2018 SOUTHWEST/SOUTHEAST REGION LEADERSHIP CONFERENCE JUNE 28 & 29, 2018 ARMA Board & Chapter Officer Roles & Responsibilities Training - Marketing “Building for a Better Board of Directors & Chapter Year!” Presenters: ARMA SW Region Officers & Chapter Leaders

Marketing Training Officer Roles: VP Public Relations Website Manager Newsletter Editor VP Community Relations Co-Presented by:

VP’s Common Duties Serve as voting members of the Board. Acts as liaisons to the board for their respective committees. Prepare a report to the President a week before board meetings. Attend meetings of your respective committees. Secure suggestions from your committees to present to the board on their behalf. Perform other duties as requested by the President, Ex VP or the Board. Identify and mentor future chapter leaders.

VP of Public Relations Roles & Responsibilities Training Co-Presented by:

VP of Public Relations Maintains the chapter website with RIM content and keeps members current on upcoming chapter, ARMA or community events. The website provides special resources such as board meeting minutes, scholarship forms, newsletters, jobs etc. Oversees the publication of the chapter newsletter and news articles of RIM interest to members and information on chapter events and activities in which members may want to participate. Provides communication, career development opportunities and reminders to members and registered users of the chapter website. Maintains the member distribution lists within the website.

VP of Public Relations – Newsletter The chapter newsletter is an important way to keep members current on upcoming chapter, ARMA or community events. The newsletter provides an historical record of the chapter events and accomplishments of its members. The newsletter can also serve as a forum for members and it can be educational resource if it includes RIM content. The newsletter can be produced monthly or every two months (a minimum of 6 issues to qualify for Newsletter of the Year). Many chapters publish their newsletter on their website and also send a link to each issue to members via email. Chapter officers should use the newsletter as a tool to communicate their respective events & activities to the members. Like the website, the newsletter can provide communication, career development opportunities and reminders to members.

Newsletter Best Practices Quality of Presentation A readable type style & use of color is key! Develop a brand and run with it! Stay constant! Keep recurring items in same place (TOC, Calendars, Vendor Directory, Chapter Info, etc.) Use pictures & graphics along with the articles! Quantity of Material Newsletter is not just to announce meetings! It must advance RIM profession & show effort! Frequency of Publication Produce at least 5 issues a year (the minimum); 10 issues is the norm.

Newsletter Best Practices Publish original content where possible such as a meeting or seminar write-up, esp. RIM topics. ID article’s author (& source if reprint). Be creative; Ideas from Dallas include: RIM crossword puzzles by Lois Dillard, CRM CRM corner or articles written by CRM’s. Use eye-catching graphics & pics to convey topic! If you run ads, mix them up & place thru each issue so as not to detract from content. Run a directory of vendor supporters/advertisers Make sure to highlight ALL chapter activities!

Best Practices for Website Education Information should be provided about the chapter. Include chapter officer contact information. Reference should be made concerning ARMA Int’l and its services. Definition/information on the records and information management professionals, Functionality and innovative uses The use of technology to deliver education and service to the website visitor: (HTML, CGI, Java, ActiveX, PDF, web database. The page must be easy to use for the visitor. A determination will be made if text-only browsers, older or newer browsers, PC or Mac-based browsers can use the page. The webmaster (member or non-member) will be identified on the submission for consideration form. The Awards Task Force must be informed of chapter website passwords.

Website Best Practices Appearance The site must have a professional appearance. The site must reflect well on the chapter as well as ARMA International. Timeliness The information is current in reflecting the activities and information for the chapter. It is suggested that the chapter post a revision date on each page that is updated.

Website Strategies! Keeping your website up to date! Make sure it is user friendly & easy to navigate! Use technology for online registration & payment, automatic email notifications, etc. Run a directory of vendor supporters/advertisers Make sure to highlight ALL chapter activities!

VP of Public Relations – Social Media Tools FaceBook LinkedIn Twitter RSS Feeds Blogs Press Releases Email IM Others?

VP of Community Relations Roles & Responsibilities Training Co-Presented by:

VP of Community Relations Roles Sets up and maintains channels of distribution to the media for info on chapter events/seminars Maintains lists and contacts appropriate vendors to support chapter events/seminars Creates opportunities to promote the chapter throughout the community Responsible for chapter’s annual community service project.

Project Strategies! Find a worthwhile client in the community A small city, under-funded hospital, charitable org ID a significant RIM problem / issue Training in the fundamentals of RIM Records Inventory, Retention Schedule Development Performing a scanning/indexing project Make sure it is WIN/WIN for chapter & the client You’re helping them to achieve an important goal You’re leveraging your member’s RIM expertise You’re providing education & creating interest in RIM for them!

Marketing your Chapter Advertisements Email, Flyers & Postcards Chapter website Media/Press Releases

Advertisements Who: What: When: Why: How:

Email Blasts & others Who, what, when, why & how Cost is free Keep branding consistent When is critical

Your Website Resource for members & non-members Again the cost is free Keep branding look & feel consistent throughout your website. Keep the Calendar up to date

Media Inform the public Press releases – short story or summary of event or news Submit 3-4 weeks prior to event Local newspaper, TV, radio Free publicity Community calendars & vendor websites

Questions & Comments Thank You! Co-Presented by: