Empowering City Clerks: Building Confidence, Cultivating Well-Being, and Developing Expertise
Debi Wilcox, CEO, Meetings Solutions Group
Empowering Municipal Clerks
Municipal clerks are the unsung heroes of local government, tasked with many responsibilities that keep the wheels of government turning smoothly. Here we summarize our recent webinar with Debi Wilcox, a seasoned professional with a wealth of experience in the public sector. She holds a Master of Public Administration and an Executive Master of Municipal Management. She’s also a registered parliamentarian. Debi is also the former Director of Legislative Services and Clerk for Durham, Ontario, as well as a former Clerk for Whitby, Ontario. You can learn more about Debi and her consultancy work at DebiWilcox.com.
The Crucial Role of Municipal Clerks
Municipal clerks serve as the backbone of local government operations. They manage meeting agendas, ensure meetings run effectively and efficiently, handle vital records, and act as a bridge between the public and government officials. To navigate this complex landscape effectively, clerks must deeply understand local laws, bylaws, and protocols.
The Power of Effective Communication
In today’s intricate governmental landscape, effective communication is paramount. Clerks must interpret and communicate complex information to the public and prepare public officials for meetings. Effective communication extends beyond information dissemination, actively engaging stakeholders and fostering transparency.
One valuable piece of advice is the impact of regular communication through email. A weekly email or summary highlighting key events, issues, and priorities keeps stakeholders informed and demonstrates the clerk’s commitment to openness and diligence. This approach ensures that everyone is on the same page and provides a platform for promptly addressing any concerns or questions.
Building Confidence and Expertise
Confidence is the cornerstone of effective leadership in the clerk’s role. Clerks must execute their responsibilities with authority and assurance. Confidence is nurtured through continuous learning and becoming an expert in one’s field.
This includes mastering records management, understanding parliamentary rules, and staying current with evolving technologies. Each step toward expertise enhances confidence in navigating complex municipal landscapes.
Navigating Interpersonal Dynamics
Municipal clerks often find themselves at the nexus of various interpersonal dynamics. Managing relationships with the mayor, council members, and other officials requires finesse. Challenges may range from disagreements over procedures to personal conflicts.
The ability to remain diplomatic, tactful, and resilient in such challenges is critical. Every interaction presents an opportunity for growth. Clerks can showcase their leadership by taking feedback constructively, maintaining a positive attitude, and prioritizing the overall success of the municipality.
Strategically Managing Your Workload: The Power of "No"
Taking on multiple tasks is a common challenge. Navigating this effectively requires a data-driven approach and the courage to say “no” when necessary.
Before accepting a new project, evaluate your current commitments. Presenting detailed data about ongoing tasks, hours spent, and their priority levels can offer a holistic view of your workload. This isn’t about refusal for the sake of it, but a strategic decision to ensure the quality and timeliness of your work isn’t compromised.
The power of “no” becomes essential when your plate is already full. If a new project is deemed a top priority, ask which ongoing tasks can be postponed or delegated. And if turning down a task isn’t feasible, clear communication about priorities and seeking support becomes even more critical.
The Art of Selective Attendance and Time Ownership
In the bustling life of a clerk, the calendar can quickly become cluttered with meetings. However, not every invitation warrants attendance. It’s pivotal to assess: “Do I genuinely need to be there?” Often, you might find that your input can be conveyed in writing, negating the need for your physical presence. This practice spares you unnecessary commitments and ensures that your time is spent where it’s most impactful.
Moreover, transitioning from merely managing time to managing one’s calendar can bring about a profound difference. For instance, after a Monday night council meeting, reserving some hours the following day is wise. This helps you be able to review minutes, understand timelines, and be there for the team. It might sound counter-intuitive, especially in a role centered around public service, but there are moments when being “selfish” with time is imperative. It’s not just for one’s own well-being but also to serve the constituents more effectively. After all, the essence of productivity sometimes lies in realizing that certain meetings could indeed have just been an email.
Empowering the Chair for Effective Meetings
In the intricate dance of a municipal meeting, the mayor or the chair of the meeting stands at the forefront, steering its direction. As a clerk, ensuring that the chair is thoroughly prepared is vital. This not only enhances the efficiency of the meeting but also keeps a clear delineation between the roles of the clerk and the chair.
One key aspect of this preparation involves crafting a comprehensive agenda with notes. This acts as a guiding beacon for the chair, ensuring they remain on track. Equipping the chair with tools to handle dissenting voices is also crucial. Organizing training focused on managing divergent opinions can be immensely beneficial.
However, while offering this support, it’s crucial to remember that the clerk’s primary objective is not to own the meeting but to facilitate smooth operations and not overshadow designated roles.
The Importance of Time Management and Self-Care
Clerks, like many professionals, often find themselves juggling multiple responsibilities both at work and home. With dozens of tasks awaiting attention, it’s easy to fall into a perpetual cycle of playing catch-up. This relentless pace, without breaks, can lead to burnout and even severe health issues, emphasizing the crucial need for self-care.
Planning your day the night before can be an effective strategy to combat this. This preemptive organization doesn’t just facilitate smoother task execution but ensures that you allocate time for yourself. It’s less about rigidly managing every minute and more about wisely managing your calendar. By mapping out your day, setting specific blocks of time for tasks, and allowing breaks, you can strike a balance between professional commitments and personal well-being. Remember, prioritizing self-care isn’t a luxury; it’s essential.
Mental Resilience
In the high-pressure world of municipal governance, mental resilience is not just a desirable trait; it’s a necessity. The constant demands, tight deadlines, and occasional conflicts can affect clerks’ mental health. Therefore, it’s crucial to prioritize mental well-being.
Municipal clerks should make mental resilience a part of their leadership journey. This includes recognizing stressors, practicing self-care, seeking support, and implementing healthy work-life balance strategies. A mentally resilient clerk is better equipped to handle challenges and provide effective leadership.
Knowing Your Team: The Essence of Leadership
An often overlooked aspect of leadership is knowing your team. Understanding team members’ strengths, weaknesses, and aspirations allows clerks to delegate tasks effectively, motivate employees, and foster a cohesive work environment. Building these connections enhances teamwork and elevates the clerk’s leadership.
The Challenge of a Changing Workforce
A significant challenge facing municipal clerks today is the impending retirement of experienced clerks. Statistics show that approximately 45% of clerks are on the verge of retiring, leaving a knowledge gap that must be addressed. To mitigate this challenge, clerks must proactively transfer knowledge to the next generation through mentorship programs or comprehensive training.
Continuous Learning and Growth
Municipal landscapes evolve continually. Regulations change, technologies advance, and societal norms shift. To remain effective, clerks must stay updated on these developments. This involves actively seeking opportunities for professional development, whether through workshops, seminars, or online courses.
By committing to continuous learning, clerks expand their skill sets and position themselves for leadership roles in larger municipalities or organizations in the future.
Upholding Procedural Integrity
Adherence to established procedures and bylaws is paramount in every facet of municipal work. Every meeting, decision, and interaction must align with these guidelines. Clerks play a critical role in ensuring that procedures are followed to the letter, safeguarding the integrity of municipal operations.
When breaches occur, clerks should act swiftly and discreetly to address them. This ensures the smooth flow of meetings and underscores the clerk’s dedication to upholding the highest standards of governance.
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