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Best Practices for Membership Development. 2005 MD Retreat 29 April – 1 May 2005 New Brunswick, NJ. Region 6. Presented by: Ed Perkins, MDC Co-Chair ([email protected]). Parsing Membership Data with Perl. Extract “white file” data from SAMIEEE. - PowerPoint PPT Presentation
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Best Practicesfor Membership Development
2005 MD Retreat29 April – 1 May 2005
New Brunswick, NJ
Parsing Membership Data with Perl
Extract “white file” data from SAMIEEE.
Use Perl script to parse fields and select subset of members (e.g., Chapters, SM, Associates)
Can use emails for meeting notification, newsletter etc.
How To Map Your Membership Extract the SAMIEEE database of the group you
would like to map from the SAMIEEE Website.
At a minimum you will need First Name, Last Name, Preferred Address 1, Preferred Address 2, Preferred Address 3, Preferred Address City, Preferred Address State, Preferred Address Postal Code fields. The Business Address fields and Society Membership Flags should also be extracted for enhanced functionality.
Import the desired SAMIEEE database into an Excel spreadsheet.
Remove the word “Pref” from the address headers and the word “Address” from the Email column headers, then save.
How to Map Your Membership, cont.
In Microsoft Streets and Trips, use the “Import Data Wizard”.
The Import Data Wizard will ask you to match the appropriate headings to the fields in Streets and Trips.
Microsoft Streets and Trips will now place pushpins on the location of all addresses it can resolve.
You will now visually see the locations of your members.
This process developed by John Wright, R6 SAC
Example: Oregon Section
Antennas and Propagation Society
Presented by:
Shanker Balasubramanian,Membership Co-Chair
Antennas and Propagation Society Programs that have worked for us:
MFSP Free society membership at annual IEEE APS Symposium Sample publications and magazines at the Symposium Presence at other IEEE (APS) sponsored meetings—sample
publications & society memberships
Sponsoring IEEE senior members! This was when IEEE was offering rebates for additional senior
members Also, higher grade members are likely to retain their
membership in our society
We are looking to develop programs with added value, kindle more industrial interest and participation and broader outreach
Proposal for Establishing a CAS Mentoring Program
Encourage each IEEE Fellow to sign up to mentor 2-3 young members
Say, each for a period of 2 years To provide input/advice to their career development. It can be done in person, over the phone, or through email.
Benefits – rather obvious
Valuable to young members for career planning, getting recommendation letters, etc
Will be one more reason for young members to join CAS Help to build a community Help to facilitate networking …
Thoughts on Implementation Email to all CAS fellows to see how many of them are interested to
participate in the program Can impose as a requirement for future fellows, i.e. they need to
agree in advance before becoming fellow
Set up a Website where young members (say 6 years from BS or 4 years from PhD) can request for mentors
Cost estimate for Website support $5k
A priority is assigned to each applicant based on: Time in the waiting list (should try to satisfy as many requests as
possible) Regions – give priority to people in China, India, etc. (regions where
we want to reach out …)
Get feedback from everyone who has gone through the mentor program and see what we need to adjust/improve
Set up a Best Mentor Award ($1K?), and give out one each year
Low Budget CAS Tour Invite several distinguished speakers from nearby
countries (or Regions) to give a symposium of lectures in a location where there are some active members
Stimulate interest and membership in host location Travel expenses paid by CAS Regional VPs Local expenses paid by host chapter
“Low budget” version based on earlier successful Region 9 CAS Tour
Group of speakers traveled together around the Region Resulted in the formation of 2 new chapters
Underway in Region 9 If no local chapter, could set up local DLP to tour area What was impact on membership? Can we expect further
results? Budget estimate $3k (will vary by Region)
Best Practices on the Regional Level
MD on R8 Technical Conferences
Have a PP Presentation running on one or more monitors all the time during the conference
Have an Information Desk with Web access to IEEE Websites and printed promotional material and giveaways
Best Practices on the Section Level
Technical conferences – same as on the Regional level
Technical meetings and workshops - have an Information Desk with Web access to IEEE Websites and printed promotional material and giveaways
Presentations at Universities and in Companies with distribution of promotional material
Personal contacts – very important!
CES: Best Practices
Corporate package Companies who pledge to sponsor CE Soc
membership for employees get special recognition
Chapter Member Service Rep Identify member service rep in each chapter. Supply recruiting material to them.
Bring in periodicals Vision now part of CE Soc benefits.
Dielectrics & Electrical Insulation Society
Presented by:
J. Keith Nelson,Membership Committee Chair
DEIS: Best Practices Used
Use of reader reply cards included in Society Magazine for recruiting new members
DEIS: Best Practices Used
Membership Chair writes personal letters to those publishing in DEIS publications who are not members
EI Magazine
DEITransactions
IEEEIEEE Higher Grade: 299,319 Students: 68,953 Total Membership:
368,272
Loss (2003): 4.8%Loss (2003): 4.8%
REGION 9REGION 9 Higher Grade: 6,650 Students: 5,311 Total Membership:
11,961
Loss (2003): 13.5%Loss (2003): 13.5%
Region 9: Highest Loss Index of IEEERegion 9: Highest Loss Index of IEEE
18.7%18.7% 44.4%44.4%
Membership Status - January 2004
Retain Current Members in Region 9 Strong Action to Recover Lost Members Bring in New Members ActionsActions
Region-Wide Road Show to Present the Many Benefits of Being a Member
Keep The Lowest Possible Membership Fees That Will Still Permit Good Services and Benefits to the Members
Distribute to each Section an Arrears MAP to Initiate an Immediate Recovery Campaign
Institutional Action Conducted by the RD, the RD-Elect and Section Chairmen to Motivate the Industry to Finance The Annual Fees of the Members
Main Challenges
Strong Coordination Between Sections and Chapters to Ensure Maximum Technical Benefits to the Members
Motivate Free Technical Section/Chapter Sponsored Events to Boost Membership Increase
RAB & TAB Coordination
Implement a Strong Policy to Increase the Number of Senior Members and Fellow Members in Region 9
Sections Have Already Implemented both a Fellow and Senior Member Nomination Committee
Region 9: A Large and Important Group Inside IEEE
Strong Action to Recover Lost Members
ActionsActions Arrears Excel Files Distributed to each Section Chairmen by April 1st Wave: Email from Section Chairmen Inviting Members to
Renew their Memberships (May-June) 2nd Wave: Direct Phone Calls (July) 3rd Wave: R9 MD Chairman Continuously Evaluate Membership
Evolution; If necessary, send Direct Emails Messages to Members
Best Practices
IEEEIEEE Higher Grade: 299,319 Students: 68,953 Total Membership:
368,272
Loss (2003): 4.8%
REGION 9REGION 9 Higher Grade: 6,650 Students: 5,311 Total Membership:
11,961
Loss (2003): 13.5%
Region 9: Highest Loss Index of IEEERegion 9: Highest Loss Index of IEEE
18.7%18.7% 44.4%44.4%
Membership Status - January 2004
IEEEIEEE Higher Grade: 299,586 Students: 75,360 Total Membership:
374,946
Gain (2004): 1.8%
REGION 9REGION 9 Higher Grade: 6,650 Students: 5,311 Total Membership:
11,961
Gain (2004): 5.4%
Region 9: Third Highest Gain Index of IEEERegion 9: Third Highest Gain Index of IEEE
20.1%20.1% 48.2%48.2%
Membership Status - January 2005
6000.00
7000.00
8000.00
9000.00
10000.00
11000.00
12000.00
13000.00
1.00 4.00 7.00 10.00 13.00Years 2004/2005
Tota
l Mem
bers
R9
January 2004
November 2004
January 2005
Terminator Program
Support Line
Membership Evolution During 2004
Education Society Attend IEEE Conferences and display
membership materials (e.g., IEEE EIT Conference, 22-25 May 2005 hosted by University of Nebraska-Lincoln)
Encourage ASEE members to join EdSoc
Use Accreditation to involve faculty in professional societies, e.g., Education Society
Communicate with Regions, Sections
Engineering in Medicine & Biology SocietyPresented by:
Barbara Oakley, VP Member & Student Activities
EMBS Membership Building Activities
We sent a custom EMBS survey we had developed to all of the nearly 8,000 members in our society.
Roughly 1,700 responded.
Of the respondents, we found half were academic, half were industry members—which is now presumed to be the society demographic.
Industry members REALLY wanted more local chapters/local chapter activities.
EMBS Response to Survey Findings We also asked survey respondents to check
“yes” if they would be interested in starting or helping start a new local chapter.
Roughly 300 members checked “yes.”
We then sent emails to each of these members asking, if they were still interested, to contact the society. Some emails were sent to targeted areas with large numbers of EMBS members but no local chapter.
EMBS Survey Response, cont. Roughly 150 responses were received. Each of these was
then contacted individually with local member information, as appropriate.
Upshot—nearly 50 locations worldwide responded. Another 30 student groups responded.
It is estimated that roughly a third of these may actually grow into new chapters.
Additionally, a special workshop will be given at our annual conference on what IEEE-EMBS can do for members. A paper is also being written describing all the information to be given in the workshop — this will be placed in the conference proceedings.
MD Best Practices …1
Organize technical lectures/tutorials and open them to non-members.
Co-organize technical events with other local technical societies for broader audience reach.
Done in Australia, Japan, India among others.
MD Best Practices …2
Identify IEEE liaison volunteers (‘nodes’) in key industries /companies /institutions Hyderabad and Bombay Sections have employed this effectively to increase membership
Senior Member candidates tracking and nomination by Section/Chapter Done often by many sections/chapters
MD Best Practices …3 Establish GOLD members as key liaison
(‘nodes’) for interaction with their alma mater and faculty/student members (being tried in R10)
Establish a one-time fund in the Student Branch – donated by College Management or Alumni – to pay for full or half dues for a certain no. of students (Gajanan Maharaj Engg College and UVCE in India have used this method)
Microwave Theory & Techniques SocietyPresented by:
Jan Zehentner, R8 Chapter Coordinator
How to attract interest of people in the IEEE membership, to keep it, and to stimulate members for activity and networking?
Formation of new Chapters in regions or countries where they do not exist. The key point is our personal involvement, i. e.:
to search for and to address individuals willing to organize the first steps as are:
to establish preparatory committee to prepare and to submit the petition to organize Chapter officials election
To supervise the whole process of formation and to assist when needed
To be permanently in touch with Chapter officials and to help or advise them
We succeeded in Romania and Norway
Very important for minimum income countries is the Membership Fee Subsidy Program.
In Region 8, we have 15 such countries. The program helps to keep alive some Chapters and, first of all, it allows membership for young graduates, the future of the MTT Society.
The program provides the feedback and enables to understand better wants of the Chapters, predominantly on the territory of the Former Soviet Union, where the economy has problems and individual incomes are very low.
The number of applications for the Subsidy decreased from 7 to 3 Chapters in 2002-5
We organize annually the Chapter Chairs Meeting in conjunction with the European Microwave Conference
The Chapter representatives have an opportunity to meet AdCom and Region 8 officers.
The meeting enables also to solve problems of Chapters in person concerning e.g., membership, payments, Chapter support by the Society, etc.
A book of reports of our 38 Chapters about their activity is given to all participants. Chapters can compare own works with others, to take over successful practice and implement it in the local conditions, and to establish fruitful relations in many technical and organizational issues.
Society on the Social Implications of Technology
Presented by:
Robert Brook, Membership Chair([email protected])
SSIT Overview Approx. 2,000 Members Not associated with any engineering specialty SSIT Scope (from Technology & Society Magazine):
Health/safety/environmental implications of technology Engineering ethics Education in SIT History of electro-technology Technical expertise and public policy Social issues related to energy, information technology and
telecommunications Systems analysis in public policy decisions Economic issues related to technology Peace technology
Membership
Rise in membership - counter to trend of Division IV and most other IEEE Societies
Why? Use of Internet as recruitment vehicle coinciding
with maturation of communications technology and comfort of engineers (young and old) with using the internet.
Plan to continue use of Internet as a recruitment tool for the future.
Ethics and Professional Responsibility This is an area of SSIT scope - sometimes difficult and
controversial
Most companies subscribe to high ethical standards, yet recent events show several large companies destroyed by neglect or circumvention of ethical rules
No laws exist (except NJ) to protect an individual who reports a faulty product
SSIT supports an awards program for “whistle blowers” who report events or products with potential danger for the public.
Instrumentation & Measurement Society
Presented by:
James Becker, ADCOM, MD Committee
IMS: “Do your job better; get a better job”
Target market sectors (Ind: 1900; Acad: 850; Students: 300; Consult: 300) w/ initiatives:
Students: AdCom (2) members; paper contests, “brown-bag” design kits, web site
Offer targeted products/services Tutorials in I&M Magazine (Increase mag freq 46) Student/New Hire column in Mag Interest matrix—better mapping of
members/interests Undecided—get “nonaffiliated” IEEE members
Industry Instrumentation Engineerdoes her job better because she is an I&M Member
PersonalStories of how Jane EngineerDid her job
BetterAdvertising atA personal level
Students see value membershipBrings to a real-life job.
Current Members get ideasOn how to maximize valueFrom Membership.
Encourage Current MembersTo articulate to non-member colleaguesThe value they get from membership.
Magazine Profile Mini Articles
IMS: “Do your job better; get a better job”
Offer targeted products/services, cont. Increase Senior Members Expand reviewer base
Electromagnetic Compatibility Society
Presented by:
Elya Joffe, VP of Member Services
Distinguished Lecturers ProgramDistinguished Lecturers Program
The Distinguished Lecturer Program provides a special opportunity for our chapters and sections to come into contact with the leading authorities in the EMC field
Speakers chosen on the basis of the high distinction earned from their work Each lecturer will serve a two-year term, with approx. 5-6 trips per year
Chapter Support through the “Bob Haislmaier Angel Program” – the Chapter Support through the “Bob Haislmaier Angel Program” – the “Angel Funds““Angel Funds“
For aiding Chapters in putting on technical programs for their members which they would otherwise be unable to afford
The maximum financial support for any activity is U.S. $500 Simple process:
Send a request to Chapter Angel Upon approval, Society Treasurer will have IEEE HQ issue a check
Top 8 EMC Society Best MD PracticesTop 8 EMC Society Best MD Practices
Top 8 EMC Society Best MD PracticesTop 8 EMC Society Best MD Practices Society BoD members encouraged to visit chaptersSociety BoD members encouraged to visit chapters
BoD members are the leaders of the Society and have much to tell the members
By visiting the Chapters they indicate: We care for the Chapters We are committed to the Chapters Meet us face to face, we are real people…
Chapter Chairs luncheon along our SymposiaChapter Chairs luncheon along our Symposia All chapter chairs or their representatives are invited to a
complementary luncheon during our annual symposium for an annual “get together”
Information exchange between chapter chairs (by short reports) Information delivered by EMC-S BoD members (also present in
the meeting) Welcoming new chapters to the EMC-S
Top 8 EMC Society Best MD PracticesTop 8 EMC Society Best MD Practices
Membership Booth present in co-sponsored symposia, offering Membership Booth present in co-sponsored symposia, offering Free Society Membership for New Members Joining On-SiteFree Society Membership for New Members Joining On-Site
We exchange promotional MD booths with co-sponsored symposia worldwide
IEEE MD material and EMC-S publications are distributed in the booth
Booths manned by Regional coordinators and BoD members present on site
Free EMC-S membership for the 1st year is offered to those who join on site
Symposium Registration DiscountSymposium Registration Discount Approximately US$100 discount is offered to IEEE members
Equivalent to annual membership fees Discount set to make “membership worth while”
Top 8 EMC Society Best MD PracticesTop 8 EMC Society Best MD Practices Regional membership coordinators in all IEEE regionsRegional membership coordinators in all IEEE regions
Promotion - a matter of culture and geography – need to know your locals
Each of the regions 8, 9 and 10 have a designated LOCAL membership coordinator
Works locally in forming chapters, promoting membership and representing the EMC-S in local conferences and symposia
Regional Mini-Conferences (Colloquia)Regional Mini-Conferences (Colloquia) A regional conference coordinator in each region promotes mini-
conferences and exhibits Helps in chapter’s financial well-being Attracts many non-members if the speakers are well known…
e.g., Prof. Clayton Paul … or when the topic sounds “attractive”
e.g. “The “Bruce-Lee Show” New members are recruited in those meetings
Held successfully in the US, Germany, Israel and… Sao Paulo (Brazil)
END OF BEST PRACTICES
