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The Pre Production Meeting:How to create successful chapter programming

Speaker: Brian Greenberg, CPCM, Fellow

San Diego Chapter

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Overview

• What does NCMA expect from chapters?

•How do I develop our plan?

•How do I implement our plan?

•How do I develop the budget?

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What NCMA Expects From Chapters

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What NCMA expects from Chapters

• Carry out the NCMA brand recognition

•Assist in Recruiting and Retaining Members

•Serve your Chapter Members

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Chapters Should Provide…

• Educational Opportunities

• Networking and Social Opportunities

• Business Opportunities

• Career Enhancing and Career Matching Opportunities

• Leadership Opportunities

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How Do I Develop Our Chapter Plan

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Create Your Chapter Annual Plan

• Have a Vision!–The Chapter is a member benefit that adds value to the

Association by providing opportunities to members for networking, information on the profession, and educational forums that lead to career enhancement, in a local setting, tailored to local needs. Taken together, Chapters provide the distribution capability of the Association to accomplish the Association's goals. Chapters deliver the Association's message to the grass roots members of the profession.

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Create Your Chapter Annual Plan

• Think Strategically– Put your business degree to use!– Create a Short and Long Term plan– Develop relationships within the community– Recruiting & Retention Plan– Develop succession plan– Communicate frequently

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Practice Performance Based Chapter Management

• You are not just a chapter…– You are a business with employees and customers

• Ask yourself…– What are the goals AND How do we achieve them?

• Operate the same as last year• Don’t lose money• Increase attendance by 25%• Get the top Graalman Award• Get everyone to attend 1 event at least once• Pay for 3 people to attend a leadership conference• Increase the cash reserves by 50%• Identify 5 new volunteers

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Important Things to Remember

• Have fun!

• Know your customers

• Avoid being the “hero” - grow volunteer base

• Recognize your volunteers

• Change the routine, especially if it’s not working

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Important Things to Remember

• Be prepared – Plan ahead

• Be creative – Think out of the box

• Don’t be afraid to earn money

• Don’t be afraid to spend money

• Be the best you can be

• Have fun!

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How Do I Implement Our Plan

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Your NCMA Calendar

Month Goals

June - Transition duties to new board members- Send out Chapter surveys

July - Two hour planning meeting- Visit key stakeholders to solicit input- Prepare to turn in Annual Chapter Report and Financial Reports

August - Attend Leadership Summit- Finalize the plan- Prepare for September kick off event

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Your NCMA Calendar

Month Goals

January - Attend Mid Year Leadership Conference

March - Identify ballot for BOD candidates

April - Hold chapter elections

May - Turn in Chapter volunteer roster to NCMA HQ

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What products/services do you offer

Breakfast, Lunch, Happy Hour, Dinner Meetings

NES seminar, Audio Seminars, Webinars

2 or 4 hour seminars Full day seminars

2 day conferences Workshops before meetings

Social or networking events Certification study groups

Resource libraries for certification study guides and other material

Contracts Administrator Round Table Meetings (C.A.R.T)

Scholarship Programs University Outreach

Women’s Forum

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What Do You Do First?

• Early July Chapter Board Meeting– Let the chapter buy breakfast or lunch– Review the Year-end Financials– Prepare to turn in your annual report and financial report

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What Do You Do First?

• You need a plan (or two, or three)– Assess last year – SWOT analysis– Discuss the great ideas you heard at the Leadership conference or Mid Year– Set goals for the coming year– Set time lines and tasks and assign responsibilities

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What Do You Do First?

• Communicate with your membership– Send out a survey– Poll member interests– Provide information about upcoming program year as far in advance as possible

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What Do You Do First?

• You need a cash flow plan• Talk to local agency and industry leaders

–What are their training needs?–Will they support their employees attending chapter events?–Will they speak at chapter meetings?

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What Do You Do First?

• Early August Chapter Board Meeting– Review the survey results and decide on what, when, where and how much– Finalize the events and dates– Finalize the Cash Flow Plan– Focus on your September event– Get the word out to the members

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How Do I Develop a Budget

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Set Financial Goals

• How do we pay the bills?–Break even?–Build reserves?–Create wealth to support and expand initiatives

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NCMA Chapter Guide

• Do you know where your copy is?–Useful guidebook for chapter volunteers

• Not perfect• Not all inclusive• But pretty darn good

–Available on the NCMA Resource Page

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Chapter Annual Report

•Objectives: The chapter’s annual report demonstrates how the chapter:

–provided value to members,–connected NCMA and members, and–operated effectively.

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What Tools Do You Use?

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Now…

• Let’s get started!

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By The Way…

• HAVE FUN!

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