Shared Vision Workshop Programming Processes 2011 Leadership Training Conference.
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Transcript of Shared Vision Workshop Programming Processes 2011 Leadership Training Conference.
Shared Vision Workshop
Programming Processes
2011 Leadership Training Conference
ASME LTC 2011Programming Processes
Slide 2Session Leaders
Vicki Blocker ([email protected])– 2009-10 Chair - South Texas Section
Scott Burr ([email protected])– District D & Santa Clara Valley Section Professional
Development Chair
John Blanton ([email protected])– ASME Fellow– 2010-11 Chair - Greenville Section– District F Programs & Activities Chair
ASME LTC 2011Programming Processes
Slide 3
At the conclusion of this session, you will:• Have a heightened awareness of the rhythm of
the program planning cycle and the mechanics of strategic program planning.
• Understand the mechanics of developing a program execution checklist.
• Consider moving from having a plan for programs to building a system and an infrastructure for program delivery.
Objectives
ASME LTC 2011Programming Processes
Slide 4
Programming Processes Outline
• Review Planning & Program Cycle (5 min)• Program Strategic Planning (10 min)• Deliverables Checklist (10 min)• Programming Applications Table Exercise (50 min)• Best Practices (10 min)
– Webinars (5 min)
• Key Take Away and Q&A (10 min)
ASME LTC 2011Programming Processes
Slide 5
Most Important Function: Planning
ASME LTC 2011Programming Processes
Slide 6
For Long-Term SuccessYou Need a Planning System
• Developing System Infrastructure– Registration– Bank Account and Reporting– Event Checklists– Equipment & Software– Relationships – mutually beneficial
• Venues, Speakers, Donors
– Advertising and Email– Training and Continuity
ASME LTC 2011Programming Processes
Slide 7
Program Planning Tactics
• Be proactive and stay organized • Communicate with others; volunteer support• Event promotion and encouragement of
participation is a must.
• 2009-10 ASME South Texas Section Tactics
• Developed from the common theme at the 2009 ASME South Texas Leadership Summit
• The Three C’s
• Communication
• Collaboration
• Coordination
ASME LTC 2011Programming Processes
Slide 8Programming Cycle
ASME LTC 2011Programming Processes
Slide 9
Program Strategic Planning
• Programming alignment with vision and mission• Who are your customers?
– Meet the needs and interest of members
– Understand your member demographics
• Leverage local resources– People (speakers, hosts)
– Places (meeting/tour sites)
• Survey your members– eMail / Zoomerang / Survey Monkey
• Seek balance• Plan and Communicate: What by When?
ASME LTC 2011Programming Processes
Slide 10
Member Demographics
• Age/Experience– Early career– Middle career– Late career– Retiree
• Education level– Student– Bachelors/Masters– Doctorate or higher– Career change
• Field of Practice– Design– Manufacturing– Construction– Information Technology– Management– Consulting– Education
• Location– Single urban center– Multiple urban centers– Widely dispersed
Know Your Members
ASME LTC 2011Programming Processes
Slide 11General Section Yearly OverviewSouth Texas Section Tentative Program Year
Leadership Summit / Officer Turnover
Officers Planning Meeting
General Mtg (PDH)
General Mtg (PDH)General Mtg (PDH) tIMECE Holiday Social
General Mtg (PDH)E-Week Govt. Relations Event
General Mtg (PDH)LTC
Honors & Awards DinnerDSS
Networking & Fundraising Social Event
Picnic?Summer Annual Mtg
ASME LTC 2011Programming Processes
Slide 12Develop a Checklist
• Planning: Deliverables Checklist
• What by When?
ASME LTC 2011Programming Processes
Slide 13Deliverables Checklist
Initial PlanningBrainstorm meeting topics 1-6 months in advance
Schedule Meeting Presenter 1-3 months in advanceConfirm meeting location and dinner arrangements 1-3 months in advance
Set up Website Registration By last week of the prior month
Marketing CommunicationsIf possible, create flyer with upcoming schedule meeting for
the “season”3 months in advance
Provide information for email blast By last week of prior monthSubmit information to webmaster for posting on website As soon as prior month meeting is
overEvent Operations Planning
Order plaque for presenter 1 month in advanceCommunicate with presenter: obtain bio, assistance with computer, projector, projection screen, microphone, ect.
2 weeks – 1 month in advance, confirm week before event
Guarantee on attendees at location 1 week in advanceExecution Planning
Print flyers of upcoming events to present 1 day in advancePick up plaque or gift card for presenter 1 day in advance
Discuss upcoming events, introduce speaker based on bio, present award upon conclusion
During the event
Sample Monthly Meeting Checklist - Long Lead Time Planning
ASME LTC 2011Programming Processes
Slide 14
Table Exercise1. Develop a list of programs for a calendar year, be sure to account for
planning time. Indicate long-lead items in your planning, and include planning time for each action.
2. Develop an execution checklist for a single event. Include as much detail as possible.Plan one of the following programs for your unit:
• Dinner meeting with technical speaker
• Site tour of local car plant
• Holiday social/networking event at museum
• Awards dinner
• Webinar Meeting
Assume that the event will take place Thursday 12/8/2011.
3. Assign roles for each person at your table to distribute the responsibilities for the tasks. Present your checklist.
ASME LTC 2011Programming Processes
Slide 15
http://volunteer.asme.org/practices/
Unit Best Practice Category Listing
• Community & Government Relations – Outreach• Honors & Awards• Industry Relations – Outreach – External Collaborations• Local Technical Conferences• Marketing – Advertising – Promotion• Members & Leaders• Operations & Organizations• Professional Development – Short Courses – Seminars• Revenue Generation – Finances• Student and Early Career Engineer
Best PracticesSharing, Leverage, Collaboration
ASME LTC 2011Programming Processes
Slide 16ASME Roster/Listserve• Access is provided annually to Section Chairs and District
Leaders who have submitted signed agreements "Conflict of Interest" Society Policy P-15.8 "Use of Member Data" Society Policy P-12.14
– Responsibility to another member of their unit; however the new member must also submit signed agreements
• ASME Roster Management (Jessica Albert [email protected] / Deidra Hackley [email protected])
ASME LTC 2011Programming Processes
Slide 17Merit Based Funding• Funds distributed based on programs and
activities conducted by the Unit for Sections, Technical Divisions, and Affinity Communities
• Submit Unit Activity Report • (within 2 weeks of program/event)
– Meeting Date– Meeting Topic/Location/Joint Event– Attendance (Members, Students, Guests)– Speaker/Company
• Submit Merit Based Funding Form by October 1st
– Grade/Weight/Score in 5 Main Areas:
1. Section Communications
2. Section Activities
3. Professional Growth Opportunities
4. Aid to Develop Engineering Profession
5. Section Operations
ASME LTC 2011Programming Processes
Slide 18ASME Staff & Volunteer Resources• “Don't know how to get something done?
Contact us with the Volunteer E-Request Tool (VERT)”– VERT web form where volunteers can enter in their requests and have a Staff
member contact them with a resolution– ASME staff group: http://www.globalcommunities1.com/ or
http://districts.asme.org/communities.htm
• Unit Leadership Resource Center; [email protected]• Volunteer Opportunity Bulletin Board (VOBB)
http://volunteer.asme.org/vobb/
• ASME staff contacts:– Districts A & B: Rich Ulvila: [email protected]
Phone: (212) 591-7863 – Districts C, H, & J:Marian Heller: [email protected]
Phone: (212) 591-7079 – Districts D & G: Vince Dilworth: [email protected]
Phone: (925) 244-1360– Districts E, F, & I: Lee Hawkins: [email protected]
Phone: (972) 414-3260
ASME LTC 2011Programming Processes
Slide 19
Web Meetings & Webinars
• What can this technology do?– Web-based Meetings– Web-based Seminars– Features
• View a presenter's computer desktop• Do Power Point Presentations• View treasury reports• View Agendas • Hear audio of the presenter and participants• Have interactive session • Use pointers and draw• Control (with permission) another’s desktop
ASME LTC 2011Programming Processes
Slide 20
Web Technology can HELP
What are some of the major issues your section faces?
– Spotty Attendance at meetings
– Large Geographic Section
– Volunteers are hard to recruit
– Shaky Finances
– Producing events have risk
– Time to deliver events
• How Web Technology can help you?
– No need to drive; only need a PC
– Easier to volunteer/attend virtually
– Pitch: less drive time, new skill set
– Improves event & meeting attendance
– Overall reduces risks
– Web volunteering saves time
ASME LTC 2011Programming Processes
Slide 21Summary: The Web Technology Advantage
• Web Technology– brings productivity to your volunteers– helps to mitigate or resolve many of the problems
sections face.
ASME LTC 2011Programming Processes
Slide 22
• Awareness of the rhythm of the program planning cycle and the mechanics of strategic program planning.
• Understand the mechanics of developing a program execution checklist.
• Transition to building a system and an infrastructure for program delivery and away from having just a plan for programs.
Programming Processes Summary
ASME LTC 2011Programming Processes
Slide 23
Q&A• Part 2 Programming ProcessesKey Focus for Take Away:– Strategic Planning– Programming Essentials– Best Practices
• Part 1 Programming Basics– Event Planning– Program Cycle– Deliverables Checklist
• Webinars