Communications/Membership

1. Communications/Membership Mid America Council Friday, April 25th, 2014 Leadership Training Session

2. to… Chapter Operations Communications/Membership

3. Today’s Agenda • Introductions – Facilitator and Participants • Communications Responsibilities • Membership Development Responsibilities • Important Dates and Deadlines • Questions

4. Introductions • Facilitator • Participant • Name • Chapter Affiliation • Current or Future Board Role • One Thing You Want to Learn From This Session

5. Communications

6. Communications Responsibilities Key Activities • Newsletter • Program/Roster Booklet • Website • Public Relations • Community Service Programs

7. Newsletter

8. Newsletter • Objective – Develop knowledge of, enthusiasm for, and participation in chapter programs and activities with members. • Hard copy or electronic format • Length can vary based on contents • Distribute monthly, or at least quarterly • Strive for a well-written and attractive newsletter

9. Newsletter Contents for a Newsletter • Chapter President’s message • Details of upcoming meetings and events • List of meetings and activities for next several months • News of members – marriage, job promotion/change, recognition • Promotion of the CMA program • Short biographies of officers/directors • List of new members, new CMA’s, significant membership anniversaries (10, 15, 20, 25, … 50 years of membership) • Mid America Regional Council activities

10. Newsletter Contents for a Newsletter (continued) • IMA Global activities and announcements • Promotion of the IMA Annual Conference • Programs within the IMA Learning Center • Change-of-Address form • Recruit new members • IMA member benefits – insurance, publications, resources • Website links to the local chapter, Mid America Council, and Global • Interesting articles for accounting/finance professionals

11. Program/Roster Booklet

12. Program/Roster Booklet • Objective – Develop knowledge of, enthusiasm for, and participation in chapter programs and activities with members. • Hard copy or electronic format • Distribute to members by the first meeting in September • May be presented to new members, speakers, and advertisers • Can be used on corporate/academic development calls

13. Program/Roster Booklet Contents for a Program/Roster Booklet • Table of contents • Chapter President’s message • Schedules of chapter educational programs • Chapter officers and directors • Chapter board meeting dates • Former chapter presidents • IMA purposes, objectives, and services • Mid America Council education schedule

14. Program/Roster Booklet Contents for a Program/Roster Booklet (continued) • List of members, including contact information • List of chapter members holding the CMA/CFM certificate • Chapter competition details • IMA Global officers’ names and addresses • IMA Global Learning Center • IMA ethics counseling service • Chapter history • Other chapter information and achievements

15. Program/Roster Booklet Issues to be Addressed in Developing the Booklet • Organize a team to spread out the workload • Develop a detailed plan in early summer • Hard copy, electronic, or both? • Use the membership roster from the chapter portal • Solicit advertisers to reduce costs? • Size, form, and contents? • Color vs. black and white? Paper quality? Photos? • Develop a budget

16. Website

17. Website • Objective – To develop, maintain, and improve participation in chapter activities through the internet. • To be used by members and interested non-members • Content must be current, timely, accurate, and interesting!!! • Ensure all links to related websites continue to be active • Search other chapter websites for ideas!

18. Website Chapter Webmaster Responsibilities • Finds an Internet Service Provider to host the website (IMA provides this service for free) • Creates website content and maintains it • Content may include many of the items mentioned in the newsletter and program/roster booklet • Many chapters include the ability to make online payments (PayPal) • Coordinates with the IMA Global webmaster on items of common interest • Remember that the chapter website represents the IMA globally

19. Public Relations

20. Public Relations • Objective – To convey to the community, especially the business community, the existence, purpose, and activities of IMA locally and globally. • We are known by what we do rather than what we say. Public service is public relations! • Talks by chapter officers and members before other groups should be encouraged and publicized.

21. Public Relations Outlets for Publicity • Newspapers – hard copy and electronic versions • Business publications • Trade and professional magazines • Corporate publications • College and fraternal publications • Radio • Television • Displays – chapter meetings, civic functions, college career days • Social media – Facebook, Twitter, LinkedIn

22. Public Relations Suggested Items for Media Release • Professional education programs • Visits by IMA Global officers • Local members elected as IMA Global officers and committee members • Authorship in Management Accounting • Winners of various IMA awards • CMA Program • Participation in community service programs

23. Community Service Programs

24. Community Service Programs • Community service programs help both the community and the chapter. • By providing assistance to a community organization, the chapter enhances its standing in the community and the overall image of accountants. • Chapter members receive the personal satisfaction of making a contribution to the community where they live and/or work.

25. Community Service Programs Planning the Program • Get ideas from chapter members and their community relationships. • Select programs to involve as many chapter members as feasible. • An activity performed by an individual member qualifies as a chapter activity is approved in advance by the chapter board. • Publicize the event in coordination with the Public Relations team. • Encourage members to get involved – a little time commitment can goes a long way.

26. Membership Development

27. Membership Development Responsibilities Key Activities • Member Acquisition • Member Retention & Participation • Corporate & Academic Development

28. Member Acquisition

29. Member Acquisition Ideas to Generate New Members • Every current chapter member can be a recruiter (work your network) • Identify non-represented companies within the chapter area • Conduct a membership campaign (maybe even a contest) • Develop a prospect list • Find prospect names from chamber of commerce rosters, business directories, company websites, trade publications, and personal contacts. • Invite-A-Guest program for chapter members

30. Member Acquisition Next Steps • Personal contact has proved to be the most consistently successful technique in soliciting new members. • Be informal and conversational – not pushy. • Distribute and explain printed promotional material about IMA. • Describe your IMA experiences and the benefits of IMA for you. • Follow up at a defined date to answer any questions. • Invite to attend the next chapter meeting – some chapters offer this at a reduced price.

31. Member Retention & Participation

32. Member Retention & Participation • Goal – Keep resignations and terminations at the lowest possible level. • Assimilate new members – welcome them, introduce them, encourage them to get involved. • Chapter President should write a welcoming letter to all new members. • Make an effort to get new members involved in chapter activities.

33. Member Retention & Participation • Review the Monthly Membership Activities Report • New members • Warnings of termination • Terminations and resignations • Transfers in and out • Current members receive a renewal invoice 1 month prior to their anniversary or cycle date. • Reminder invoices are sent at the due date and 1 month after the due date. • A warning of termination is sent 2 months after the due date. • Member is terminated if dues are not paid in 3 months after due date.

34. Member Retention & Participation Member Retention Ideas • Plan a member retention program with goals. • Keep members informed of activities. • Hold new member orientation meetings. • Address any known member-related concerns. • Contact members whose membership is about to expire – show that you care. • Invite members to become involved on the board of directors.

35. Corporate & Academic Development

36. Corporate & Academic Development • Objective – Develop new and reinforce existing employer/academic programs which endorse and support IMA activities. • Identify target companies and educational institutions and their decision-makers. • Schedule corporate and academic meetings. • Plan and conduct the call or meeting with the chapter president or past president participating.

37. Corporate & Academic Development • Provide appropriate IMA literature based on needs. • Follow up with agreed upon next steps. • Complete the Profile Report to IMA Global. • Academic institutions interested in initiating a student chapter should contact IMA Global for details.

38. Important Dates & Deadlines

39. Important Dates & Deadlines Fiscal Year – July 1 to June 30 Chapter Competition Year – May 1 to April 30 MEF Grant Application – due last business day of August IRS Form 990/990EZ – due November 15 Annual Financial Report – due last business day of November

40. Important Dates & Deadlines Chapter Elections & Appointments – due last business day in March Various Competition Forms – due last business day in March Annual Transmittal Form – due April 30 Chapter Competition Year Ends on April 30

41. Questions