programming processes - ASME

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Nov 5, 2013 (3 years and 9 months ago)

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Shared Vision Workshop

Programming Processes


2011 Leadership Training Conference

ASME LTC 2011

Programming Processes


Slide
2

Session Leaders

Vicki Blocker (
blockerv2@asme.org)


2009
-
10 Chair
-

South Texas Section

Scott Burr (
burrs@asme.org
)


District D & Santa Clara Valley Section Professional
Development Chair

John Blanton (
blantonj@asme.org)


ASME Fellow


2010
-
11 Chair
-

Greenville Section


District F Programs & Activities Chair

ASME LTC 2011

Programming 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 2011

Programming 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 2011

Programming Processes


Slide
5

Most Important Function: Planning

Have an
Idea

Develop
a Plan

Execute

ASME LTC 2011

Programming Processes


Slide
6

For Long
-
Term Success

You 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 2011

Programming 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 2011

Programming Processes


Slide
8

Need for Event/
Target Audience

Develop Concept
& Schedule

Develop Budget

Utilize Volunteer
Resources

Marketing/
Communication

Execution
Checklist

Execution/
Troubleshooting

Follow Up
Evaluation

Programming Cycle

ASME LTC 2011

Programming 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 2011

Programming 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 2011

Programming Processes


Slide
11

General Section Yearly Overview

South Texas Section Tentative Program Year

Leadership Summit /
Officer Turnover

Officers Planning
Meeting

General Mtg (PDH)

General Mtg (PDH)

General Mtg (PDH) t

IMECE

Holiday Social

General Mtg (PDH)

E
-
Week Govt.
Relations Event

General Mtg (PDH)

LTC

Honors & Awards
Dinner

DSS

Networking &
Fundraising Social
Event

Picnic?

Summer Annual Mtg

ASME LTC 2011

Programming Processes


Slide
12

Develop a Checklist


Planning: Deliverables Checklist


What by When?

Initial Planning

Marketing
Communications

Event
Operations

Event
Execution

ASME LTC 2011

Programming Processes


Slide
13

Deliverables Checklist

Initial Planning

Brainstorm meeting topics

1
-
6 months in advance

Schedule Meeting Presenter

1
-
3 months in advance

Confirm meeting location and dinner arrangements

1
-
3 months in advance

Set up Website Registration

By last week of the prior month

Marketing Communications

If possible, create flyer with upcoming schedule meeting for
the “season”

3 months in advance

Provide information for email blast

By last week of prior month

Submit information to webmaster for posting on website

As soon as prior month meeting is
over

Event Operations Planning

Order plaque for presenter

1 month in advance

Communicate 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 advance

Execution Planning

Print flyers of upcoming events to present

1 day in advance

Pick 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 2011

Programming Processes


Slide
14

Table Exercise

1. 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 2011

Programming 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 Practices

Sharing, Leverage, Collaboration


ASME LTC 2011

Programming Processes


Slide
16

ASME 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
albertj@asme.org / Deidra Hackley hackleyd@asme.org)

ASME LTC 2011

Programming Processes


Slide
17

Merit 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 1
st


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 2011

Programming Processes


Slide
18

ASME 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
;
infocentral@asme.org


Volunteer Opportunity Bulletin Board (VOBB)


http://volunteer.asme.org/vobb/


ASME staff contacts:


Districts A &
B: Rich
Ulvila
:
ulvilar@asme.org

Phone
: (212) 591
-
7863


Districts C, H, &
J:Marian
Heller:
HellerME@asme.org

Phone
: (212) 591
-
7079



Districts D &
G: Vince
Dilworth:
dilworthv@asme.org

Phone
: (925)
244
-
1360


Districts E, F, &
I: Lee
Hawkins:
hawkinsl@asme.org

Phone
: (972) 414
-
3260

ASME LTC 2011

Programming 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 2011

Programming 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 2011

Programming Processes


Slide
21

Summary:

The Web Technology Advantage



Web Technology


brings productivity to your volunteers


helps to mitigate or resolve many of the problems
sections face.

ASME LTC 2011

Programming 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 2011

Programming Processes


Slide
23

Q&A


Part 2 Programming Processes

Key Focus for Take Away:


Strategic Planning


Programming Essentials


Best Practices


Part 1 Programming Basics


Event Planning


Program Cycle


Deliverables Checklist


Webinars