20 best practices

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Published on October 1, 2007

Author: Rafael

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Slide1:  Best Practices for Membership Development 2005 MD Retreat 29 April – 1 May 2005 New Brunswick, NJ Region 6:  Region 6 Presented by: Ed Perkins, MDC Co-Chair (ed.perkins@verizon.net) Parsing Membership Data with Perl:  Parsing Membership Data with Perl Extract “white file” data from SAMIEEE. Use Perl script to parse fields and select subset of members (e.g., Chapters, SM, Associates) Can use emails for meeting notification, newsletter etc. How To Map Your Membership:  How To Map Your Membership Extract the SAMIEEE database of the group you would like to map from the SAMIEEE Website. At a minimum you will need First Name, Last Name, Preferred Address 1, Preferred Address 2, Preferred Address 3, Preferred Address City, Preferred Address State, Preferred Address Postal Code fields. The Business Address fields and Society Membership Flags should also be extracted for enhanced functionality. Import the desired SAMIEEE database into an Excel spreadsheet. Remove the word “Pref” from the address headers and the word “Address” from the Email column headers, then save. How to Map Your Membership, cont.:  How to Map Your Membership, cont. In Microsoft Streets and Trips, use the “Import Data Wizard”. The Import Data Wizard will ask you to match the appropriate headings to the fields in Streets and Trips. Microsoft Streets and Trips will now place pushpins on the location of all addresses it can resolve. You will now visually see the locations of your members. This process developed by John Wright, R6 SAC Example: Oregon Section:  Example: Oregon Section Antennas and Propagation Society:  Antennas and Propagation Society Presented by: Shanker Balasubramanian, Membership Co-Chair (bshanker@msu.edu) Antennas and Propagation Society:  Antennas and Propagation Society Programs that have worked for us: MFSP Free society membership at annual IEEE APS Symposium Sample publications and magazines at the Symposium Presence at other IEEE (APS) sponsored meetings—sample publications & society memberships Sponsoring IEEE senior members! This was when IEEE was offering rebates for additional senior members Also, higher grade members are likely to retain their membership in our society We are looking to develop programs with added value, kindle more industrial interest and participation and broader outreach Circuits and Systems Society:  Circuits and Systems Society Presented by: Ellen J. Yoffa, President-Elect CAS (yoffa@us.ibm.com) Proposal for Establishing a CAS Mentoring Program:  Proposal for Establishing a CAS Mentoring Program Encourage each IEEE Fellow to sign up to mentor 2-3 young members Say, each for a period of 2 years To provide input/advice to their career development.   It can be done in person, over the phone, or through email.   Benefits – rather obvious Valuable to young members for career planning, getting recommendation letters, etc Will be one more reason for young members to join CAS Help to build a community Help to facilitate networking … Thoughts on Implementation:  Thoughts on Implementation Email to all CAS fellows to see how many of them are interested to participate in the program Can impose as a requirement for future fellows, i.e. they need to agree in advance before becoming fellow Set up a Website where young members (say 6 years from BS or 4 years from PhD) can request for mentors Cost estimate for Website support $5k A priority is assigned to each applicant based on: Time in the waiting list (should try to satisfy as many requests as possible) Regions – give priority to people in China, India, etc. (regions where we want to reach out …) Get feedback from everyone who has gone through the mentor program and see what we need to adjust/improve Set up a Best Mentor Award ($1K?), and give out one each year Low Budget CAS Tour:  Low Budget CAS Tour Invite several distinguished speakers from nearby countries (or Regions) to give a symposium of lectures in a location where there are some active members Stimulate interest and membership in host location Travel expenses paid by CAS Regional VPs Local expenses paid by host chapter “Low budget” version based on earlier successful Region 9 CAS Tour Group of speakers traveled together around the Region Resulted in the formation of 2 new chapters Underway in Region 9 If no local chapter, could set up local DLP to tour area What was impact on membership? Can we expect further results? Budget estimate $3k (will vary by Region) Region 8:  Region 8 Presented by: Aleksandar Szabo, MD Chair (a.szabo@ieee.org) Best Practices on the Regional Level:  Best Practices on the Regional Level MD on R8 Technical Conferences Have a PP Presentation running on one or more monitors all the time during the conference Have an Information Desk with Web access to IEEE Websites and printed promotional material and giveaways Best Practices on the Section Level:  Best Practices on the Section Level Technical conferences – same as on the Regional level Technical meetings and workshops - have an Information Desk with Web access to IEEE Websites and printed promotional material and giveaways Presentations at Universities and in Companies with distribution of promotional material Personal contacts – very important! Consumer Electronics Society:  Consumer Electronics Society Presented by: George Hanover, Member Services (georgehanover@att.net) CES: Best Practices:  CES: Best Practices Corporate package Companies who pledge to sponsor CE Soc membership for employees get special recognition Chapter Member Service Rep Identify member service rep in each chapter. Supply recruiting material to them. Bring in periodicals Vision now part of CE Soc benefits. Dielectrics & Electrical Insulation Society:  Dielectrics & Electrical Insulation Society Presented by: J. Keith Nelson, Membership Committee Chair (k.nelson@ieee.org) Slide19:  DEIS: Best Practices Used DEIS: Best Practices Used:  DEIS: Best Practices Used Membership Chair writes personal letters to those publishing in DEIS publications who are not members EI Magazine DEI Transactions Region 9:  Region 9 Presented by: Dr. Luiz A.S. Pilotto, R9 Director-Elect & MD Chair (pilotto@ieee.org) Slide22:  IEEE Higher Grade: 299,319 Students: 68,953 Total Membership: 368,272 Loss (2003): 4.8% REGION 9 Higher Grade: 6,650 Students: 5,311 Total Membership: 11,961 Loss (2003): 13.5% Membership Status - January 2004 Main Challenges:  Retain Current Members in Region 9 Strong Action to Recover Lost Members Bring in New Members Actions Region-Wide Road Show to Present the Many Benefits of Being a Member Keep The Lowest Possible Membership Fees That Will Still Permit Good Services and Benefits to the Members Distribute to each Section an Arrears MAP to Initiate an Immediate Recovery Campaign Institutional Action Conducted by the RD, the RD-Elect and Section Chairmen to Motivate the Industry to Finance The Annual Fees of the Members Main Challenges RAB & TAB Coordination:  Strong Coordination Between Sections and Chapters to Ensure Maximum Technical Benefits to the Members Motivate Free Technical Section/Chapter Sponsored Events to Boost Membership Increase RAB & TAB Coordination Region 9: A Large and Important Group Inside IEEE:  Implement a Strong Policy to Increase the Number of Senior Members and Fellow Members in Region 9 Sections Have Already Implemented both a Fellow and Senior Member Nomination Committee Region 9: A Large and Important Group Inside IEEE Best Practices:  Strong Action to Recover Lost Members Actions Arrears Excel Files Distributed to each Section Chairmen by April 1st Wave: Email from Section Chairmen Inviting Members to Renew their Memberships (May-June) 2nd Wave: Direct Phone Calls (July) 3rd Wave: R9 MD Chairman Continuously Evaluate Membership Evolution; If necessary, send Direct Emails Messages to Members Best Practices Slide27:  IEEE Higher Grade: 299,319 Students: 68,953 Total Membership: 368,272 Loss (2003): 4.8% REGION 9 Higher Grade: 6,650 Students: 5,311 Total Membership: 11,961 Loss (2003): 13.5% Membership Status - January 2004 Slide28:  IEEE Higher Grade: 299,586 Students: 75,360 Total Membership: 374,946 Gain (2004): 1.8% REGION 9 Higher Grade: 6,650 Students: 5,311 Total Membership: 11,961 Gain (2004): 5.4% Membership Status - January 2005 Membership Evolution During 2004:  Membership Evolution During 2004 Education Society:  Education Society Presented by: S. Hossein Mousavinezhad, MD Chair (hossein.mousavinezhad@ieee.org) Education Society:  Education Society Attend IEEE Conferences and display membership materials (e.g., IEEE EIT Conference, 22-25 May 2005 hosted by University of Nebraska-Lincoln) Encourage ASEE members to join EdSoc Use Accreditation to involve faculty in professional societies, e.g., Education Society Communicate with Regions, Sections Engineering in Medicine & Biology Society:  Engineering in Medicine & Biology Society Presented by: Barbara Oakley, VP Member & Student Activities (oakley@oakland.edu) EMBS Membership Building Activities:  EMBS Membership Building Activities We sent a custom EMBS survey we had developed to all of the nearly 8,000 members in our society. Roughly 1,700 responded. Of the respondents, we found half were academic, half were industry members—which is now presumed to be the society demographic. Industry members REALLY wanted more local chapters/local chapter activities. EMBS Response to Survey Findings:  EMBS Response to Survey Findings We also asked survey respondents to check “yes” if they would be interested in starting or helping start a new local chapter. Roughly 300 members checked “yes.” We then sent emails to each of these members asking, if they were still interested, to contact the society. Some emails were sent to targeted areas with large numbers of EMBS members but no local chapter. EMBS Survey Response, cont. :  EMBS Survey Response, cont. Roughly 150 responses were received. Each of these was then contacted individually with local member information, as appropriate. Upshot—nearly 50 locations worldwide responded. Another 30 student groups responded. It is estimated that roughly a third of these may actually grow into new chapters. Additionally, a special workshop will be given at our annual conference on what IEEE-EMBS can do for members. A paper is also being written describing all the information to be given in the workshop — this will be placed in the conference proceedings. Region 10:  Region 10 Presented by: Prof. S V Sankaran, MD Chair (svsan@ieee.org) MD Best Practices …1:  MD Best Practices …1 Organize technical lectures/tutorials and open them to non-members. Co-organize technical events with other local technical societies for broader audience reach. Done in Australia, Japan, India among others. MD Best Practices …2:  MD Best Practices …2 Identify IEEE liaison volunteers (‘nodes’) in key industries /companies /institutions Hyderabad and Bombay Sections have employed this effectively to increase membership Senior Member candidates tracking and nomination by Section/Chapter Done often by many sections/chapters MD Best Practices …3:  MD Best Practices …3 Establish GOLD members as key liaison (‘nodes’) for interaction with their alma mater and faculty/student members (being tried in R10) Establish a one-time fund in the Student Branch – donated by College Management or Alumni – to pay for full or half dues for a certain no. of students (Gajanan Maharaj Engg College and UVCE in India have used this method) Microwave Theory & Techniques Society:  Microwave Theory & Techniques Society Presented by: Jan Zehentner, R8 Chapter Coordinator (zehent@feld.cvut.cz) How to attract interest of people in the IEEE membership, to keep it, and to stimulate members for activity and networking?:  How to attract interest of people in the IEEE membership, to keep it, and to stimulate members for activity and networking? Formation of new Chapters in regions or countries where they do not exist. The key point is our personal involvement, i. e.: to search for and to address individuals willing to organize the first steps as are: to establish preparatory committee to prepare and to submit the petition to organize Chapter officials election To supervise the whole process of formation and to assist when needed To be permanently in touch with Chapter officials and to help or advise them We succeeded in Romania and Norway:  We succeeded in Romania and Norway Very important for minimum income countries is the Membership Fee Subsidy Program. In Region 8, we have 15 such countries. The program helps to keep alive some Chapters and, first of all, it allows membership for young graduates, the future of the MTT Society. The program provides the feedback and enables to understand better wants of the Chapters, predominantly on the territory of the Former Soviet Union, where the economy has problems and individual incomes are very low. The number of applications for the Subsidy decreased from 7 to 3 Chapters in 2002-5:  The number of applications for the Subsidy decreased from 7 to 3 Chapters in 2002-5 We organize annually the Chapter Chairs Meeting in conjunction with the European Microwave Conference The Chapter representatives have an opportunity to meet AdCom and Region 8 officers. The meeting enables also to solve problems of Chapters in person concerning e.g., membership, payments, Chapter support by the Society, etc. A book of reports of our 38 Chapters about their activity is given to all participants. Chapters can compare own works with others, to take over successful practice and implement it in the local conditions, and to establish fruitful relations in many technical and organizational issues. Society on the Social Implications of Technology:  Society on the Social Implications of Technology Presented by: Robert Brook, Membership Chair (rbrook3@yahoo.com) SSIT Overview:  SSIT Overview Approx. 2,000 Members Not associated with any engineering specialty SSIT Scope (from Technology & Society Magazine): Health/safety/environmental implications of technology Engineering ethics Education in SIT History of electro-technology Technical expertise and public policy Social issues related to energy, information technology and telecommunications Systems analysis in public policy decisions Economic issues related to technology Peace technology Membership:  Membership Rise in membership - counter to trend of Division IV and most other IEEE Societies Why? Use of Internet as recruitment vehicle coinciding with maturation of communications technology and comfort of engineers (young and old) with using the internet. Plan to continue use of Internet as a recruitment tool for the future. Ethics and Professional Responsibility:  Ethics and Professional Responsibility This is an area of SSIT scope - sometimes difficult and controversial Most companies subscribe to high ethical standards, yet recent events show several large companies destroyed by neglect or circumvention of ethical rules No laws exist (except NJ) to protect an individual who reports a faulty product SSIT supports an awards program for “whistle blowers” who report events or products with potential danger for the public. Instrumentation & Measurement Society:  Instrumentation & Measurement Society Presented by: James Becker, ADCOM, MD Committee (rbrook3@yahoo.com) IMS: “Do your job better; get a better job”:  IMS: “Do your job better; get a better job” Target market sectors (Ind: 1900; Acad: 850; Students: 300; Consult: 300) w/ initiatives: Students: AdCom (2) members; paper contests, “brown-bag” design kits, web site Offer targeted products/services Tutorials in I&M Magazine (Increase mag freq 46) Student/New Hire column in Mag Interest matrix—better mapping of members/interests Undecided—get “nonaffiliated” IEEE members Slide50:  Industry Instrumentation Engineer does her job better because she is an I&M Member IMS: “Do your job better; get a better job”:  IMS: “Do your job better; get a better job” Offer targeted products/services, cont. Increase Senior Members Expand reviewer base Electromagnetic Compatibility Society:  Electromagnetic Compatibility Society Presented by: Elya Joffe, VP of Member Services (ebj@netvision.net.il) Slide53:  Distinguished Lecturers Program The Distinguished Lecturer Program provides a special opportunity for our chapters and sections to come into contact with the leading authorities in the EMC field Speakers chosen on the basis of the high distinction earned from their work Each lecturer will serve a two-year term, with approx. 5-6 trips per year Chapter Support through the “Bob Haislmaier Angel Program” – the “Angel Funds“ For aiding Chapters in putting on technical programs for their members which they would otherwise be unable to afford The maximum financial support for any activity is U.S. $500 Simple process: Send a request to Chapter Angel Upon approval, Society Treasurer will have IEEE HQ issue a check Top 8 EMC Society Best MD Practices Top 8 EMC Society Best MD Practices:  Top 8 EMC Society Best MD Practices Society BoD members encouraged to visit chapters BoD members are the leaders of the Society and have much to tell the members By visiting the Chapters they indicate: We care for the Chapters We are committed to the Chapters Meet us face to face, we are real people… Chapter Chairs luncheon along our Symposia All chapter chairs or their representatives are invited to a complementary luncheon during our annual symposium for an annual “get together” Information exchange between chapter chairs (by short reports) Information delivered by EMC-S BoD members (also present in the meeting) Welcoming new chapters to the EMC-S Top 8 EMC Society Best MD Practices:  Top 8 EMC Society Best MD Practices Membership Booth present in co-sponsored symposia, offering Free Society Membership for New Members Joining On-Site We exchange promotional MD booths with co-sponsored symposia worldwide IEEE MD material and EMC-S publications are distributed in the booth Booths manned by Regional coordinators and BoD members present on site Free EMC-S membership for the 1st year is offered to those who join on site Symposium Registration Discount Approximately US$100 discount is offered to IEEE members Equivalent to annual membership fees Discount set to make “membership worth while” Top 8 EMC Society Best MD Practices:  Top 8 EMC Society Best MD Practices Regional membership coordinators in all IEEE regions Promotion - a matter of culture and geography – need to know your locals Each of the regions 8, 9 and 10 have a designated LOCAL membership coordinator Works locally in forming chapters, promoting membership and representing the EMC-S in local conferences and symposia Regional Mini-Conferences (Colloquia) A regional conference coordinator in each region promotes mini-conferences and exhibits Helps in chapter’s financial well-being Attracts many non-members if the speakers are well known… e.g., Prof. Clayton Paul … or when the topic sounds “attractive” e.g. “The “Bruce-Lee Show” New members are recruited in those meetings Held successfully in the US, Germany, Israel and… Sao Paulo (Brazil) Slide57:  END OF BEST PRACTICES

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