1. 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

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

3. 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.

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

5. 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.

6. 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 .
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.

7. 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.

8. 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!

9. 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.

10. 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.

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

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

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

14. 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.

15. 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!

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

17. Advertisements
Who:
What:
When:
Why:
How:

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

19. 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

20. 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

21. Questions & Comments Thank You!
Co-Presented by: