Feedback from Jan ’04 R4 Meeting Oct 15, 2004 LRSPC Meeting

Context – Solicitation to R4 Sections at October ’03 R4 Meeting

Context – Training Agenda for Jan ’04 R4 Meeting

Yes/No Questions

2.If you are a section leader, did you have a problem finding a person to represent your section? We need more volunteers in the subsection (so this meeting was very timely)

3. Was the agenda appropriate? 5 minutes is too short for a presentation Was very well done 5 minutes is too short for any presentation. I know there was a lot of information to cover, but we 10 min minimum. If only 5 minis really needed, it's probably not that important and could be skipped Too much for time

4. Did we appropriately control the schedule? Too many different speakers, transitions were not smooth Within reason Too much time early- cut short later, maintain time schedule

5. Did you think there was appropriate value in attending the meeting? Excellent idea including two from section/subsection

8. Were the facilities appropriate? Yes, great location Tables are a bit cramped It was nice to be closer to the meeting room this time More room at the tables, need PA system- hard to hear, especially with people talking in the audience yes, I wouldn't be opposed to doing just an inexpensive box lunch on Saturday

6. Which topics did you feel were most valuable?

6. Which topics did you feel were most valuable? (cont.)

7. Which topics did you feel were least valuable?

7. Which topics did you feel were least valuable? (cont.)

9. What can we do to make this meeting a more valuable meeting? Before meeting, you may want asking for new ideas/new topics to be discussed by section reps in Region. Then have a slot that you post ideas/suggestions and people can select or drop topics for discussion and have an open discussions Legal aspects & information of section Time management on training presentations Online access to IEEE sites More on best practices for required paperwork and reporting. Have summaries for producing mailing labels, etc Well organized, good topics, liked having presentation materials available as we left in electronic files

9. What can we do to make this meeting a more valuable meeting? (cont.) Get more of top section leaders involved. Be able to bring 2-3 Exec. Board members and have support from the region Limit any one person to 45 minutes before a break

9. What can we do to make this meeting a more valuable meeting? (cont.) 1. Handout meeting CD or flash drive at beginning of meeting Skip paper handouts, create web page specific to session with links. 2. Don't ask us to vote at the beginning of the meeting. And it can't be right for all of us to vote- our section sent 5 people, some sections sent only one. Send out voting issues in advance.. 3. More details on venue would really help such as: –a. breakfast is free –b. internet access is available, but costs money –c. PC would help at meeting, power plugs are available –d. Hotel has a shuttle that runs every 20 minutes, stops at … is red & white be careful that there are 3 different Marriott hotels called O'Hare –e. Reimbursement includes dinner day of arrival - can include gratuities 4. Good things –a. PC power –b. contact info of all attendees 5. Missing topic: IEEE Listserv is not functional. should address that in a breakout session.

9. What can we do to make this meeting a more valuable meeting? (cont.) Invite more people from each section More discussion and sharing of success and failures, more 2 way conversation More info on holding e-meetings, demo using this technology to hold a SAMIeee training session for attendees of these meetings We are moving in the right direction asking what the sections want to see made the meeting more valuable. Might be a good idea to have some of the topics presented by sections. Especially if the section is doing an outstanding job with something

9. What can we do to make this meeting a more valuable meeting? (cont.) Online tutorials navigate IEEE web/resources Allow more section members to attend this type meeting Always give the break when it was promised Find out what sections/chapters want: –a. Emphasize on how to make more SAMIeee – b. Short presentation, more Q/A –c. Utilize experienced section leaders to talk –d. institute Train-the-Trainer to train other leaders program –e. Training program on contacting arrear/default members –f. Form a committee for section help –g. Associate member to member –h. Member to Senior member, utilize ExCom

Additional Comments Guidance for chapters which do not want to be involved with sections Whole mtg was valuable, will help executing section chair responsibilities Very good mtg, useful from learning standpoint and networking Did anyone have success in recruiting volunteers, forming chapters/groups? Problems? What else would help sections succeed? Should sections or regions or IEEE-USA track members’ PDHs, or is it individuals’ responsibility Need short (20 min) break out for all Treasurers to meet with Bob D, Secretaries to meet with Bill G, etc for more in-depth training I like the cookies for the afternoon snack The memory stick handout was an outstanding idea! Would like to see more "How to" apply topics in any section

Summary Sections regard this type of training as valuable and needed Eliminate redundancy in information presented Deeper dive into –Section Officer Responsibilities – separate role-based meetings –Running Meetings –Volunteer Recruiting and Training Facilities – more room, better sound system More leg-stretch breaks (short) For R4 ‘training’ meetings, allow multiple section reps to attend More time for discussion on best practices, lessons learned, Q&A Online access for real-time navigation during presentations Better time management Breaks are sacred – do not mess with

Planning… R4 ExCom thought was to: –leverage SectionsCongress’05 as training vehicle –have a single meeting in 2005 in order to have additional funds to send more R4 Section reps to SectionsCongress’05 Question: How many more Section reps will attend? Section feedback…does this address Section training needs?

Options… Access to Jan’04 R4 Training Modules at R4 website is sufficient –Provides on-demand training module content (no audio) Additional one-day R4 meeting in ’05 to address training needs –Next training iteration, record audio…make content and audio available at R4 website Address potential training needs via R4 eMeeting –Record audio…make content and audio available at R4 website Additional individual Area training meeting Others?