2012 Virginia SHRM Leadership Conference

1. 2012 Virginia SHRM Leadership Conference Communications/Secretary

2. Presenters • Kimberly (Kim) L. Hull, PHR VA SHRM 2014 State Conference Co-Chair Central Virginia SHRM Chapter • C. Denise Henderson, PHR, GPHR VA SHRM Technology Director Dulles SHRM Chapter

3. Objectives • Provide a forum for open discussion • Share best practices from each chapter • Understand SHRM expectations • Identify what the Virginia State Council can provide for you • Set goals for 2012

4. Ways to Communicate … with members and members-at-large … with other chapters

5. …with members & members-at-large • Chapter website • Newsletter – electronic or print • Mailings – postcards, invitations • Chamber of Commerce • Call local businesses (divide & conquer) • TV/Radio • Email – distribution lists, at-large blasts • Social media • Scrolling PowerPoint at meetings • Announcements at meetings • Table notices • When you send your meeting survey, provide a link to a relevant article pertaining to your meeting

6. …with other chapters • Email your big events to other chapters’ leaders • Cross post/announce other chapters’ events • Join the State Council LinkedIn group • Attend State Council meetings and network • Hold joint events • Hold district meetings quarterly with key leadership • Attend another chapter’s meetings occasionally • Exchange contact information here!

7. Set the Standard • Send an article or link to an article that relates to your chapter’s most recent meeting • Meeting on Employee Engagement, include an article that further educates your members (and those that didn’t attend) • Consider creating a local listserv for HR professionals in your area or line of business • Hold a monthly discussion group – for free • Ask experts to send you monthly articles to share with your members – for free

8. Set the Standard • Get involved in the community and give members an opportunity to help • Job fair, interview training, assist non-profits, teach a class, serve on a panel, speak at a Chamber event • Consider having a board member attend all Chamber of Commerce meetings • This gets the HR voice heard and can have multiple positive results

9. Need More Ideas • Have a good idea – share it with your fellow chapters through emails or a phone call • Check out Ben Eubanks’ Rock Your Chapter e-book (it’s free!) http://upstarthr.com/wp-content/uploads/2010/11/Rock-Your-Chapter.pdf

10. Secretary • Minutes – decide how you will retain and share with your members • Maintain chapter by-laws and amendments • Keep board officer list updated • Confirm active SHRM membership, if applicable • Document storage – print and online storage • Key Documents like ratified by-laws • Aged materials – minutes, board job descriptions, financial reports, goals, etc.

11. SHRM - Resources • Chapter Volunteer Resources http://www.shrm.org/Communities/VolunteerResources/ResourcesforChapters/Pages/default.aspx • Be sure to use the correct authorized SHRM logos. They can be found at http://www.shrm.org/Communities/VolunteerResources/graphicsguide/Pages/default.aspx

12. E-blasts are available to 100% chapters. (Chapters which 100% of their local members are also members of SHRM.) E-blasts are also available for Super Mega chapters. http://www.shrm.org/Communities/VolunteerResources/ResourcesforChapters/Pages/CHAPRcommunic.aspx SHRM – E-blasts

13. SHRM - Mailings • You can request addresses by zip code from your regional area coordinator (Crystal). • This is useful in membership campaigns – like mailing postcards. • Example: on one side, list an upcoming event and how to attend, on the other, list your website, how to join and benefits of membership.

14. SHRM - Affiliate Logo • Whenever you print documents, you need to have the SHRM affiliate of logo- and it’s needs to be the current logo. • Example: receipts at chapter meetings, flyers, newsletters, your website, press releases (whenever possible).

15. SHRM – Newsletter • The SHRM National website, www.shrm.org, has articles that you can include in your newsletters. You can find these in the Communication/Marketing tool kit under volunteer leader resource guide. • For personal benefit, SHRM national also has articles you can use in your company newsletters or for management or employee training also.

16. SHRM – Newsletter SHRM Newsletter Article #3 “Managing Smart: Teaching Line Managers how to Supervise” Managing Smart is a unique service available to members of SHRM. Every quarter, a new collection of articles is provided that can help your company's line managers supervise their staffs effectively—and legally. This online newsletter features authoritative advice from SHRM about communicating with, training, rewarding and motivating employees, complying with employment laws and many, many other hands-on duties managers face on a daily basis. Past issues are archived, so you have access to all the articles since 2000. Best of all, as a member of SHRM, you are authorized to distribute copies, excerpts or e-mails of the newsletter for educational purposes internally within your organization. Topics of articles include performance appraisals, wage and hour regulations, motivating employees, diversity, retention, and many others. Each document is also available in MS-Word, which you can download and drop into your company newsletter. To access this service on behalf of your company, you must be a member of SHRM. If you are not a member, and would like to learn more about the benefits of SHRM, please visit our membership information section. Read more about Managing Smart at http://www.shrm.org/TemplatesTools/Samples/SupervisoryNewsletter/Pages/default.aspx

17. Chapter Newsletters • www.novashrm.org – has a .pdf style newsletter, can be emailed, also available online • www.dullesshrm.org – has tried several styles – word, .pdf, online, email, etc. • www.hrshrm.org - has articles online • www.richmondshrm.org – has articles online, interesting layout

18. SHRM – Web Sites • SHRM provides resources in how to establish your chapters website and to make it work for your members and potential members. • SHRM can also provide a free standardized website

19. Additional Web Resources This is not a complete list of companies that offer low-cost or free web space. AngelFire: http://angelfire.lycos.com/BraveNet: http://www.bravenet.com/DotEasy: http://www.doteasy.com/FortuneCity: http://www.fortunecity.com/FreeServers: http://www.freeservers.com/InfoTeam Internet Solutions: http://www.infoteam.com/nonprofit/ NetFirms: http://www.netfirms.com/ Try to get sponsors to advertise for set periods of time. This will help fund the cost of your website creation/maintenance.

20. Virginia Chapter Web Sites • Shenandoah Valley www.svshrm.org • Roanoke Valley – www.rvshrm.org • Southside – www.ssvashrm.org • Hampton Roads – www.hrshrm.org • Richmond – www.richmondshrm.org All chapter websites are listed on the Virginia SHRM State Council website

21. Virginia SHRM State CouncilWebsite Main Site: www.shrmva.org • You can find our vision, guiding principles and mission of the Virginia SHRM State Council • Virginia Human Resources Today magazine • State Council Members • Virginia SHRM Chapters • And lots of other resources!

22. Virginia SHRM State Council Resources Cont’d • Post ½ day or longer chapter events. Go to: http://shrmva.org/chapterevents.aspx • Media ideas or help setting up website or social media groups • Have questions? You can reach out to a Council Officer or Director. http://shrmva.org/councilleadership.aspx

23. Virginia SHRM State Council Social Media • Follow us on our Twitter feed at: Twitter.com/shrmva • Link to us at LinkedIn: Virginia SHRM State Council • Link to our subgroup in LinkedIn: Virginia SHRM Student Chapters • Friend us on Facebook at: Facebook.com/shrmva

24. 2012 SHAPE SHRM Affiliate Program for Excellence (SHAPE) SHAPE focuses more on strategic objectives Use SHAPE workbook for goal setting and tracking activities Report due by January 31, 2013 Award levels changed to Bronze, Silver, Gold, and Platinum Financial support payments will still be awarded For more information: http://www.shrm.org/Communities/VolunteerResources/Pages/default.aspx

25. Sample Goals • Establish website within 1 year • Publish a newsletter quarterly • Issue press releases monthly • Establish an online document storage site within 6 months • Create a how-to binder for each board position before the following year’s officer transition meeting • Establish social media for your chapter – or yourself within three months

26. Sample Goals Cont’d • Hold at least one joint event annually • Hold a joint board meeting annually • Elect a Media Director • Form a social media committee • Utilize tools that allow multiple users to post • Utilize State Council for emails to other chapters’ leaders

27. Questions