Holding Successful Meetings Plus…

1. Holding Successful Meetings Plus… Hamid Vakilzadian West Area Chair, Region 4

2. Acknowledgement The info in this presentation has been gathered from Santa Clara Valley Section, Nebraska Section, and Slides by April Nakamura, IEEE Society Chapter Coordinator, Tracy Hawkins,Section/Chapter Supportmanager, and Jim Lamb.

3. Outline • Holding Successful Meetings • Some Best Practices • Distinguished Lecture Program • Tips on Running Technical Meeting • Meeting Agenda • Meeting Closing • Continuing Education • Running Effective Meeting • Section Communication (Promotion of Meetings)

4. Holding Successful Meetings • Select a subject • What interests your members? Ask! • Do not limit subject matter - related fields may be appropriate and of interest (technical, educational, professional)  • Select a format • Seminar, tutorial, conference, lecture?

5. Holding Successful Meetings Find a good speaker • Distinguished Lecturers Program • Authors of papers with appropriate interesting material • Consult other Chapters or your Society members • Local colleges and universities • Local professional associations • Corporations in your area • Other Adjacent Sections/Chapters

6. Holding Successful Meetings Logistics: location and schedule • Centrally located, conveniently accessible • sufficient parking • Select a regular schedule for meetings • plan ahead for 6 months or a year • Post the info on Web, newsletters or emails

7. Holding Successful Meetings Plan a social dimension • Allow time for socializing • Provide for networking • Refreshments

8. Holding Successful Meetings • Publicize the meeting • Bulletin boards • Internal mail • Section communications • Email • Newsletters

9. Some Best Practices • What has worked for other sections may be adaptable for yours: • Establish an Innovation Committee:  (Students and emerging technologists) • Mini-symposia across Chapters (cutting edge topics) • Career days/planning • Booths at college days to publicize IEEE (increase awareness at pre-college level).

10. Some Best Practices • Increase industry involvement – help to keep technologists in industry. • Identify "hot" topics and bring in speakers to address those subjects. • List meetings on the Section or Chapter’s Web site.

11. Some Best Practices • Offer free admission to lunch/dinner meetings to members who bring completed Senior Membership applications. • Offer free admission to lunch/dinner meetings to members who bring prospective members.

12. Some Best Practices • Have joint meetings among Chapters in related technologies or with related non-IEEE groups such as national societies. • Leverage local industries’ and universities’ support for membership

13. Some Best Practices • Match members and non-members at technical conferences. • Encourage more joint Chapter activities, particularly among Chapters with common interests. • Expand (add new people to) Society Distinguished Lecturer list.

14. Some Best Practices • Encourage formation of Chapters in areas where there are enough Society members but no Chapter • Offer better leadership training for officers == how to stage a meeting • Develop mentoring programs

15. Distinguished Lecturers Program • What is the Distinguished Lecturer(DL) Program? • A personal visit to a Chapter from a “distinguished” lecturer. • Offered by Societies/Councils. • How do Chapters benefit? • Outstanding technical content at a meeting. • Visit counts towards meeting requirements. • Opportunity to expand the Chapter.

16. Distinguished Lecturers (cont.) • 32 Societies Participate • Many allow any IEEE entity to make use of their program. • There are over 500 lecturers currently on the list. • Joint Chapters benefit in particular. • Arrangements should be made directly through the sponsoring Society.

17. Distinguished Lecturers (cont.) • Each Sponsoring Society/Council Coordinates its own program. • Maintain a list of Speakers • Program Coordinator • Funding Determined by the Society • Determine which entities are eligible to request a speaker.

18. Distinguished Lecturers (cont.) • In general, the Societies do not set restrictions on where or to whom the lecturers may speak. • In general, Societies only pay expenses for a lecturer who is traveling to one of its Chapters. • In general, Societies will do all they can to “share the wealth” of information

19. Distinguished Lecturers (cont.) • Reaching out to your Section • Section membership should be invited to DL programs. • Provides an opportunity to explore new areas of technology. • Improve relationship with Section Leadership. • Increase attendance.

20. DLs without Travel Expense! • Microsoft Office Live Meeting software allows Internet conferencing for a minimal fee ($50, plus phone charges). www.ieee.org/web/webconf

21. DLs without Travel Expense! • Service offered to all IEEE employees and volunteers.Technology lets you share information over the Internet incorporating: • PowerPoint Presentations • Live software demos • Application Sharing • Website Tours • Polling • Attendees listen in to the audio portion of the meeting via telephone. • BenefitsEfficient | No Geographic Limits | Can Accommodate Large Audiences | Cost-Effective

22. www.ieee.org/lecture www.ieee.org/chapters How do I find out about DLs?

23. Alternate IEEE Sources for Lectures • IEEE Educational Activities • http://www.ieee.org/organizations/eab/icet/presentations.htm

24. Alternate IEEE Sources for Lectures • IEEE Society Lectures Online

25. Membership Information • You can access IEEE’s membership database at: www.ieee.org/samieee • Training available via internet conference. • Pre-defined queries are ready for your use!

26. Tips on Running a Technical Meeting

27. Have the Speaker - What Next? • Develop an Agenda – Use similar agenda for all meetings – • Change it slightly from time to time to test • Have equipment needs for speaker • Projector in required format and sound system that works • Laser pointer (borrow additional just in case!)

28. Have the Speaker - What Next? • Before meeting starts • Give Time for Networking – ~30 min w/snacks pizza • Get acquainted with members – meet Gold members, members attending from companies – door prize (give away CD) • Invite speaker for Social • Excellent networking opportunity

29. Have the Speaker - What Next? • Make guest speaker feel at home before the meeting • Place agenda, news and chapter info on screen (run the next 5-XX slides continuously during networking time)

30. Nebraska Section 2003 Officers H. Vakilzadian: Chair hvakilzadian@ieee.org J. Haskins: Vice Chair haskins@ieee.org H. Sharif: Sec. & Treas. hsharif@ieee.org S. Asgarpoor: Power Eng. Soc. Chair H. Sharif: Computer Soc. Chair P. Carpenter: Communication Soc. Chair

31. Nebraska Section • 5:30 – 6:00 PM Social/Networking • Invite your colleagues to join – get credit • for your dues, society fees, IEEE products • and chance to win free membership – See • ieee.org/organizations/rab/md/mgm.html • Project Management Workshop by: • Dr. T. Lahdhiri • Sep. 8, 8:30 AM-5:30PM

32. Nebraska Section • WIE (Women in Engineering) • When: Thursday, Dec. 5th, 2003, 7:00pm • Where: University of Nebraska, 129N WSEC • What: xxx will speak on issues affecting women in • employment opportunities, how to take charge of • their careers and improve your chance of success • XXX retired from HP. She played a significant role in HP’s development. • Among her many achievements, she is an SWE Fellow, received the • IEEE Centennial Medal, was inducted into the Silicon valley Engineering • Hall of Fame. All women engineers are invited! Bring your questions too! • Please RSVP to xxx@IEEE.org if you want to come!

33. Nebraska Section New Board Members and Volunteers for 2004 Chair: J. Haskins Vice Chair: H. Sharif Treasurer/Sec.: G. Hiens Power Eng. Soc. Chair: J. Nagyen Comp. Soc. Chair: D. DuLuna Comm. Soc. Chair: P. Carpeneter Web Master & Newsletter: D. Deluna Student Activity Chair: L. Perez Gold Chair: J. Smith *** Nominations or volunteers? ***

34. Meeting Agenda • 7:00 Intro. Of New Board Members for 2004 • 7:10 Quick business report • Qualified to Become IEEE Senior Grade? Start filling out the paper work – we will help line up your 3 references – For application Form, see: ieee.org/organizations/rab/md/smprogram.html and click on ‘SM application/Nomination Form

35. Announcements Joint IEEE/NSPE breakfast meeting: Dec 8, 2003 • Speaker: XXXX Jan. Meeting (1/29/2004) • Time: 5:30 – 8:30 • Place: XXX Dr. XXX, Director of Analog/RF Design, AERO Corporations, will speak on “CMOS Power Amplifiers: Nonlinear, Linear and Linearized”

36. Bolts and Nuts of MeetingAgenda Details Keep business part of meeting quick – 10 minutes total • Sign in - reminder of importance – try to add contact info, tel. #, e-mail address, member #, (future leaders contacts) • Introductions - members name and affiliation • Announcements, coming meetings and activities • involve members (watch the time constraint)

37. Bolts and Nuts of MeetingAgenda Details • Speaker intro – short, try to encapsulate bio • Speaker presentation 50- 60 minutes • Questions and Answers after presentation 5 minutes –additional after mtg)

38. Meeting Closing • Thank speaker & give gift • You may give a plaque on heavy IEEE paper w/gold embossment and plastic frame.

39. Meeting Closing • URLs – Additional information and ideas http://ewh.ieee.org/soc/cpmt/chapters/planmeet.html Planning Successful Chapter Meetings; from CMPT

40. Professional Development Hour • Professional Engineers need to take 30 Credit Hours for license renewal • Find the requirements for your state • Provide PDH hour(s) for the technical meetings/tours • Arrange meetings and workshops to provide at least 30 PDH for your section members. • Take advantage of the programs in your neighboring sections • Publicize PDH in your announcements • Provide Certificates for the attending members.

41. The Institute of Electrical and Electronics Engineers Nebraska Section Presents this certificate of Achievement to John Doe for participation in a day-long Project Management Workshop Seven (7) Professional Development Hours (PDH) Actual hours of learning in an engineering topic Held in Omaha, Nebraska September 4, 2003 _______________________________________ Hamid Vakilzadian, Chair of the IEEE Nebraska Section

42. Professional Development Hour • For auditing purpose: • Keep a brief record of the meeting, a copy of the certificate, name of the speaker, topic of the speech, and the list of the attendees

43. Running Effective Meetings

44. Outline • Why are we having a meeting? • Who does control agenda? • Who should attend? • What is the expected outcome? • How many chapter’s chair are present? • How meetings get derailed • Managing a disturbance.

45. Why are we having a meeting? • What is the purpose of meeting? • Business • Technical • Social • Is the meeting defined by a chapter? • Who should attend the meeting?

46. Who Controls the Agenda • Why have an agenda? What goes first? • Need to establish time budget. Send with the meeting agenda. • What material is needed to prepare for attendees of the meeting. • Agenda is the responsibility of meeting chair delegated to the secretary.

47. Who Should Attend the Meeting? • The more people you invite, the more input you will get, the longer it will take. • If guest are invited, do they know their role. • If discussions are going to be held, who has the information?, who is affected? • Should business and technical meetings be combined?

48. What Is The Expected Outcome? • Are decisions expected to be made? • How meeting should be documented? • How are the results measured? • How objectives will be made?

49. How Meetings Get Derailed? • No agenda • Do not follow time schedule • Cannot arrive at common solution • Discussion is uncontrolled, Roberts Rules. • War stories get started • Poor definition of the objectives • Participants not prepared

50. Managing A Disturbance • Deflect the discussion to after the meeting • If the conversation is not relevant, it should be cut off • Guest input should be kept for minimum • Delay the discussion to later