Standard Operating Procedures for 6^th Marine Division Officials

This project focuses on capturing, on paper, the responsibilities of 6^th Marine Division officials. While the Division’s Bylaws offer a starting point to understanding how the organization is run, they obviously do not articulate everything involved in being a treasurer, secretary, president, etc. That is where Standard Operating Procedures (SOPs) come into play. They are an excellent management tool to ensure a staff, board, organization, etc. works effectively as a team and that each individual--and, importantly, his replacement-- understands his responsibilities within the team.

Eventually, as our Division Warriors age, they will turn to their Sons and Daughters Group (SDG) for greater assistance in running the organization. This could include a bylaws change in the future, which would make offspring eligible to become regular members (vs. associate members), and as such, eligible to run/vote for elected positions within the Division.

There are 10 elected officers in the 6thMarDiv Association (current officers are listed in the winter 2004 newsletter), several unit directors, and appointed officials and committee chairmen. A major stated goal of the SDG is to assign a volunteer to shadow each Division leader. Not only would the "shadow" provide support to the elected official, but also work with the official to record his responsibilities and draft a SOP pertinent to his respective position. Thus, whomever is elected to the position next term will have a good written turnover file for reference.

The positions include: President, President Elect, Secretary, Treasurer, Chaplain, Editor, Judge Advocate, Membership chairman, Public relations, Webmaster, Historian, Service Officer.

Support Needed. In the course of receiving S/D questionnaires, I noticed that several of you expressed interest in shadowing/supporting the elected officials. Here is your chance! As a point of departure, here is one approach we can take:

- Interested S/Ds review the Division’s Bylaws to better understand the existing standards.

- Volunteer "shadows" establish contact with current elected officials and pick their brains for all implicit, implied, and additional tasks that each performs.

- Volunteers start drafting SOPs relative to their selected official’s responsibilities.

- S/Ds strive to have at least one draft SOP ready for review by the Division’s Board of Directors by Sep 04.

- Board members and S/Ds meet at 04 reunion to discuss the SOP process; S/Ds link up with incoming elected officers to offer support over the next year and continue the SOP development process.

In addition to SOP development, I think it would be prudent to capture the less formal, but meatier desktop turnover procedures that each official is sure to have. This will help us understand the minutia, subtleties, and "how to" of each position.

Please contact me if you are interested. I will provide a basic SOP format so each volunteer, at a minimum, captures the same type of data. I can link you with the current officer filling the billet with which you would like to help. Also, it would be most productive if you could talk with a few of the immediate past officers of each position so you can get a well-rounded feel for the office and duties. I can give you names/numbers for this as well.

I have noticed that the bylaws are not posted on the website; assuming there is no restriction, I will get them posted soon for your review. In the interim, I can fax or mail them to you for consideration.

Remember to periodically look under the S/D button, http://www.sixthmarinedivision.com/sdindex.htm at the Division’s webpage, http://www.sixthmarinedivision.com, for any updates on this and other projects. We also will send out email updates to the SDG.

R, Jean Steed, billysteed@prodigy.net, ph 480-563-4731

Contact Information
Bill Pierce
PR Chairman
(Weapons Co., 29th Marines - 6th USMC Div.)
gyrene629@aol.com

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