Membership & Roster Maintenance Officers Training Workshop September 2012 Kevin Shanahan 1

Agenda 1.Membership Promotion 2.Roster Maintenance 3.Questions 2

Participating Memberships continue to show steady growth 3

Maximizing Stakeholder participation to reflect the market This will add to high quality standards and market buy-in. 4

Benefits of Membership Promotion Increases technical expertise in a certain area Helps maintain a balance of interests Supports development of new activity Increases international participation Introduces new stakeholders to the ASTM process Promotes awareness of ASTMs mission 5

Determine Focus of Campaign New Work Items Task Group Activity Significant revision to an existing standard Input from Staff Managers and Committee Officers 6

Audience for Distribution Mailing Lists List Swaps with Trade Associations Conference Attendees Symposia Attendees Meeting Visitors Personal Invitations 7

Formats for Promotional Material Fact Sheets Ecards Invitation Letters 8

Additional Strategies MoU Promotions International Partnerships Student Members One-on-One Engagement Invite a Colleague 9

Team Resources Staff Manager Member Promotion Manager Marketing Department Art Department Corporate Communications 10

Technology The most effective delivery takes place if efforts are in both formats: Hard copy More convenient for some companies Electronic Easy and convenient Instant delivery 11

Introduction to Roster Maintenance Used by membership secretaries and subcommittee chairs Used for assigning classification and voting privileges to new members and members that change employment Used for maintaining balance as the roster changes Used for creating membership reports for meetings 12

Roster Maintenance 13

View Pending Members 14

Sample New Member Application Notice 15

View Pending Members 16

Notification to Member 17

Pull-down Menu of Membership Report Options 18

Roster by Individual 19

Producer Wait List 20

Balance Report 21

Membership Report Provides Information within Date Ranges 22

Excel Roster to Sort Information 23

Meeting Attendance Roster 24

Process for Handling New Member Applications 25

Member Application 26

Classification and Voting Status Classified Committee – review of company and major product or service provided Would the member be considered a producer, user, (consumer only on some committees), or a general interest according to the scope of the committee? Review of roster Is there a member from this same voting interest already on the committee with a vote? 27

Balance of Interest Producer User & General Interest ASTM Classified Technical Committees are balanced. No excess influence by any interest group 28

Producer Vote Wait Lists Created when the number of potential voting producers is greater than the number of voting user and general interest members combined. Producers are removed from the wait list and given votes when New user and general interest members are added as voting members Other producer members resign 29

Methods: Approving Applications Executive Subcommittee meetings Ballot of Executive Subcommittee Authority granted by Executive Subcommittee to Membership Secretary to approve applications between meetings Action is subsequently reviewed 30

Website Tools Membership Orientation Invitation to a Colleague Membership Types & Benefits Renewing via Website Value of Membership Video 31

Information Tools for Members 32

Questions Kevin 33