Shared Vision Workshop

Programming Processes

2011 Leadership Training Conference

ASME LTC 2011Programming Processes

Slide 2Session 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 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 albertj@asme.org / Deidra Hackley hackleyd@asme.org)

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; 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 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