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ASME 101 Session IVATools and Fundamentals Part II
Programming Basics –Sections & Affinity Groups
2011 Leadership Training Conference
03/4/2011
Session Presenter
Vicki Blocker [email protected]
FMC TechnologiesSubsea Systems Proposals Coordinator
– 2011-13 Affinity Communities Representative to the Nominating Committee
– 2011-13 Programs & Activities Board – Strategic Initiative Project Manager (Increase Volunteer Base)
– 2009-10 Chair South Texas Section– 2009-10 ASME ECLIPSE Intern
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• Understand the importance of unit programs• Be able to create a vision for program
planning based on your unit’s needs, priorities and demographics
• Be familiar with the essentials of effective programming and the programming cycle
• Gain ideas of various types of programs that might be appropriate for your unit
Session Objectives3
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Session Outline• Motivation for Programming (15 minutes)• Planning & Program Cycle (30 minutes)• Deliverables Checklist (25 minutes)• Possible Future Programs (30 minutes)
– Web Meetings & Webinars• Affinity Communities (5 minutes)• Key Take Away and Q&A (5 minutes)
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Motivation for Programming6
Programs are a way through which
ASME units can be an essential
resource to global communities
Delivering quality programs is a way ASME units can
serve global communities
Programs are a way ASME units
can communicate strategic priorities
to the global communities
ASME Brand - Deliver an experience, you are the voice of ASME to your Section audience
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ASME Strategic Priorities7
Energy
• ASME will serve as an essential energy technology resource and leading advocate for balanced energy policies
Globalization
• ASME will deliver locally relevant engineering resources to advance public safety and quality of life throughout the world
Engineering Workforce
Development
• ASME will achieve a broader, competent, vibrant and more diverse engineering workforce for all career stages
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Exercise – Why Programming?
• Why have an ASME program? Objective?• Who is your target audience? • What makes a program successful?• How do you determine what types of programs
are popular with your unit?• How should you market the program?• What are the challenges faced in executing a
program?• What are the financial considerations?• Additional items to be considered to
accomplish this program?
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Most Important Function: Planning
Have an Idea
Develop a Plan Execute
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For Long-Term Success
Sustainability – Create a Planning System
• Registration• Bank Account and Reporting• Event Checklists• Equipment & Software• Relationships – mutually beneficial
• Venues, Speakers, Donors• Advertising and Email• Training and Continuity
Develop a System Infrastructure
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Program Planning Tactics11
Common theme developed at the 2009 ASME South Texas Leadership Summit
Be proactive and stay organized
Communicate with others;
volunteer support
Event promotion and participation encouragement
is vital
The Three C’S
• Communication• Collaboration• Coordination• Students
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Need for Event/ Target Audience
Develop Concept & Schedule
Develop Budget
Utilize Volunteer Resources
Marketing/ Communication
Execution Checklist
Execution/ Troubleshooting
Follow Up Evaluation
Programming Cycle13
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Need / Target Audience14
NEE
D Goal: What by When?Objective: What are you trying to accomplish?• Fundraising• General Meeting *PDH*• Networking• Virtual
Meeting/TelecommunicationsSchedule: When do you want this to happen?Pre-plan a timeline A
UD
IEN
CE Who will this interest as
an audience?What is the benefit for someone to attend• Meal Provided• PDH• Networking• Requirement of Company /
School• Educational – Self
Enhancement
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Member Demographics15
Age / Experience
• Early career• Middle career• Late career• Retiree
Education Level
• Student• Bachelors• Masters• Doctorate or
higher• Career change
Field of Practice
• Design• Manufacturing• Construction• Information
Technology• Management• Consulting• Education
Location• Single urban
center• Multiple urban
centers• Widely
dispersed
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Develop Concept & Schedule• Have an idea (general vision and focus)• Don’t have to reinvent the wheel
– Collaborate with other local organizations– ASME Best Practices Reference
• Helpful to put plan in writing• Standard meeting operations become routine
– Always held on same day of the week, ie. Third Thursday
– Same location, agenda, and dinner price if possible– Plan to send routine notification, ie. First Tuesday
• Registration process– Website: Brown Paper Ticket / Acteva / Online
Payment Gateway– Pay at the door
• Event planning & execution
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General Section Yearly OverviewSouth Texas Section Tentative Program Year
Leadership Summit / Officer Turnover
Officers Planning Meeting
General Meeting PDH Credit
General Meeting PDH Credit
Holiday Social
General Meeting PDH Credit
E-Week Govt. Relations Event with PDH Credit
General Meeting PDH Credit
Honors & Awards Dinner
Networking & Fundraising Social Event
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AMSE LTC
General Meeting PDH CreditAMSE IMECE
AMSE Annual Mtg
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Develop Budget18
• Identify stakeholders and personnelSet your budget
• Profit surplus• Break even• Investing
Function of each event
• Activity Reports: Merit Based Funding***• Set aside allotment in annual budget• Local company sponsorships
Generate funding
• Reevaluate to ensure you are maintaining your budget
Track financial progress
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Section Merit Based Funding• Funds distributed based on
programs and activities conducted by the Unit for Sections, Technical Divisions, and Affinity Communities
• Submit Merit Based Funding Form by October 1st
– Grade/Weight/Score in 5 Main Areas:1. Section Communications2. Section Activities3. Professional Growth Opportunities4. Aid to Develop Engineering Profession5. Section Operations
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Online Unit Activity Reports• Document Activities for fiscal year
July1 – June 30• Complete Activity Report within 2
weeks after activity takes placehttp://forms.asme.org/unitactivity/CreateMeeting.cfm
• Select Your District• Choose Your Section • Complete Requested Information
– Meeting Date– Attendance (Members/Students/Guests)– Activity Type– Meeting Topic/Title– Speaker– Company– Location– Joint meeting– Lessons Learned– Contact Information
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Resource Planning21
Ask for Help• Recruit interested
members at meetings• Develop a mentorship
program
Assign Volunteer Duties
• Develop individual volunteer goals
• Clearly defined roles and responsibilities
• Evaluate progress milestones
Future Succession
Planning• Create officer training
program / legacy strategy
• Training at LTC
Contact ASME Staff
• District Resources• Section Resources
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ASME Staff & Volunteer Resources• Programs & Activities Board• Unit Leadership Resource Center• [email protected]• Global Communities Rapid Response Team
Hieu Nguyen: [email protected]• ASME staff contacts:
– Districts C, H, & J - Tom Wendt: [email protected]: +1-262-752-9193
– Districts D & G - Vince Dilworth: [email protected]: +1-925-244-1360
– Districts E, F, & I - Lee Hawkins: [email protected]: +1-972-414-3260
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Marketing & Communication23
Email Blast –ASME
Listserve
Newsletters
Social Networking
Industry Participants
Flyers
Word-of-Mouth
Bring a friend or coworker
Highlight upcoming
events
Website
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ASME Roster/List Server• Access is provided annually to Section Chairs and District
Leaders who have submitted signed agreements "Conflict of Interest" Society Policy P-15.8"Use of Member Data" Society Policy P-12.14
– Responsibility to another member of their unit; however the new member must also submit signed agreements
• ASME Roster Management (Jessica Albert [email protected] / Deidra Hackley [email protected])
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Exercise: Develop a ChecklistPlanning: Deliverables Checklist
What by When?
Initial Planning
Marketing Communications
Event Operations
Event Execution
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Execution / Deliverables ChecklistInitial Planning
Brainstorm meeting topics 1-6 months in advanceSchedule Meeting Presenter 1-3 months in advance
Confirm meeting location and dinner arrangements 1-3 months in advanceSet up Website Registration By last week of the prior month
Marketing CommunicationsIf possible, create flyer with upcoming schedule
meeting for the “season”3 months in advance
Provide information for email blast By last week of prior monthSubmit information to webmaster for posting on website As soon as prior month
meeting is overEvent Operations Planning
Order plaque for presenter 1 month in advanceCommunicate with presenter: obtain bio, assistance
with computer, projector, projection screen, microphone, ect.
2 weeks – 1 month in advance, confirm week before event
Guarantee on attendees at location 1 week in advanceExecution Planning
Print flyers of upcoming events to present 1 day in advancePick up plaque or gift card for presenter 1 day in advance
Discuss upcoming events, introduce speaker based on bio, present award upon conclusion
During the event
Sample Monthly Meeting Checklist - Long Lead Time Planning
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Execution Troubleshooting27
Attack each problem as identified
Mitigate problems
and concerns
Follow the Plan
• Troubleshoot as necessary
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Collect and Share Information to Achieve Excellence
Follow Up Evaluation28
Poll audience• Future event
ideas / contacts• Suggestions /
suggestion box• Survey
Follow up email survey
Website message board
Document lessons learned
for future planning
Maintain experience reports
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Identify Your Challenges
What are the major challenges for your section?
Spotty attendance at meetings
Volunteers are hard to recruit
Members are spread out across large distances
Shaky finances
Producing events have risk
Time to deliver events
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Possible Future Programs
• Technical Meetings• Site Tours• History and Heritage Landmarks• Networking Events• Fundraising Activities• Government Relations Activities• K-12 Activities• Early Career Activities• Community Outreach• Webinars
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Planning General Technical MeetingsLocal Industry Presenters• Look at local industries and what technologies they have in common• Look for a major supplier of the materials for this technology• Contact the local supplier of this technology• Find out when they will have sales and marketing experts visiting the
area
Authors of Recent Technical Publication• Find technical experts in your Section• Get a list of their recent publications and papers• Invite them give presentation at your meeting
General Interest• Evaluate your network, ask for suggestions • Find somebody to talk about what you are interested in• Ask for member / coworker referrals
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Technical Experts in Your Section33
Is there a presenter from a Section near
you? Review final program
(at ASME.org)
ASME IMECE
ASME Power Conference
ASME Nano-Technology Conference
ASME Gas Turbine Turbo
Expo
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Planning Tours34
Know the questions
you need to ask!
Manufacturing Plant Tour
Bottling Plant Tour
Power Plant Tour
How do you get in?Contact a member to
find appropriate contactCall marketing/sales
representative and askAsk the receptionist who to speak with
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More questions to ask:
Site Tours35
Will the facility allow a tour at night or on the weekend?
Will facility allow as many attendees as usually attend a typical meeting ?
Do non-citizens need to be pre-approved to take the tour ?
Do you need to provide a certificate of insurance (ASME can provide it but it costs some money)
Bring a token of appreciation to the tour guides and management, plus a framed certificate of appreciation or plaque
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History and Heritage Landmarks36
Qualification• Is the nominated item an example of mechanical engineering?• Does it represent a genuine advance in the practice of mechanical
engineering?• Did the item make a worthwhile contribution to the human
condition?• Is the item the best of example of its kind?Application• Submit complete nomination form to ASME staff• Nomination is reviewed by History & Heritage Committee• If the nomination is approved by the Committee, a ceremony to
present the commemorative plaque must be carried out
• http://www.asme.org/Governance/Centers/PublicAwareness/Committee_History_Heritage.cfm
• Marina Stenos, (212) 591-8614 [email protected]
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Networking Meetings (Social Events)These meetings could take many forms: meetings are fun, technical, interesting and absolutely not something a bunch of engineers would be doing on a Saturday afternoon
• Local sporting event• Family picnic or BBQ• Happy hour event• Collaborate with student sections• Banquet or Gala• Carnival or local attraction• E-Week (Engineers Week in February)
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Fundraising• Fundraising Activities
– Corporate sponsorships– Newsletter and website advertising– Raffle or auction – Webinar meeting registrations– Government relations activity
• Policies regarding non-ASME sponsorship and solicitations– Monies may be solicited for special local activities
in accordance with Society Policy P-5.3. (Policy 2.1,Section IV.A.1)
• Advertisements– Affects use of non-profit postage rate– Regulations regarding online and e-mail ads
• Applying for non-ASME grantshttp://www.asme.org/Governance/Volunteer/Funding
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ASME Government Relations Activities• ASME Government Relations Events
– For sections to involve academia, industry and the local community (including State Government officials, the Governor and State Legislators) and create visibility for ASME.
– Limited funding is available from ASME Washington for approved Section Govt. Relations Events
– Point of Contact: Kathryn Holmes, Director, Government Relations ([email protected])
• Past Events Include:– Town Hall Meetings – Tallahassee Section– Energy Round Table – New Mexico Section– Public Policy Energy Forum during E-Week in
February– South Texas Section
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K-12 Activities• Key Partnerships...
http://www.asme.org/Education/PreCollege/Partnerships/– FIRST RoboticsASME members help high school students during the design phase of Robots– Engineers Without Borders in the K-12 ClassroomLesson plans created for K-12 based on actual projects done around the world
• Pre-College Web site and Volunteer committee in Centers … http://www.asme.org/Education/PreCollege/TeacherResources/–ASME Teacher Workshop Guide
This website is designed to help ASME sections plan and present workshops that will be valuable to middle school science, math and technology teachers. –TOOLS of Discovery - Resources for ASME Sections
Tools of Discovery is an educational program for high school grades about Machines and Motion in the Physical Sciences.
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Early Career Activities
• Early Career Forum Grant Funding– May provide up to $2000 in assistance funded by Old
Guard– Only one grant provided to each ASME District per year– http://www.asme.org/Communities/EarlyCareer/Forum/ECF
_Local_Program_Support.cfm
• Local Early Career Activities– Mentoring networks– Industry overview forums– Career and financial planning seminar– Resume review sessions– Grad school application seminar– Social events: brewery tour, happy hours, event attractions– Social networking groups
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Community Outreach
• Science fair judges• Habitat for humanity• Turning wheels for kids
(bicycles)• Technical magazine drive• Local volunteer activities• Sporting teams/fitness events• Charity events
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Web Meetings & Webinars
• What can this technology do?– Web-based Meetings– Web-based Seminars– Features
• View a presenter's computer desktop• Do Power Point Presentations• View treasury reports• View Agendas • Hear audio of the presenter and participants• Have interactive session • Use pointers and draw• Control (with permission) another’s desktop
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Contact Scott Burr ([email protected]) 503-723-7392
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Web Technology can HELP• How Web Technology can help
you?
– No need to drive; only need a PC
– Easier to volunteer/attend virtually
– Pitch: less drive time, new skill set
– Improves event & meeting attendance
– Overall reduces risks
– Web volunteering saves time
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Web Technology Advantage• Web Technology Advantage
– brings productivity to your volunteers
– helps to mitigate or resolve many of the problems sections face.
• Best Way to get Started – Start Small – Start for board meetings first– Then graduate to larger meetings
and webinars
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Big Picture: Each Unit Unique1. Consider moving from having a plan for
programs to building a system and an infrastructure for program delivery
2. Lean towards recruiting motivated volunteers & relevant programs will follow
3. Keep improving infrastructure and member value
4. Belief in the possibility makes way for the Ideal situation
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What if there I not a group in ASME that matches my specific interests or passions?
ASME provides the opportunity to create your own group through the K&C Affinity Communities operating board.
Find 5 other members that share your passion and then get the right form and information to create an affinity group through the website:
Affinity Communities
http://www.asme.org/Governance/KnowledgeCommunity/Affinity/
Building relationships that transform imagination into reality!
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Affinity Communities“To give every engineer a place where they can
self-identify and belong within ASME”
• Special Interest or specific purpose: Young Engineers Correspondents Women in Engineering Entrepreneurs Network ECLIPSE Interns International Outreach Engineer Without Boarders Graduate Students History & Heritage
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Affinity Communities
1. Go to https://my.asme.org/ and login
2. Click in “Update Professional Profile”
3. Scroll down to “Select your Affinity Group”
4. Select the group or groups that match your passion(s)
5. You can choose up to 8 groups!
How do I join one or more of these groups?
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Programming Basics Summary• Understand the importance of unit programs• Vision for program planning based on your unit’s
needs, priorities and demographics• Essentials of effective programming and the
programming cycle• Try various types of programs for your unit
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Planning is Key and Remember the 3 C’s*Communication**Collaboration**Coordination*
*Students*
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Q&APart 1 Programming Basics • Key Focus for Take Away
– Event Planning– Program Cycle– Deliverables Checklist
• Follow up with Part 2 Programming Applications– Program Strategic Planning– Bring current events that you are
planning for development ideas and suggestions
• Webinars
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Programming Basics
For questions or commentsVicki Blocker
Presentation available at www.asmeconferences.org/
ltc11/presentations.cfm
