabilities equal to the responsibilities given to them, and meeting from time to time to exercise their abilities and functions in co-operative action.


Specifications for a committee:

  1. The Members:
    1. Should have real interest in the cause for which they are working.
    2. Should be competent in their fields.
    3. Should be able to give some time to the committee without burdening themselves too greatly.
    4. Should be able to get along with people.
    5. Should be willing to accept responsibility.
    6. Should have something approach9ing equal status in their business and professional life.
  2. The Chairman:
    1. Should be selected with great care.
    2. Should have technical capabilities.
    3. Should have sufficient influence to be able to recruit capable workers.
    4. Should be able to engender respect from committee members.
  3. Size of the Committee:
    1. The members of the committee must be representative, therefore the size will vary.
    2. The number should not exceed ten nor be less than three or four.
  4. Frequency of meetings:
    1. The meetings should not be held too frequently or absenteeism will result.
    2. The meetings should not be held to infrequently or interests and causes will be lost.
    3. Meeting held once a month should be sufficient provided members may be reached individually between meetings.
  5. Committee Rules:
    1. The Committee Should be representative and include in its membership those from each social,economic, Racial, religious, or geographic group from which support may be sought.
    2. the committees effectiveness is in proportion to the degree to which individuals will accept personal responsibilities.
    3. The activity of the committee determines the activity of all sub-ordinate groups from which aid is sought.
    4. Committees are more responsive critically than creatively. Therefore, a problem should be posed before it and immediately followed with a suggested plan of action. It should have some starting point or which to certre its critical facultion
  6. Committee Procedures. The Committee should determine:
    1. Its Objectives.
    2. Types of meetings.
    3. Time and place of meetings.
    4. Mechanics of the meetings.
      1. Calling the meetings is usually done by the chairman by letter sufficiently before the meeting. He should send a description of the problem to prepare the members so they may deliver an opinion at the meeting.
      2. Special memoranda may be sent by the chairman when several important decisions are sought. A short statement on each problem should be prepared.
      3. Remind the members of the meeting the day before.
      4. Proceedings of the last meeting and detailed information of the proposed projects should be presented.
      5. Committee meeting action should be summarized in a report and mailed to those who were present and to those who were absent, advising and reminding them of decisions made and assignments given.
      6. The friendship and good will of committee workers should be cultivated by the chairman and members outside of meetings, in homes and offices.
  7. Agenda:- Meeting steps should be outlined in advance of the meeting and submitted to the Chairman and all members. The agenda should include:
    1. Comments on reports: A summary of progress to date, with opportunity given for questions and answers.
    2. Reports on assignments: The Chairman should call for reports and give his report first if he has taken an assignment. Oral reports tend to stimulate workers to perform their assignments.
    3. Decisions to be reached on future steps.
    4. New Assignments to both present and absent members.
  8. Psychology in committee work:
    1. Meetings should be conducted from the point of view of the participants, not from that of the leader.
    2. The atmosphere should be happy, comfortable and conductive to mental reception. The simple amenities should be observed.
    3. The members should be welcomed, introduced to strangers, and put at ease.
    4. Personalized consideration should be given the members
    5. Adjacent seating of congenial souls is conductive to getting things done.
    6. Enthusiasm helps stimulate interest. Aids to interest are:
      1. Interesting over all report by the chairman.
      2. Staff reports on specific projects.
      3. Photos, sketches, etc. of the project.
      4. Unusual news clippings.
      5. A non hurried atmosphere
    7. The chairman should keep the meeting on a logical basis and process no gossip or idle talk.
    8. Enthusiastic members may be enlisted to Sponsor a project and call for affirmative action at the psychological moment to get a difficult project passed.
    9. The meeting should be closed promptly to help assure good future attendance and to give adherence to the agenda.
    10. Chairman should thank the members and show appreciation for their aid.