1. Shared Vision Workshop Programming Processes 2011 Leadership Training Conference

2. ASME LTC 2011 Programming Processes Slide 2 Session Leaders Vicki Blocker (blockerv2@asme.org) –2009-10 Chair - South Texas Section Scott Burr (burrs@asme.org)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

3. ASME LTC 2011 Programming 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

4. ASME LTC 2011 Programming 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)

5. ASME LTC 2011 Programming Processes Slide 5 Most Important Function: Planning Have an Idea Develop a Plan Execute

6. ASME LTC 2011 Programming Processes Slide 6 For Long-Term Success You 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

7. ASME LTC 2011 Programming 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

8. ASME LTC 2011 Programming Processes Slide 8 Need for Event/ Target Audience Develop Concept & Schedule Develop Budget Utilize Volunteer Resources Marketing/ Communication Execution Checklist Execution/ Troubleshooting Follow Up Evaluation Programming Cycle

9. ASME LTC 2011 Programming 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?

10. ASME LTC 2011 Programming 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

11. ASME LTC 2011 Programming Processes Slide 11 General Section Yearly Overview South Texas Section Tentative Program Year Leadership Summit / Officer Turnover Officers Planning Meeting General Mtg (PDH) General Mtg (PDH) t IMECE Holiday Social General Mtg (PDH) E-Week Govt. Relations Event General Mtg (PDH) LTC Honors & Awards Dinner DSS Networking & Fundraising Social Event Picnic? Summer Annual Mtg

12. ASME LTC 2011 Programming Processes Slide 12 Develop a Checklist Planning: Deliverables Checklist What by When? Initial Planning Marketing Communications Event Operations Event Execution

13. ASME LTC 2011 Programming Processes Slide 13 Deliverables Checklist Initial Planning Brainstorm meeting topics1-6 months in advance Schedule Meeting Presenter1-3 months in advance Confirm meeting location and dinner arrangements1-3 months in advance Set up Website RegistrationBy last week of the prior month Marketing Communications If possible, create flyer with upcoming schedule meeting for the “season” 3 months in advance Provide information for email blastBy last week of prior month Submit information to webmaster for posting on website As soon as prior month meeting is over Event Operations Planning Order plaque for presenter1 month in advance Communicate 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 location1 week in advance Execution Planning Print flyers of upcoming events to present1 day in advance Pick up plaque or gift card for presenter1 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

14. ASME LTC 2011 Programming Processes Slide 14 Table Exercise 1. 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.

15. ASME LTC 2011 Programming 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 Practices Sharing, Leverage, Collaboration

16. ASME LTC 2011 Programming Processes Slide 16 ASME 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-12.14Society Policy P-15.8 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)

17. ASME LTC 2011 Programming Processes Slide 17 Merit 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 1 st –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

18. ASME LTC 2011 Programming Processes Slide 18 ASME Staff & Volunteer Resources “Don't know how to get something done? Contact us with the Volunteer E-Request Tool (VERT)”Volunteer E-Request Tool –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.htmhttp://www.globalcommunities1.com/ http://districts.asme.org/communities.htm Unit Leadership Resource Center; infocentral@asme.orginfocentral@asme.org Volunteer Opportunity Bulletin Board (VOBB) http://volunteer.asme.org/vobb/ http://volunteer.asme.org/vobb/ ASME staff contacts: –Districts A & B: Rich Ulvila: ulvilar@asme.org Phone: (212) 591-7863ulvilar@asme.org –Districts C, H, & J:Marian Heller: HellerME@asme.org Phone: (212) 591-7079 HellerME@asme.org –Districts D & G: Vince Dilworth: dilworthv@asme.org Phone: (925) 244-1360dilworthv@asme.org –Districts E, F, & I: Lee Hawkins: hawkinsl@asme.org Phone: (972) 414-3260hawkinsl@asme.org

19. ASME LTC 2011 Programming 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

20. ASME LTC 2011 Programming 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

21. ASME LTC 2011 Programming Processes Slide 21 Summary: The Web Technology Advantage Web Technology –brings productivity to your volunteers –helps to mitigate or resolve many of the problems sections face.

22. ASME LTC 2011 Programming 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

23. ASME LTC 2011 Programming Processes Slide 23 Q&A Part 2 Programming Processes Key Focus for Take Away: –Strategic Planning –Programming Essentials –Best Practices Part 1 Programming Basics –Event Planning –Program Cycle –Deliverables Checklist Webinars