Extension Advisory Committees: Recruiting & Orienting Members

Without a strong foundation, even the best-built house will eventually fall. Likewise, an Extension advisory committee is only as strong as its members, their skills, and the orientation and training they receive from you, the agent.

The changing nature of Extension and the needs of clients require you to think strategically about recruiting advisory committee members who have the skills and abilities to address identified issues and problems, while also enhancing your ability as an Extension agent to do your job. As these issues and problems evolve, so should your committee membership.

Preferred Advisory Committee Member Traits

When considering potential advisory committee members, start by making a list of individuals along with their corresponding demographics, relevant knowledge, and skills. Seek members who have a broad understanding of the issues facing your community. Additionally, they should know or belong to the audiences you aim to reach and be committed to the committee’s purpose. Finally, seek members who may have views different from your own, are known for creativity or imagination (big-picture thinkers), and may challenge you to think critically.

The skills you look for in building your committee depend on its purpose. If you need to raise funds for your programs, seek members with grant-writing, event management, business, or marketing skills. If you need public advocates for Extension, recruit members with public speaking or journalism skills. For support with program policy and procedures, prioritize members with management skills and attention to detail.

Remember that teamwork is essential for a functional advisory committee. So, in addition to knowledge, commitment, and mission-specific skills, members should demonstrate—or be willing to develop—certain attributes necessary for effective teams, including:

• leadership skills (including shared leadership)
• respect for and willingness to work with others
• flexibility and adaptability
• communication skills (including listening and networking)
• long-term vision, coupled with short-term action

Potential members might include:

• current or former Extension agents
• current or former volunteers
• representatives of partner organizations
• representatives from key community-based organizations serving your target audience(s), including parents of young adults in 4-H programs
• representatives from your community’s cultural, racial, and ethnic minorities

Additional criteria for membership may include diversity of opinions and experience, as well as a balance of cultural, racial, age, and gender representation.

The Recruitment Process

Now that you have a list of potential candidates, you’ll need to approach each one with a request to become an active member of your advisory committee. In some cases, an email or phone call will suffice, especially if you know the person well and they already have a strong understanding of Extension and your programming efforts.

However, it may take several attempts at making contact and networking to “sell” them on the idea of joining your committee. In these situations, it’s best to understand what these individuals value and what motivates them.

For example, someone interested in children’s issues may want to know how the advisory committee will make decisions about educational programming for disadvantaged young people in the community. Another person might be a well-known community leader who would relish the opportunity to enhance their role by being an “ambassador” for Extension with their constituents.

Recognize that as you speak to potential advisory committee members, you may first need to raise their awareness and understanding of Extension and your role before they will consider your request. If possible, prepare an elevator pitch—a short, persuasive, one-minute summary of who you are, what Extension does, and why this person would be a good fit.

Also, be prepared to knowledgeably answer any of the following questions a potential member may ask:

• What is a land-grant university?
• How is your county Extension office tied to the MSU Extension Service?
• What is an Extension program?
• What Extension programs are currently offered in your county?
• What audiences are currently reached in your county?
• What impact does Extension have in your county?
• What issues or concerns do you expect the advisory committee to address?
• What would be the time commitment for advisory committee members?
• What would be my role on the advisory committee?
• What’s in it for me to be a member of the advisory committee?

Below is a sample script for an introductory elevator pitch you can use when speaking to potential advisory committee members. Modify it to suit your program area and the individual you are speaking to.

As you recruit members, seek suggestions from other agents, your regional Extension coordinator, partner agencies, and others. Once you’ve selected your committee, ask members to complete a profile form that gathers basic information about their current knowledge and skills. This will help you build a dynamic, strong, and well-rounded committee. See the end of this publication for an Extension Advisory Committee Member Profile template.

Orienting Advisory Committee Members

Orientation and training for new and existing committee members are essential. If you have existing committee members, recruit them to assist with orienting new members. As the Extension agent and facilitator of the committee, it is your responsibility to ensure your committee members understand:

• MSU Extension and its mission
• the role of Extension locally, regionally, and beyond
• your role as the agent
• members’ roles and responsibilities
• how everything fits together—the BIG PICTURE

Meeting frequency often depends on the type and purpose of the committee, as Extension-related situations may change rapidly or remain stable for extended periods. As a good rule of practice, your advisory committee should meet quarterly, but at a minimum, twice a year—once for a needs assessment and once to report programmatic results. Avoid calling unnecessary meetings when there are no new issues to discuss or decisions to make, as this may frustrate and demotivate committee members.

At the first meeting of your Extension advisory committee, each member should receive a welcome packet that includes:

• basic information about the organization and your programs (including your current Plan of Work)
• a list of other local Extension personnel and their program assignments
• current bylaws (including member rotations)
• job descriptions outlining member responsibilities (including specific roles of officers)
• any other relevant information they need to know

To respect your members’ time, keep the meeting under two hours. Schedule it at a convenient time and place for members, start and end on time, and be well-prepared to maintain professionalism and credibility.

Below is a sample agenda for a formal orientation session with an advisory committee.

As the agent, you should have clear expectations of your advisory committee. Keep in mind that your advisory committee members will also have their own expectations regarding their participation. If you are unaware of these expectations and do not ensure they are met, members may not stay long or may not be fully engaged in the process. Members expect to:

• feel welcomed at committee meetings
• receive a clear explanation of roles (for members and the Extension agent)
• receive ongoing support from the agent until they feel competent in their roles
• have an active role in addressing specific issues
• feel that their contributions are valued
• actively communicate with the agent and other committee members outside of meeting times

The importance of orienting your advisory committee should not be overlooked. You cannot expect advisory members to be effective contributors if they are not aware of their roles, and the best way to raise their awareness is through effective recruiting and orientation.

The PDF above includes an Extension Advisory Committee Member Profile template.

Publication 2907 (POD-09-24)

Reviewed by Donna Peterson, PhD, Extension Professor, Human Sciences. Written by Marina Denny, EdD, former Associate Professor, Human Sciences.