Managing the Membership Function: Best Practices for Growing Your Chapter

1. Managing the Membership Function Breakout Session # 2&3, 5&6 Chris Coker, Baltimore/Washington Corridor Chapter Brenda Patton, North Texas Chapter June 22, 2007 3:00pm-5:15pm June 23, 2007 1:30pm-4:00pm Insert Title of Presentation Here

2. Managing the Membership Function Part 1 Membership Recruitment and Retention: Best practices for growing your chapter Brenda Patton, North Texas Chapter Insert Title of Presentation Here

3. Starting Point“You begin at the beginning.” Mr. Rabbit, Alice in Wonderland • Where we started • Lagging Membership • Declining Budget • Little Participation • Limited Program Offerings • Where we went • Increasing Membership • Increased Budget • More Programs • Better Participation • How’d we do that? Insert Title of Presentation Here

4. Research • Participation at Leadership Conference • Brian Greenburg’s presentation • Best practice study of other “successful” chapters • South Bay, Tyson’s Corner, Huntsville, Fort Worth • Review of Board Members • Strengths, weaknesses, gap analysis • Met with successful past presidents • John Kreideweis • Shelia Miller Insert Title of Presentation Here

5. Key Learnings from Research • Grow long-term relationships • View as members as customers • Executives • Management • Listen to needs and interests • Individualized meetings • Brainstorming session to obtain ideas • Obtain their input on prioritization • Use them as sounding board • Don’t create in a bubble Insert Title of Presentation Here

6. Executive Meetings Learnings & Opportunities What they need/want? • Compelling topics • Innovative ideas, best practices • Executive networking • Career opportunities • Recruiting support • Speaking opportunities • Inexpensive local training for junior contract employees • Opportunity to invest in your profession, your professional association What NCMA needs/wants? • Attendance/Participation • Executive input • Executive support • Relationships • Job Posting activity • Speakers • Sponsorship dollars • Certification study group • Consortium Training Program • New members Insert Title of Presentation Here

7. Membership Learnings & Opportunities What they need/want? • Compelling topics • Practical knowledge • Inexpensive local training • Executive support • Career opportunities • Networking w/ peers & executives • Relationships What NCMA needs/wants? • Attendance/Participation • Certification study group • Consortium Training Program • Executive support • Job Posting activity & referrals • Relationships • New members Insert Title of Presentation Here

8. Planning(How do you know your path if you don’t have a map?) • Annual Operating Plan • Annual Membership Plan • Long Range Plan • Program Year Plan / Budget Insert Title of Presentation Here

9. Execution(Making it happen) • It takes more than one person • Executive Meetings – Schedule far in advance, confirm day of • Executive Breakfast – Phone call followed by email followed by phone call confirmation • Education Consortium – marketing, marketing, marketing • Breakfast Seminars • Chapter Dinner Meetings • New Member Orientation - Phone call followed by email followed by phone call confirmation • Individual meetings w/New Members • Phone calls and one-on-one meetings with Potential New Members Insert Title of Presentation Here

10. Why?(What value does this effort provide you personally?) • Intrinsic - Personal satisfaction & growth • Leadership skills – Leading teams and project management • Networking skills – growing relationships • Interpersonal and influencing communication skills – motivating volunteers who are very busy • Extrinsic • Forwards NCMA and our profession • Perceived professionalism • Relationship development • Local executives • Constituents • Potential New Business Partners • New employees/new career opportunities Insert Title of Presentation Here

11. Next Steps/2007-08 Plan • Assertively communicate with Members who have lapsed or need renewal • Assertively communicate with New Members re upcoming programming and opportunities for involvement • Assertively manage Membership Recognition • Pin distribution • Volunteer accomplishments • Certification accomplishments to management of members • Use Spring Employment Seminar to recruit new members • Use Education Consortium to recruit new members • Prepare new NCMA Chapter Leadership to continue Insert Title of Presentation Here

12. Managing the Membership Function Part 2 A Success Story of the NCMA National Rescue Plan Christopher Coker Baltimore Washington Corridor Chapter Insert Title of Presentation Here

13. Then, circa 1998…… • Same folks doing it all. No dedicated Board. • Scant membership participation • No focused leadership at the National level • Resources (before the convenience of the internet and email) Insert Title of Presentation Here

14. NCMA Chapter Rescue Plan • The Chapter Rescue Plan was implemented in February 2005. • At the time, 30 chapters were chartered but inactive. • Catalyst was strong National impetus toward our success e.g. sponsorship to the 2005 Leadership Summit Insert Title of Presentation Here

15. Now……… • Great program year with topical presentations • Solid Chapter board with dedicated leadership by seasoned contracts professionals • Conduct no less than monthly Board meetings with separate breakout meetings as required for program planning • Demonstrated leaders in key positions e.g. • Program Chair • Membership Chair • It is critical that these positions be staffed with dedicated people!!!! • Membership has increased by approx. 150% Insert Title of Presentation Here

16. HOW: an amazingly simple plan for success • Keep it simple at first!! • The planning process • Program year preliminary planning - USE YOUR CONTACTS and get speaker commitments early • Conduct a Chapter year post mortem – luncheon or dinner with the Board. Discuss what worked, what didn’t, and why. Key off of these factors to launch the next program year • Constant evaluation of membership needs as the year evolves – be flexible Insert Title of Presentation Here

17. How:an amazingly simple plan for success(cont’d) • Topical programs in a venue that facilitates membership needs • You’d be surprised at the number of subject matter experts just waiting to do a presentation! This is where your Program Chair must excel! • Lunch time venues with healthy food served at a reasonable price. So what if you don’t make a killing! • Programs conducted at a conference room of a local big prime contractor (free) • Solicit government as well as industry participation • Get an active mentor (e.g. participant) from National as an advisor to the Board • Acting and past NCMA president Karen Reuter as BWCC den mother Insert Title of Presentation Here

18. How: an amazingly simple plan for success(cont’d) • Get bench strength on the Board • Training the replacements • Backup when work or personal issues arise • Membership Chair- in the recruiting and retention function, this is a key position! • Routine downloading and analysis of the membership roster. This is the first order of business at Board meetings which serves as a constant reminder of who we serve and why we’re there. • New members get a notice of welcome email with a list of chapter pocs and the program year schedule • Departing members/lapsed memberships get a friendly inquiry or reminder Insert Title of Presentation Here

19. How: an amazingly simple plan for success (cont’d) • Program Chair • Once the program year is developed, start working to line up the speakers • Outreach to membership to serve their needs on subject matter for presentations • President • Lead. Set the pace and keep moving the chapter forward • Strong coordination skills at first, later…..? • Participation at National events and agility in working with and supporting other chapters • Needs strong support and endorsement from his/her employer • Delicately replace non-performing Board members if necessary Insert Title of Presentation Here

20. How: an amazingly simple plan for success (cont’d) • Other positions - • Treasurer • Vice President • Volunteer chair Insert Title of Presentation Here