IEEE Region 1 Training Workshop – Membership Development Cathy Downer IEEE Membership Development Manager IEEE Member and Geographic Activities

Membership Development: Slide 2 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

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 Slide 3

IEEE Membership Development (MD) Slide 4 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

IEEE Membership Cycle Slide 5

Efforts to Recruit, Retain and Recognize Members Slide 6

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. Slide 7

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 MGM Program Slide 8

Benefits of IEEE Membership Slide 9

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) Members in Arrears (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) Inactive Members (contact information) –(MD) First Year Members Not Renewed Includes Name, Grade, Membership Status and Contact(MD) First Year Members Not Renewed Slide 10

New joined members targeted 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 Slide 11 New Member Alert

Outreach Templates Slide 12

Recognizing members Welcome new members to your activities Graduating Students at STEP Events – IEEE Student Competitions –IEEEXtreme, Presidents’ Change the World – Senior Member Elevation – SAMIEEE pre-defined queries –(GEO) & (MD) Active Members with 5 or 10 IEEE Years of Service –(MD) Active Student Members with Graduation Date in 2011 Active Student/Graduate Student Members with a Graduation Date within 2011, by Section, By School(MD) Active Student Members with Graduation Date in 2011 – (MD) 2012 Renewal Year for Active Members - Name, Grade, Results show Members who renewed for 2012, info includes Name, Grade, Membership Status and Contact.(MD) 2012 Renewal Year for Active Members - Name, Grade, –(MD) New Member Interest Info for new IEEE Members - last 31 days Query 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(MD) New Member Interest Info for new IEEE Members - last 31 days Interest field selections. Slide 13

IEEE Support Center Slide 14

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

Membership Development: Slide 16 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

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 Slide 17

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). Slide 18

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. Slide 19

IEEE Web Resources Join IEEE membership: Renew IEEE membership: Welcome to IEEE for New Member: Benefits of IEEE membership: Member Grade Elevation: Senior Member Elevation: IEEE Membership & Society Membership Dues: Memberships & Subscriptions Catalogs: e-Membership: IEEE Society Memberships (list of IEEE Societies with links to each site): Societies/Communities: Membership & Services: Education & Careers: Slide 20

IEEE Web Resources - Continued IEEE Contact Center: IEEE Support Center Home: IEEE Master Brand and Logos: IEEE Brand Toolkit: Center for Leadership Excellence: Resources for Geographic Unit Officers: Resources for Volunteers: About IEEE: Student Competitions: MGA is transitioning the SCOOP newsletter to MGA News Web page MD Web Portal: MD Kit Order Form: SAMIEEE/Analytics Tool: Slide 21

MD Alert Alias Receive monthly MD Webcasts announcements Receive link to most recent monthly Membership Development Reports Receive miscellaneous MD announcements “MD-Alert-All” Send and message to 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 Slide 22

On-Demand Supply Ordering Slide 23

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

Volunteers – Region, Section, Society MD Chairs Members – Participation in the MGM program, or otherwise Staff – Member & Geographic Activities (MGA) MD Staff Adrienne Hahn MGA Manager, Membership Marketing Communications Elyn Perez MGA Manager, Membership Sales Operations Cathy Downer MGA Membership Development Manager Laura Durrett MGA Project Manager-Volunteer Services/Student Activities Nick Lehotzky MGA Member Benefits Marketing Manager Online Products Slide 25 Worldwide & Integrated Team Effort Lisa Delventhal MGA Manager, Young Professional Program John Day MGA Director, Membership Development

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 The Archive Guides: Grouped by month Listed by presentation topic, speaker, file posted in PDF Each file accessed by IEEE web account

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

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? Slide 28 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

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 Slide 29

What Should I Do First? Get in contact with your Section Chair and Secretary Check if your name is reported to the Geographic Roster If not, it should be done online at ms.html ms.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... Slide 30

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 Slide 31

Appendix Slide 32

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. Slide 33

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. Slide 34

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. Slide 35

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

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 Slide 37

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 or Society Questions? Contact: Mary Curtis at Slide 38 SAMIEEE website:

Thank you… Questions Slide 39 Send your questions to