Communications/Membership Mid America Council Friday, April 25th, 2014 Leadership Training Session

to… Chapter Operations Communications/Membership 2

Today’s Agenda 1.Introductions – Facilitator and Participants 2.Communications Responsibilities 3.Membership Development Responsibilities 4.Important Dates and Deadlines 5.Questions 3

Introductions 1.Facilitator 2.Participant –Name –Chapter Affiliation –Current or Future Board Role –One Thing You Want to Learn From This Session 4

Communications 5

Communications Responsibilities Key Activities 1.Newsletter 2.Program/Roster Booklet 3.Website 4.Public Relations 5.Community Service Programs 6

Newsletter 7

Objective – Develop knowledge of, enthusiasm for, and participation in chapter programs and activities with members. Hard copy or electronic format Length can vary based on contents Distribute monthly, or at least quarterly Strive for a well-written and attractive newsletter 8

Newsletter Contents for a Newsletter Chapter President’s message Details of upcoming meetings and events List of meetings and activities for next several months News of members – marriage, job promotion/change, recognition Promotion of the CMA program Short biographies of officers/directors List of new members, new CMA’s, significant membership anniversaries (10, 15, 20, 25, … 50 years of membership) Mid America Regional Council activities 9

Newsletter Contents for a Newsletter (continued) IMA Global activities and announcements Promotion of the IMA Annual Conference Programs within the IMA Learning Center Change-of-Address form Recruit new members IMA member benefits – insurance, publications, resources Website links to the local chapter, Mid America Council, and Global Interesting articles for accounting/finance professionals 10

Program/Roster Booklet 11

Program/Roster Booklet Objective – Develop knowledge of, enthusiasm for, and participation in chapter programs and activities with members. Hard copy or electronic format Distribute to members by the first meeting in September May be presented to new members, speakers, and advertisers Can be used on corporate/academic development calls 12

Program/Roster Booklet Contents for a Program/Roster Booklet Table of contents Chapter President’s message Schedules of chapter educational programs Chapter officers and directors Chapter board meeting dates Former chapter presidents IMA purposes, objectives, and services Mid America Council education schedule 13

Program/Roster Booklet Contents for a Program/Roster Booklet (continued) List of members, including contact information List of chapter members holding the CMA/CFM certificate Chapter competition details IMA Global officers’ names and addresses IMA Global Learning Center IMA ethics counseling service Chapter history Other chapter information and achievements 14

Program/Roster Booklet Issues to be Addressed in Developing the Booklet 1.Organize a team to spread out the workload 2.Develop a detailed plan in early summer 3.Hard copy, electronic, or both? 4.Use the membership roster from the chapter portal 5.Solicit advertisers to reduce costs? 6.Size, form, and contents? 7.Color vs. black and white? Paper quality? Photos? 8.Develop a budget 15

Website 16

Website Objective – To develop, maintain, and improve participation in chapter activities through the internet. To be used by members and interested non-members Content must be current, timely, accurate, and interesting!!! Ensure all links to related websites continue to be active Search other chapter websites for ideas! 17

Website Chapter Webmaster Responsibilities Finds an Internet Service Provider to host the website (IMA provides this service for free) Creates website content and maintains it Content may include many of the items mentioned in the newsletter and program/roster booklet Many chapters include the ability to make online payments (PayPal) Coordinates with the IMA Global webmaster on items of common interest Remember that the chapter website represents the IMA globally 18

Public Relations 19

Public Relations Objective – To convey to the community, especially the business community, the existence, purpose, and activities of IMA locally and globally. We are known by what we do rather than what we say. Public service is public relations! Talks by chapter officers and members before other groups should be encouraged and publicized. 20

Public Relations Outlets for Publicity Newspapers – hard copy and electronic versions Business publications Trade and professional magazines Corporate publications College and fraternal publications Radio Television Displays – chapter meetings, civic functions, college career days Social media – Facebook, Twitter, LinkedIn 21

Public Relations Suggested Items for Media Release Professional education programs Visits by IMA Global officers Local members elected as IMA Global officers and committee members Authorship in Management Accounting Winners of various IMA awards CMA Program Participation in community service programs 22

Community Service Programs 23

Community Service Programs Community service programs help both the community and the chapter. By providing assistance to a community organization, the chapter enhances its standing in the community and the overall image of accountants. Chapter members receive the personal satisfaction of making a contribution to the community where they live and/or work. 24

Community Service Programs Planning the Program Get ideas from chapter members and their community relationships. Select programs to involve as many chapter members as feasible. An activity performed by an individual member qualifies as a chapter activity is approved in advance by the chapter board. Publicize the event in coordination with the Public Relations team. Encourage members to get involved – a little time commitment can goes a long way. 25

Membership Development 26

Membership Development Responsibilities Key Activities 1.Member Acquisition 2.Member Retention & Participation 3.Corporate & Academic Development 27

Member Acquisition 28

Member Acquisition Ideas to Generate New Members Every current chapter member can be a recruiter (work your network) Identify non-represented companies within the chapter area Conduct a membership campaign (maybe even a contest) Develop a prospect list Find prospect names from chamber of commerce rosters, business directories, company websites, trade publications, and personal contacts. Invite-A-Guest program for chapter members 29

Member Acquisition Next Steps Personal contact has proved to be the most consistently successful technique in soliciting new members. Be informal and conversational – not pushy. Distribute and explain printed promotional material about IMA. Describe your IMA experiences and the benefits of IMA for you. Follow up at a defined date to answer any questions. Invite to attend the next chapter meeting – some chapters offer this at a reduced price. 30

Member Retention & Participation 31

Member Retention & Participation Goal – Keep resignations and terminations at the lowest possible level. Assimilate new members – welcome them, introduce them, encourage them to get involved. Chapter President should write a welcoming letter to all new members. Make an effort to get new members involved in chapter activities. 32

Member Retention & Participation Review the Monthly Membership Activities Report –New members –Warnings of termination –Terminations and resignations –Transfers in and out Current members receive a renewal invoice 1 month prior to their anniversary or cycle date. Reminder invoices are sent at the due date and 1 month after the due date. A warning of termination is sent 2 months after the due date. Member is terminated if dues are not paid in 3 months after due date. 33

Member Retention & Participation Member Retention Ideas Plan a member retention program with goals. Keep members informed of activities. Hold new member orientation meetings. Address any known member-related concerns. Contact members whose membership is about to expire – show that you care. Invite members to become involved on the board of directors. 34

Corporate & Academic Development 35

Corporate & Academic Development Objective – Develop new and reinforce existing employer/academic programs which endorse and support IMA activities. Identify target companies and educational institutions and their decision-makers. Schedule corporate and academic meetings. Plan and conduct the call or meeting with the chapter president or past president participating. 36

Corporate & Academic Development Provide appropriate IMA literature based on needs. Follow up with agreed upon next steps. Complete the Profile Report to IMA Global. Academic institutions interested in initiating a student chapter should contact IMA Global for details. 37

Important Dates & Deadlines 38

Important Dates & Deadlines Fiscal Year – July 1 to June 30 Chapter Competition Year – May 1 to April 30 MEF Grant Application – due last business day of August IRS Form 990/990EZ – due November 15 Annual Financial Report – due last business day of November 39

Important Dates & Deadlines Chapter Elections & Appointments – due last business day in March Various Competition Forms – due last business day in March Annual Transmittal Form – due April 30 Chapter Competition Year Ends on April 30 40

Questions 41