1. for Membership Development
Best Practices
for Membership Development
2005 MD Retreat
29 April – 1 May 2005
New Brunswick, NJ

2. Presented by: Ed Perkins, MDC Co-Chair (ed.perkins@verizon.net)
Region 6
Presented by:
Ed Perkins,
MDC Co-Chair

3. Parsing Membership Data with Perl
Extract “white file” data from SAMIEEE.
Use Perl script to parse fields and select subset of members (e.g., Chapters, SM, Associates)
Can use s for meeting notification, newsletter etc.

4. How To Map Your Membership
Extract the SAMIEEE database of the group you would like to map from the SAMIEEE Website.
At a minimum you will need First Name, Last Name, Preferred Address 1, Preferred Address 2, Preferred Address 3, Preferred Address City, Preferred Address State, Preferred Address Postal Code fields. The Business Address fields and Society Membership Flags should also be extracted for enhanced functionality.
Import the desired SAMIEEE database into an Excel spreadsheet.
Remove the word “Pref” from the address headers and the word “Address” from the column headers, then save.

5. How to Map Your Membership, cont.
In Microsoft Streets and Trips, use the “Import Data Wizard”.
The Import Data Wizard will ask you to match the appropriate headings to the fields in Streets and Trips.
Microsoft Streets and Trips will now place pushpins on the location of all addresses it can resolve.
You will now visually see the locations of your members.
This process developed by John Wright, R6 SAC

6. Example: Oregon Section

7. Antennas and Propagation Society
Presented by:
Shanker Balasubramanian,
Membership Co-Chair

8. Antennas and Propagation Society
Programs that have worked for us:
MFSP
Free society membership at annual IEEE APS Symposium
Sample publications and magazines at the Symposium
Presence at other IEEE (APS) sponsored meetings—sample publications & society memberships
Sponsoring IEEE senior members!
This was when IEEE was offering rebates for additional senior members
Also, higher grade members are likely to retain their membership in our society
We are looking to develop programs with added value, kindle more industrial interest and participation and broader outreach

9. Circuits and Systems Society
Presented by:
Ellen J. Yoffa,
President-Elect CAS

10. Proposal for Establishing a CAS Mentoring Program
Encourage each IEEE Fellow to sign up to mentor 2-3 young members
Say, each for a period of 2 years
To provide input/advice to their career development.  
It can be done in person, over the phone, or through .  
Benefits – rather obvious
Valuable to young members for career planning, getting recommendation letters, etc
Will be one more reason for young members to join CAS
Help to build a community
Help to facilitate networking …

11. Thoughts on Implementation
to all CAS fellows to see how many of them are interested to participate in the program
Can impose as a requirement for future fellows, i.e. they need to agree in advance before becoming fellow
Set up a Website where young members (say 6 years from BS or 4 years from PhD) can request for mentors
Cost estimate for Website support $5k
A priority is assigned to each applicant based on:
Time in the waiting list (should try to satisfy as many requests as possible)
Regions – give priority to people in China, India, etc. (regions where we want to reach out …)
Get feedback from everyone who has gone through the mentor program and see what we need to adjust/improve
Set up a Best Mentor Award ($1K?), and give out one each year

12. Low Budget CAS Tour
Invite several distinguished speakers from nearby countries (or Regions) to give a symposium of lectures in a location where there are some active members
Stimulate interest and membership in host location
Travel expenses paid by CAS Regional VPs
Local expenses paid by host chapter
“Low budget” version based on earlier successful Region 9 CAS Tour
Group of speakers traveled together around the Region
Resulted in the formation of 2 new chapters
Underway in Region 9
If no local chapter, could set up local DLP to tour area
What was impact on membership? Can we expect further results?
Budget estimate $3k (will vary by Region)

13. Presented by: Aleksandar Szabo, MD Chair (a.szabo@ieee.org)
Region 8
Presented by:
Aleksandar Szabo,
MD Chair

14. Best Practices on the Regional Level
MD on R8 Technical Conferences
Have a PP Presentation running on one or more monitors all the time during the conference
Have an Information Desk with Web access to IEEE Websites and printed promotional material and giveaways

15. Best Practices on the Section Level
Technical conferences – same as on the Regional level
Technical meetings and workshops - have an Information Desk with Web access to IEEE Websites and printed promotional material and giveaways
Presentations at Universities and in Companies with distribution of promotional material
Personal contacts – very important!

16. Consumer Electronics Society
Presented by:
George Hanover,
Member Services

17. CES: Best Practices Corporate package Chapter Member Service Rep
Companies who pledge to sponsor CE Soc membership for employees get special recognition
Chapter Member Service Rep
Identify member service rep in each chapter.
Supply recruiting material to them.
Bring in periodicals
Vision now part of CE Soc benefits.

18. Dielectrics & Electrical Insulation Society
Presented by:
J. Keith Nelson,
Membership Committee Chair

19. DEIS: Best Practices Used
Use of reader reply cards included in Society Magazine for recruiting new members

20. DEIS: Best Practices Used
Transactions
EI Magazine
Membership Chair writes personal letters to those publishing in DEIS publications who are not members

21. R9 Director-Elect & MD Chair
Region 9
Presented by:
Dr. Luiz A.S. Pilotto,
R9 Director-Elect & MD Chair

22. Region 9: Highest Loss Index of IEEE
Membership Status - January 2004
IEEE
Higher Grade: 299,319
Students: 68,953
Total Membership: 368,272
Loss (2003): 4.8%
REGION 9
Higher Grade: 6,650
Students: 5,311
Total Membership: 11,961
Loss (2003): 13.5%
18.7%
44.4%
Region 9: Highest Loss Index of IEEE

23. Main Challenges Retain Current Members in Region 9
Strong Action to Recover Lost Members
Bring in New Members
Actions
Region-Wide Road Show to Present the Many Benefits of Being a Member
Keep The Lowest Possible Membership Fees That Will Still Permit Good Services and Benefits to the Members
Distribute to each Section an Arrears MAP to Initiate an Immediate Recovery Campaign
Institutional Action Conducted by the RD, the RD-Elect and Section Chairmen to Motivate the Industry to Finance The Annual Fees of the Members

24. RAB & TAB Coordination
Strong Coordination Between Sections and Chapters to Ensure Maximum Technical Benefits to the Members
Motivate Free Technical Section/Chapter Sponsored Events to Boost Membership Increase

25. Region 9: A Large and Important Group Inside IEEE
Implement a Strong Policy to Increase the Number of Senior Members and Fellow Members in Region 9
Sections Have Already Implemented both a Fellow and Senior Member Nomination Committee

26. Best Practices Strong Action to Recover Lost Members Actions
Arrears Excel Files Distributed to each Section Chairmen by April
1st Wave: from Section Chairmen Inviting Members to Renew their Memberships (May-June)
2nd Wave: Direct Phone Calls (July)
3rd Wave: R9 MD Chairman Continuously Evaluate Membership Evolution; If necessary, send Direct s Messages to Members

27. Region 9: Highest Loss Index of IEEE
Membership Status - January 2004
IEEE
Higher Grade: 299,319
Students: 68,953
Total Membership: 368,272
Loss (2003): 4.8%
REGION 9
Higher Grade: 6,650
Students: 5,311
Total Membership: 11,961
Loss (2003): 13.5%
18.7%
44.4%
Region 9: Highest Loss Index of IEEE

28. Region 9: Third Highest Gain Index of IEEE
Membership Status - January 2005
IEEE
Higher Grade: 299,586
Students: 75,360
Total Membership: 374,946
Gain (2004): 1.8%
REGION 9
Higher Grade: 6,650
Students: 5,311
Total Membership: 11,961
Gain (2004): 5.4%
20.1%
48.2%
Region 9: Third Highest Gain Index of IEEE

29. Membership Evolution During 2004

30. S. Hossein Mousavinezhad,
Education Society
Presented by:
S. Hossein Mousavinezhad,
MD Chair

31. Education Society
Attend IEEE Conferences and display membership materials (e.g., IEEE EIT Conference, May 2005 hosted by University of Nebraska-Lincoln)
Encourage ASEE members to join EdSoc
Use Accreditation to involve faculty in professional societies, e.g., Education Society
Communicate with Regions, Sections

32. Engineering in Medicine & Biology Society
Presented by:
Barbara Oakley,
VP Member & Student Activities

33. EMBS Membership Building Activities
We sent a custom EMBS survey we had developed to all of the nearly 8,000 members in our society.
Roughly 1,700 responded.
Of the respondents, we found half were academic, half were industry members—which is now presumed to be the society demographic.
Industry members REALLY wanted more local chapters/local chapter activities.

34. EMBS Response to Survey Findings
We also asked survey respondents to check “yes” if they would be interested in starting or helping start a new local chapter.
Roughly 300 members checked “yes.”
We then sent s to each of these members asking, if they were still interested, to contact the society. Some s were sent to targeted areas with large numbers of EMBS members but no local chapter.

35. EMBS Survey Response, cont.
Roughly 150 responses were received. Each of these was then contacted individually with local member information, as appropriate.
Upshot—nearly 50 locations worldwide responded. Another 30 student groups responded.
It is estimated that roughly a third of these may actually grow into new chapters.
Additionally, a special workshop will be given at our annual conference on what IEEE-EMBS can do for members. A paper is also being written describing all the information to be given in the workshop — this will be placed in the conference proceedings.

36. Presented by: Prof. S V Sankaran, MD Chair (svsan@ieee.org)
Region 10
Presented by:
Prof. S V Sankaran,
MD Chair

37. MD Best Practices …1
Organize technical lectures/tutorials and open them to non-members.
Co-organize technical events with other local technical societies for broader audience reach.
Done in Australia, Japan, India among others.

38. MD Best Practices …2
Identify IEEE liaison volunteers (‘nodes’) in key industries /companies /institutions
Hyderabad and Bombay Sections have employed this effectively to increase membership
Senior Member candidates tracking and nomination by Section/Chapter
Done often by many sections/chapters

39. MD Best Practices …3
Establish GOLD members as key liaison (‘nodes’) for interaction with their alma mater and faculty/student members (being tried in R10)
Establish a one-time fund in the Student Branch – donated by College Management or Alumni – to pay for full or half dues for a certain no. of students (Gajanan Maharaj Engg College and UVCE in India have used this method)

40. Microwave Theory & Techniques Society
Presented by:
Jan Zehentner,
R8 Chapter Coordinator

41. How to attract interest of people in the IEEE membership, to keep it, and to stimulate members for activity and networking?
Formation of new Chapters in regions or countries where they do not exist. The key point is our personal involvement, i. e.:
to search for and to address individuals willing to organize the first steps as are:
to establish preparatory committee
to prepare and to submit the petition
to organize Chapter officials election
To supervise the whole process of formation and to assist when needed
To be permanently in touch with Chapter officials and to help or advise them

42. We succeeded in Romania and Norway
Very important for minimum income countries is the Membership Fee Subsidy Program. In Region 8, we have 15 such countries. The program helps to keep alive some Chapters and, first of all, it allows membership for young graduates, the future of the MTT Society. The program provides the feedback and enables to understand better wants of the Chapters, predominantly on the territory of the Former Soviet Union, where the economy has problems and individual incomes are very low.

43. The number of applications for the Subsidy decreased from 7 to 3 Chapters in 2002-5
We organize annually the Chapter Chairs Meeting in conjunction with the European Microwave Conference
The Chapter representatives have an opportunity to meet AdCom and Region 8 officers.
The meeting enables also to solve problems of Chapters in person concerning e.g., membership, payments, Chapter support by the Society, etc.
A book of reports of our 38 Chapters about their activity is given to all participants. Chapters can compare own works with others, to take over successful practice and implement it in the local conditions, and to establish fruitful relations in many technical and organizational issues.

44. Society on the Social Implications of Technology
Presented by:
Robert Brook,
Membership Chair

45. SSIT Overview Approx. 2,000 Members
Not associated with any engineering specialty
SSIT Scope (from Technology & Society Magazine):
Health/safety/environmental implications of technology
Engineering ethics
Education in SIT
History of electro-technology
Technical expertise and public policy
Social issues related to energy, information technology and telecommunications
Systems analysis in public policy decisions
Economic issues related to technology
Peace technology

46. Membership
Rise in membership - counter to trend of Division IV and most other IEEE Societies
Why?
Use of Internet as recruitment vehicle coinciding with maturation of communications technology and comfort of engineers (young and old) with using the internet.
Plan to continue use of Internet as a recruitment tool for the future.

47. Ethics and Professional Responsibility
This is an area of SSIT scope - sometimes difficult and controversial
Most companies subscribe to high ethical standards, yet recent events show several large companies destroyed by neglect or circumvention of ethical rules
No laws exist (except NJ) to protect an individual who reports a faulty product
SSIT supports an awards program for “whistle blowers” who report events or products with potential danger for the public.

48. Instrumentation & Measurement Society
Presented by:
James Becker,
ADCOM, MD Committee

49. IMS: “Do your job better; get a better job”
Target market sectors (Ind: 1900; Acad: 850; Students: 300; Consult: 300) w/ initiatives:
Students: AdCom (2) members; paper contests, “brown-bag” design kits, web site
Offer targeted products/services
Tutorials in I&M Magazine (Increase mag freq 46)
Student/New Hire column in Mag
Interest matrix—better mapping of members/interests
Undecided—get “nonaffiliated” IEEE members

50. Industry Instrumentation Engineer does her job better because she is an I&M Member
Personal
Stories of how
Jane Engineer
Did her job
Better
Advertising at
A personal level
Students see value membership
Brings to a real-life job.
Current Members get ideas
On how to maximize value
From Membership.
Encourage Current Members
To articulate to non-member colleagues
The value they get from membership.
Magazine
Profile
Mini
Articles

51. IMS: “Do your job better; get a better job”
Offer targeted products/services, cont.
Increase Senior Members
Expand reviewer base

52. Electromagnetic Compatibility Society
Presented by:
Elya Joffe,
VP of Member Services

53. Top 8 EMC Society Best MD Practices
Distinguished Lecturers Program
The Distinguished Lecturer Program provides a special opportunity for our chapters and sections to come into contact with the leading authorities in the EMC field
Speakers chosen on the basis of the high distinction earned from their work
Each lecturer will serve a two-year term, with approx. 5-6 trips per year
Chapter Support through the “Bob Haislmaier Angel Program” – the “Angel Funds“
For aiding Chapters in putting on technical programs for their members which they would otherwise be unable to afford
The maximum financial support for any activity is U.S. $500
Simple process:
Send a request to Chapter Angel
Upon approval, Society Treasurer will have IEEE HQ issue a check

54. Top 8 EMC Society Best MD Practices
Society BoD members encouraged to visit chapters
BoD members are the leaders of the Society and have much to tell the members
By visiting the Chapters they indicate:
We care for the Chapters
We are committed to the Chapters
Meet us face to face, we are real people…
Chapter Chairs luncheon along our Symposia
All chapter chairs or their representatives are invited to a complementary luncheon during our annual symposium for an annual “get together”
Information exchange between chapter chairs (by short reports)
Information delivered by EMC-S BoD members (also present in the meeting)
Welcoming new chapters to the EMC-S

55. Top 8 EMC Society Best MD Practices
Membership Booth present in co-sponsored symposia, offering Free Society Membership for New Members Joining On-Site
We exchange promotional MD booths with co-sponsored symposia worldwide
IEEE MD material and EMC-S publications are distributed in the booth
Booths manned by Regional coordinators and BoD members present on site
Free EMC-S membership for the 1st year is offered to those who join on site
Symposium Registration Discount
Approximately US$100 discount is offered to IEEE members
Equivalent to annual membership fees
Discount set to make “membership worth while”

56. Top 8 EMC Society Best MD Practices
Regional membership coordinators in all IEEE regions
Promotion - a matter of culture and geography – need to know your locals
Each of the regions 8, 9 and 10 have a designated LOCAL membership coordinator
Works locally in forming chapters, promoting membership and representing the EMC-S in local conferences and symposia
Regional Mini-Conferences (Colloquia)
A regional conference coordinator in each region promotes mini-conferences and exhibits
Helps in chapter’s financial well-being
Attracts many non-members if the speakers are well known…
e.g., Prof. Clayton Paul
… or when the topic sounds “attractive”
e.g. “The “Bruce-Lee Show”
New members are recruited in those meetings
Held successfully in the US, Germany, Israel and… Sao Paulo (Brazil)

57. END OF BEST PRACTICES