IEEE Region 1 Training Workshop – Membership Development

1. IEEE Region 1 Training Workshop – Membership Development Cathy DownerIEEE Membership Development Manager IEEE Member and Geographic Activities c.downer@ieee.org +1 732 562 5506

2. Slide 2 MembershipDevelopment: www.ieee.org/md • Links to: • MD Webcast Archive 2012 • MD Kit Online Order Form • Monthly MD Progress • Reports • 2012 MD Manual (PDF) • Regional & Section • Membership Statistics • MD Webcast Archive Guide (2011, 2010 and 2009) • Student Competition files • Recruitment Programs & Tools • Best Practices • Member-Get-A-Member

3. Slide 3 Today’s Agenda • IEEE Membership Development • IEEE Membership Cycle • Efforts to Recruit, Retain & Recognize Members • Team Engagement & Collaboration • Aleksandar’s Reflection on MD Officer role – What is my job? • Appendix • What is? • IEEE Center for Leadership Excellence • MD Reports available • SAMIEEE/Analytics

4. Slide 4 IEEE Membership Development (MD) • The Membership Development activity involves three key areas: • recruiting new members • retaining those who have not renewed • recovering those who have not renewed in past (arrears) • could also include recognition of members

5. Slide 5 IEEE Membership Cycle

6. Slide 6 Efforts to Recruit,Retainand Recognize Members

7. Slide 7 The Basics: Adapting the Membership Lifecycle* • Awareness… when prospects first discover you. • Recruitment… when prospects choose to try you. • Engagement… when new members feel they belong to you. Engagement is fundamental to high retention rates and sustained membership growth no matter where the organization may be located. Engagement programs that drive local and regional allegiance are a crucial lead-in to Renewal. • Renewal… when lapsing members decide whether to keep you. • Reinstatement… when former members agree to return to you. *Marketing General Inc., “MGI Tipster – Vol.11, February 15, 2012, reproduction excerpts from white paper, How to Grow your Association in Emerging Markets Using Strategy and Tactics, by Erik Schonher and Terrance Barkan.

8. Slide 8 Recruiting Tips • Promote half-year dues when available (March-August) • When discussing membership with a prospect, listen for clues as to what they look for in a professional society. Stress those member benefits that meet their needs. • Invite a prospective colleague/student to attend an IEEE Section/Chapter/Branch meeting to experience first-hand the professional benefits of IEEE membership. • Keep issues of IEEE Spectrum, IEEE Potentials and IEEE Society publications on display to attract the eyes of potential new members. • Publish an article in your company or university publications explaining how IEEE helped you. • Post announcements of IEEE meetings/conferences. • Invite other related associations to conferences, events or technical meetings • Conference Member Recruitment (CMR) Program http://www.ieee.org/cmr • MGM Program http://www.ieee.org/mgm

9. Slide 9 Benefits of IEEE Membership

10. Slide 10 Retaining members • Utilize Section Newsletter and Website to provide information • First Year Member outreach • Don’t wait until renewal or when members are in arrears • Pre-arrears outreach in January • Post-arrears outreach end of February/early March • Local outreaches send a personal message on value of membership • Involve student members in activities to see value in their membership – long term • SAMIEEE pre-defined queries • (MD) Members in Arrears (contact information)Displays Members in Arrears along with Contact Information. • (MD) Inactive Members (contact information)Displays Inactive Members. Includes Renewal Year Field in order to determine the "last' year member renewal for. This determine how many years they have been inactive. • (MD) First Year Members Not RenewedIncludes Name, Grade, Membership Status and Email Contact

11. Slide 11 New Member Alert • New joined members targeted • E-mail sent from IEEE monthly to all Section Chairs and Section MD officers containing special hyperlink to SAMIEEE log-in page • Upon log-in, SAMIEEE will automatically run report of new members from previous month • Report contains contact information, as well as the reason(s) why they joined IEEE • Report date-range can be modified to pick-up new joins from previous months in your dashboard

12. Slide 12 Outreach Templates

13. Slide 13 Recognizing members • Welcome new members to your activities • Graduating Students at STEP Events • http://www.ieee.org/membership_services/membership/gold/step.html • IEEE Student Competitions • IEEEXtreme, Presidents’ Change the World • http://www.ieee.org/membership_services/membership/students/competitions/index.html • Senior Member Elevation • http://www.ieee.org/membership_services/membership/senior/index.html • SAMIEEE pre-defined queries • (GEO) & (MD) Active Members with 5 or 10 IEEE Years of Service • (MD) Active Student Members with Graduation Date in 2011Active Student/Graduate Student Members with a Graduation Date within 2011, by Section, By School • (MD) 2012 Renewal Year for Active Members - Name, Grade, EmailResults show Members who renewed for 2012, info includes Name, Grade, Membership Status and Email Contact. • (MD) New Member Interest Info for new IEEE Members - last 31 daysQuery will produce results for New IEEE Members in the last 31days - Only Members who have selected Yes to at least one of the New Member Interest field selections.

14. Slide 14 IEEE Support Center

15. Slide 15 MD Resources • MD Web page • MD Manual • MD Calendar & Checklist • Web resources • “md-alert-all” list • MD Kit

16. Slide 16 MembershipDevelopment: www.ieee.org/md • Links to: • MD Webcast Archive 2012 • MD Kit Online Order Form • Monthly MD Progress • Reports • 2012 MD Manual (PDF) • Regional & Section • Membership Statistics • MD Webcast Archive Guide (2011, 2010 and 2009) • Student Competition files • Recruitment Programs & Tools • Best Practices • Member-Get-A-Member

17. Slide 17 Membership Development Manual Resource for MD officer • MD Volunteer Mobilization Platform • Tools & Resources • MD web portal • IEEE printed collateral • MD Calendar shows activities • Peer-to-Peer Collaboration • Online Community • Webcasts • Reports & Analysis • Monthly Report • Region Monthly Report • Strategy development • Working the position of MD Chair • Extra Help

18. Slide 18 Membership Development Calendar Why is this important to me? • Outlines the significant programs and processes that IEEE headquarters facilitates during the year. • Calendar months are headed by recruitment, retention and recovery processes & programs. • Key activities include: Pre-Arrears, Membership Termination (25 Feb), Half-Year Dues Cycle (March 1 – Aug 15), Arrears Recovery, Elevation of Student Members (June & August), Renewal Cycle (Sept) and when the new Membership Year begins (Sept).

19. Slide 19 Monthly Checklist for MD Officers How does this checklist help me? • The checklist will help you optimize your efforts by taking advantage of large-scale, IEEE MD initiatives. • Begin planning and coordinating your MD activities locally – collaborate with Section events, Society or Chapter conferences, and Student Branch congresses, competitions. • Utilize SAMIEEE and the pre-defined queries for reports on first year members, recently elevated Student and Senior Members, and those members that have not renewed. • Senior Member Review Panel meetings are scheduled throughout the year to review nominations submitted – plan ahead to run Senior Member drives to meet submission deadlines.

20. Slide 20 IEEE Web Resources Join IEEE membership: www.ieee.org/join Renew IEEE membership: www.ieee.org/renew Welcome to IEEE for New Member: www.ieee.org/start Benefits of IEEE membership: www.ieee.org/membership_services/membership/benefits/index.html Member Grade Elevation: www.ieee.org/membership_services/membership/grade_elevation.html Senior Member Elevation: www.ieee.org/membership_services/membership/senior/index.html 2012 IEEE Membership & Society Membership Dues: www.ieee.org/membership_services/membership/join/join_dues.html 2012 Memberships & Subscriptions Catalogs:http://www.ieee.org/membership_services/membership/2012_membership_booklet.pdfe-Membership:http://www.ieee.org/membership_services/membership/join/emember.html IEEE Society Memberships (list of IEEE Societies with links to each site): www.ieee.org/membership_services/membership/societies/society_memberships.html Societies/Communities: www.ieee.org/societies_communities/index.html#sect1 Membership & Services: http://www.ieee.org/membership_services/index.html Education & Careers: http://www.ieee.org/education_careers/index.html

21. Slide 21 IEEE Web Resources - Continued IEEE Contact Center: www.ieee.org/contactcenter IEEE Support Center Home: https://supportcenter.ieee.org/ IEEE Master Brand and Logos: http://www.ieee.org/about/toolkit/masterbrand/index.html IEEE Brand Toolkit: www.ieee.org/about/toolkit/index.html Center for Leadership Excellence: http://www.ieee.org/societies_communities/geo_activities/officer_training/quick_start.html Resources for Geographic Unit Officers: www.ieee.org/societies_communities/geo_activities/resources/index.html?WT.mc_id=soc_guo Resources for Volunteers: http://www.ieee.org/about/volunteers/index.html?WT.mc_id=rfm_vol About IEEE: http://www.ieee.org/about/index.html Student Competitions: http://www.ieee.org/membership_services/membership/students/competitions/index.html MGA is transitioning the SCOOP newsletter to MGA News Web page http://www.ieee.org/societies_communities/geo_activities/mga_news.html MD Web Portal: www.ieee.org/md MD Kit Order Form: www.ieee.org/md SAMIEEE/Analytics Tool: www.ieee.org/samieee

22. Slide 22 MD Alert Alias “MD-Alert-All” Send and e-mail message to listserv@listserv.ieee.org with a blank subject line In the body of the message, type in: Subscribe MD-ALERT-ALL or Send a message to Cathy Downer at c.downer@ieee.org • Receive monthly MD Webcasts announcements • Receive link to most recent monthly Membership Development Reports • Receive miscellaneous MD announcements

23. Slide 23 On-Demand Supply Ordering http://www.ieee.org/md

24. Slide 24 Team Engagement & Collaboration • Team Effort – Volunteers & Staff • MD Monthly Webcast • MD Online Community/Group • Aleksandar’s Reflection

25. Slide 25 Worldwide & Integrated Team Effort • Volunteers – Region, Section, Society MD Chairs • Members – Participation in the MGM program, or otherwise • Staff – Member & Geographic Activities (MGA) MD Staff John Day MGA Director, Membership Development j.day@ieee.org Cathy Downer MGA Membership Development Manager c.downer@ieee.org Laura Durrett MGA Project Manager-Volunteer Services/Student Activities l.durrett@ieee.org Adrienne Hahn MGA Manager, Membership Marketing Communications a.hahn@ieee.org Elyn Perez MGA Manager, Membership Sales Operations elyn.perez@ieee.org Lisa Delventhal MGA Manager, Young Professional Program l.delvanthal@ieee.org Nick Lehotzky MGA Member Benefits Marketing Manager Online Products n.lehotzky@ieee.org

26. Slide 26 MD Monthly Webcast Monthly MD Webcast Wednesday, 1:00 PM Eastern Runs about 60 minutes Volunteers & Members present on topics, along with IEEE Staff Standard format Open floor question and answer period Each session is recorded Aleksandar Szabo, Host of MD Webcast and MGA 2012 Chair of Member Recruitment & Recovery (MRR) Committee a.szabo@ieee.org • The Archive Guides: • Grouped by month • Listed by presentation topic, • speaker, file posted in PDF • Each file accessed by IEEE web • account

27. Slide 27 MD Online Community /Group (linked from MD Portal) • Communicate / Connect • Collaborate • House Information • Share Practices

28. Slide 28 Aleksandar’s Reflection on MD Officer Role – what is my job? • Section MD Officer Role & Job • What Should I do First? • What is the Region MD Coordinator expecting • me to do? Aleksandar Szabo is the 2012 Chair, MGA Member Recovery & Recruitment Committee (MRRC), past Region 8 MD Chair and Croatia Section MD Chair & Treasurer, Chapter Chair and Region 8 SAMIEEE Recipient

29. Slide 29 Section MD Officer Role and Job • Take care about Section Membership Development by using every occasion to promote IEEE • Recruit • Retain • Recover • Be familiar with all MD resources and tools • Use SAMIEEE • Know the membership in your Section • Establish good relations and cooperate with other Officers, Chapter Chairs and Student Brances in your Section • In larger Sections form an MD Team • Establish good relations with your Region MD Coordinator

30. Slide 30 What Should I Do First? • Get in contact with your Section Chair and Secretary • Check if your name is reported to the Geographic Roster http://www.ieee.org/about/volunteers/rosters/index_regions.html • If not, it should be done online at http://www.ieee.org/societies_communities/geo_activities/required_reporting/officer_forms.html • To get information and advice, get in contact with your predecessor – Past MD Officer • Learn about the membership trends in your Section. Look at the Geographic Membership Statistics. • Use SAMIEEE to learn about the members in your Section • Get in contact with your members and learn about the reasons they joined and why they stay • Get in contact with your Region MD Coordinator Soon Wan • Establish contacts with the MD Staff and take part in the Monthly Webcast • Recruit, retain, recover...

31. Slide 31 What is the Region MD Coordinator expecting me to do? Do your MD job in your Section continuously Be enthusiastic and motivated to achieve good results Be in contact with your Region MD Coordinator Ask for help when you need it Take part in the region MD webcasts, conference calls and meetings Prepare and inform the Region MD Coordinator about your Section MD strategy and plans Report your actions and the outcomes

32. Slide 32 Appendix

33. Slide 33 What is? • Applicant: New member who has not completed the join process – his/her dues have not been paid and processed. • Recruiting: Seeking out new (non) members for membership in IEEE. • Grace Period: January and February are considered the “Grace Period” for members who have not yet renewed for the present membership year. They are still considered active members until the end of February when the service disruption occurs. • Pre-Arrears: Active members who have not yet renewed for the coming membership year by the end of February. • Arrears: Member who has not renewed by the end of February for the membership year becomes deactivated. • Recovery: Outreach to members in arrears to renew their membership. • Reinstate: Bringing back past members who have had a break in their membership status (not paid dues for more than a year) to active membership. • Retention: Retaining existing members by renewing their membership.

34. Slide 34 What is? • Associate Member: Associate Member grade is designed for technical and non-technical individuals who do not meet the qualifications for Member grade, but who wish to benefit from membership and partnership in IEEE, and for those who are progressing, through continuing education and work experience, towards qualifications for Member grade. • Affiliate: Society Affiliate is a member of an IEEE Society. Society Affiliates are not IEEE members and are not entitled to any IEEE benefits or services that are reserved solely for IEEE members. All affiliate benefits and services come directly from the individual IEEE Society offering affiliation.  For each society affiliated with, the applicant pays a separate annual affiliate fee plus that IEEE Society's annual membership dues. • Graduate Student Member: A Graduate Student Member must carry at least 50% of a normal full-time academic program as a registered graduate student in a regular course of study in IEEE- designated fields. The total cumulative period for a member to hold the Student Member grade and/or the Graduate Student Member grade is limited to 8 years. • IEEE GOLD/Young Professional: GOLD is the identification of a segment of IEEE Members who have advised IEEE they have graduated with their first professional degree. GOLD is not a member grade. The member’s record needs to have a full educational background and graduation dates in order for the identification of GOLD. Student Members cannot be GOLD, but Graduate Student Members can be GOLD as they have graduated with their first professional degree and are in advanced degree program. A member will belong to the GOLD segment for ten years after receiving their first degree.

35. Slide 35 IEEE Center for Leadership Excellence When fully operational, it will serve as the repository for all leadership training material within IEEE to ensure IEEE keeps pace with its evolving organization.  Additionally, it will meet the needs of IEEE volunteer leadership by providing materials that will enable volunteers to accomplish their jobs efficiently and effectively; thus allowing them to spend more time ensuring that members are engaged in IEEE activities so that IEEE member satisfaction and relevance continue to grow.

36. Slide 36 Membership Development Reports Global MD Report • Statistical ‘pulse’ • Membership Trends • MD Calendar guidance • MD-related announcements, activities • Articles by volunteers - topic driven Regional MD Reports • In-depth view of MD activities within Region with Section data • Customizable by Region MD Chair Society MD Reports • Template developed & is available

37. Slide 37 MD Strategy & Plan Templates • MD Strategy & Plan template available • Concise and polished presentation of your MD efforts to your executive committees • MD Staff will assist with tactical guidance and pulling data trending • Adopters of draft-version of template • IEEE China Office • IEEE UKRI Section • Region 1 • Regions 1-10 selected large sections received template with data and initial content to begin their strategy development

38. Slide 38 SAMIEEE Volunteer Access to Membership Statistics • 5 Short Training Video Modules • Need IEEE Web Account • Registered Users with Designated Access (officer position determines data that is pulled) • Membership statistics by Geographical – Region, Section, Affinity Group • Membership statistics by individual Society • Pre-defined queries to access reports easily • (MD) Folder with related pre-defined queries for membership development data • Geographic & Society Predefined Queries • Questions? Contact: Helen Shiminsky at h.shiminsky@ieee.org or samieee@ieee.org • Society Questions? Contact: Mary Curtis at m.curtis@ieee.org SAMIEEE website: http://www.ieee.org/samieee

39. Slide 39 Thank you… Questions Send your questions to grow-membership@ieee.org