Hello and welcome, everyone! My name is Ginger Greenwood, and I am a Scouting Relationship Manager with Chinook Council in Calgary, Alberta. I also proudly volunteer with the 253rd South Heritage Scouts Group. Today, we’re going to transform the way we think about Group Committees—from traditional,
routine meetings to dynamic engines of collaboration and impact.
Let me share a couple of stories to get us started: The first involves a committee that realized they spent too much time on reports and not enough on supporting their Scouters. By shifting their focus, they turned frustrations into a vibrant, unified team. Scouters felt supported, meetings became more productive, and their entire group benefitted.
In another example, a team told me, ‘It’s always the same people volunteering and stepping up for big activities. We need fresh people, but no one ever comes forward.’ During a roundtable discussion, someone pointed out that only certain people were invited to the Group Committee. After some reflection, they decided to open their committee meetings to all Scouters and actively invite
participation. The process was slow, but with patience and persistence, they began attracting new members, injecting fresh ideas, and ultimately changing the dynamic of their committee for the better.
So, as we begin, I want to ask: When you think about your Group Committee meetings, which phrase best describes your experience? Enter your answer in the poll now
Half of all Group Committees report spending the majority of their meetings on administrative updates and reports. While these tasks are important, they often take up valuable time that could be spent on strategic planning, collaboration, or Scouter support.
When meetings focus heavily on paperwork or lack meaningful engagement, Scouters can leave feeling unsupported and disconnected. This disengagement doesn’t just affect the individuals; it ripples out to impact youth programs and overall group dynamics.
Nearly half of Scouters report a lack of confidence in their roles, and they point to insufficient mentorship and training as key factors. This is a missed opportunity, as committee meetings could serve as a space to equip Scouters with the tools and confidence they need to thrive.
Here’s the good news: Committees that shift their focus to collaboration, mentorship, and planning see a significant boost in Scouter engagement—up to 60%. When Scouters feel supported and involved, they’re more likely to stay engaged and committed, which benefits the entire group.
These statistics tell a clear story: traditional approaches to Group Committees aren’t working for everyone. But they also highlight an incredible opportunity. By focusing on collaboration, mentorship, and meaningful engagement, we can transform these meetings into dynamic spaces that drive Scouting forward. Let’s explore how we can make this happen together.
Let me introduce you to Jane. Jane is a new Scouter, and she’s excited to help youth grow and thrive. She brings great energy, fresh ideas, and a willingness to learn—exactly what any group would hope for in a new Scouter.
But Jane’s enthusiasm began to fade after just a few months. Why? Because her Group Committee wasn’t set up to engage or support her. Meetings focused on reports and updates, leaving little time to discuss challenges or provide mentorship. Jane started to feel lost, unsure of her role, and disconnected from
the team. Her confidence dwindled, and eventually, she questioned whether she even belonged in Scouting.
Now, imagine if Jane’s committee had approached things differently. What if they had welcomed her with open arms, provided her with mentorship, and created a space for her to share her ideas? What if they used their meetings to focus on collaboration and Scouter support instead of just ticking off agenda items?
Jane’s experience—and her impact on the youth—could have been so much greater.
Jane’s story is not unique. Many committees face similar challenges in creating an environment where all Scouters feel supported and engaged.
So let’s take a moment to reflect: What do you think are the biggest barriers to engagement in your committees? Share your thoughts in the chat or take yourself off mute and tell us a quick idea.
Let’s reimagine what our Group Committee meetings can be. Instead of a routine exchange of updates, what if these meetings became dynamic spaces where Scouters feel energized, equipped, and connected?
The first step is recognizing that these meetings are opportunities to empower Scouters. Use this time to equip them with tools, share knowledge, and provide mentorship. When we build their confidence, they pass that confidence on to our youth.
Imagine dedicating time in every meeting to collaborate on planning events that energize your entire group Founders Day celebrations, group camps, or innovative linking activities. This not only makes meetings exciting but also fosters a sense of shared purpose.
Lastly, make your meetings a hub for collaboration and mentorship. Use this time to brainstorm solutions to challenges, celebrate successes, and create a culture where ideas flow freely. Encourage Scouters to innovate and take ownership of activities.
By focusing our time intentionally 15 minutes for updates, 30 minutes for collaboration and planning, and 15 minutes for mentorship we can create meetings that truly drive our group’s success. Let’s make every moment count, and together, reimagine how we lead.
How can we use meetings to plan exciting group events like Founders Day, camps, or other big activities? Think about what your team needs to make these events a success and how your committee can support them.
Many of our new Scouters feel overwhelmed. What tools or training like ScoutsTracker can we provide during meetings to make them feel confident and capable?
Lastly, let’s focus on collaboration. What can you do to share challenges and celebrate wins within your group? Think about ways to make meetings a space where Scouters feel supported and connected.
I will share a whiteboard with you let’s take 5-7 minutes to brainstorm, and jot down as many ideas as you can, in the 3 categories.
Now that we’ve explored practical changes for your meetings, let’s focus on the guiding principles that make these changes meaningful. These principles ensure your Group Committee is a driving force for positive impact.
Meetings should leave Scouters feeling energized and ready to make a difference. Focus less on reporting what’s already happened and more on sparking ideas and action. Share opportunities, brainstorm solutions, and set clear goals that empower everyone to contribute.
A strong Group Committee reflects a healthy, thriving group. Use your meetings to address challenges, celebrate successes, and build connections. Make this a space where everyone feels included and valued.
Mentorship is one of the most powerful tools we have to support new Scouters and even seasoned ones looking for fresh ideas. Encourage innovation by creating a safe space to try new approaches, share lessons learned, and mentor others toward success.
Keep these principles in mind as your compass. By inspiring action, fostering collaboration, and embracing mentorship, you’ll transform your committee meetings into meaningful, impactful experiences for everyone involved.
Let’s talk about some practical tools you can use in your Group Committee to engage and support Scouters effectively. These aren’t just tools—they’re opportunities to build confidence, save time, and create impactful Scouting experiences. A few example ideas:
ScoutTracker can be overwhelming for new Scouters. Hosting short tutorials in your meetings helps them navigate this powerful tool. Show them how to track youth progress, plan activities, and stay organized.
Empower Scouters to guide youth-led events with pre-built templates for camp planning, fundraising, or special days like Founders Day. These templates save time and help ensure events run smoothly.
Mentorship is key to Scouter success. Introduce frameworks that pair experienced Scouters with new ones, provide step-by-step guidance for activities, and create a welcoming environment where questions are encouraged.
These tools can turn uncertainty into confidence and create a sense of collaboration within your group. Think about how you can introduce one of these tools at your next meeting to support your Scouters and elevate your program.
Let’s explore how to use engaging meeting formats to drive collaboration, inspire innovation, and implement meaningful changes in your Scouting groups. For collaboration, consider tools like vision boards to align your goals and scenario planning to prepare for the 'what-ifs' of events or group dynamics. These tools ensure everyone is on the same page and ready to tackle challenges.
When brainstorming events, techniques like rapid ideation can help generate ideas quickly, while reverse brainstorming ensures you’re addressing potential issues before they arise. This way, you’ll have both creative ideas and solid plans in place.
Training is key. Try peer skill-shares to leverage expertise within your group or role-playing scenarios to prepare Scouters for real-world situations. These approaches not only build skills but also strengthen your team’s confidence and readiness. Let’s be honest, there can be a lot of laughs with this as well. Finally, create space for idea sharing with formats like lightning talks for quick inspiration or Café discussions for dynamic group input. These approaches encourage everyone to contribute and learn from one another.
A clear and focused agenda sets the tone for productive meetings. It ensures we’re using our time efficiently and addressing what matters most to our group and youth.
Start with concise updates on group activities and administrative tasks to keep everyone informed without consuming too much time. This allows us to focus on deeper discussions. Use this time to work together on upcoming events and initiatives. Collaboration not only distributes the workload but also ensures everyone feels ownership of the group’s direction.
Meetings are an opportunity to grow together. Incorporate short training sessions or peer mentorship to equip Scouters with skills they can take back to their youth. This is about balance—create a safe space to discuss hurdles and brainstorm solutions but also take a moment to recognize achievements and build morale. These moments foster connection and motivation. By having a purposeful agenda, we ensure Scouters are better supported, challenges are addressed proactively, and our planning is stronger—all of which translates to better experiences for the youth.
Agenda Word Template to share.
Story time again, one group I support, held a Scouters’ café, a casual and welcoming event designed to foster open conversation among Scouters. The idea was simple: provide a comfortable space where Scouters could share tips, discuss challenges, and exchange ideas over coffee and snacks. Some shared
quick wins, like effective ways to plan activities, while others sought advice on managing group dynamics or supporting youth with specific needs.
The result? Scouters left the event feeling heard, valued, and empowered. This renewed sense of support and collaboration had a ripple effect: youth programs saw fresh ideas and more enthusiastic leadership, leading to better engagement and overall group success. The café became a regular feature of their group’s culture, promoting a sense of community and continuous learning.
The Scouters’ café embodies the principle of collaboration and support. By creating intentional spaces for Scouters to connect and share, you can foster a culture of trust, creativity, and mutual growth. When scouters feel supported, they’re more confident and motivated to inspire and empower youth, leading to
stronger programs and a more vibrant Scouting experience.