SECTION LEADERSHIP WORKSHOP PATRICIA KEIGHLEY, SECTION VP

Transcription

1 Society of Motion Picture & Television Engineers SECTION LEADERSHIP WORKSHOP PATRICIA KEIGHLEY, SECTION VP

2 Why have leadership training now? Your input needed to develop better Section resources, information and ways to communicate What s working and what isn t for Sections Rules have not always been clear and have become outdated - consistency is needed New Bylaws -> rewrite AP s for Sections as one of the Operations Manuals flexibility and kept current

3 Discussion Why join SMPTE? What s the value proposition? What support do Sections need from SMPTE staff to grow membership and be more effective? What items should be included in Section Leadership Workshops going forward? What kind of educational outreach should we have? Students and professional development. Section Best Practices and programming ideas? Share?

4 Membership: Why join? Why join SMPTE, from a Section perspective? What is unique about a SMPTE Section meeting? Why and how should Sections differentiate between members and non-members? Charging a fee for non-members attendance?

5 Headquarters Staff and Sections How could the staff better assist Sections? What administrative tools do the Sections need? Can we use PDA s and other online methods to encourage shared programming? Centralized speaker s resource database?

6 Leadership and training What would you like to see in future leadership workshops for Sections? How often and how should it be delivered What would a Section leadership mentor program look like to grow new leaders with appropriate skill set?

7 Student Chapters and Section involvement Why start a Student Chapter and why would a student join one? What Section support is needed to help support student interactions Partnerships with local academic institutions Mentor students Provide internship possibilities How does the value of membership differ for a student?

8 Programming for Sections How can we better share ideas for Section programs, resources, ideas and contacts among Sections? Are there special challenges for international Sections regarding programming? What is the role of PDA sessions and other virtual content?

9 Membership Trends for Associations Membership organizations are facing a tough market Members are still unemployed or under-employed Some employers no longer pay for an association membership In 2010, 71% of Associations reported flat or declining renewals, up from 70% in 2009 Source: Marketing General Survey

10 SMPTE Membership Trends: 2009 vs fewer Active members 178 more Associate members Student numbers are down 240+ students from Hong Kong dropped out in 2010

11 SMPTE Membership Trends: Q2 vs Q Increased members in just 3 months 99 Active members 20 Associate members 31 Students Why? Over 4 weeks in September Telemarketing firm, Comnet, called lapsed members from January 2009 to August 1, 2010 Will become an annual event how can Sections support these efforts?

12 TOTALS BY SECTION Q Q Q3 vs Q Change Q Q vs Q Change TOTALS BY SECTION Q Q Q3 vs Q Change Q Q vs Q Change Atlanta % % New England % % Australia % % New York % % Chicago % % Nordic % % Dallas/Ft. Worth % % Ohio % % Pacific- Detroit % % Northwest % % Germany % % Philadelphia % % Hollywood % % Rochester % % Hong Kong % % Rocky Mountain % % Houston % % Russian Federation % % International (Asia) % % Sacramento % % International % % San Francisco % % Italy % % Toronto % % Washington Montreal % % D.C % % Nashville % % Total % %

13 Thanks for participating!

14 Bylaws and Opportunities for Change in Section Operations John Maizels Governor, Asia/Australia

15 What are the current rules for Sections? What do you already know about the current rules and APs? What isn't working for you? What's missing?

16 We have an opportunity for change! What changes might clarify the rules governing Sections? What changes would make your jobs easier?

17 We need your feedback now Please pass the word to your sections, give your ideas at this conference, or me ASAP at Don t miss this opportunity to ask for what you need and want.

18 Hollywood Section SMPTE What has worked and what has not! Allan Schollnick, Hollywood Section Chair

19 Key Factors To the Hollywood Section s Success: Dedicated Managers Volunteers Community Access to content and Industry People Center of Action and Process 100% Support from Headquarters

20 Examples of meetings and attendance 9/25/08 - Post Production on BENJAMIN BUTTON Work flow on the feature 2/17/09 Remembering Analog TV - Coincided with the HDTV Conversion 3/17/09 - White Gamut and Digital Leader (with ASC) - Pixar presented 2/23/10 - Brief History of the Second - limited space at Dolby 70 in attendance 75 in attendance 90 in attendance 40 in attendance 4/20/10 New Digital Display Devices 75 in attendance

21 What has not worked? Holiday Family screening - Attendance has dropped over the years. May SMPTE and the Army Very few SMPTE Members attended this. 30 in attendance Meeting focused on how Hollywood Technology is being used in the Military and how we use some of theirs. Meetings that do not focus on the core values of SMPTE are a difficult sell. Its hard to obtain sponsors or get members to attend.

22 What s your experience? QUESTIONS?

23 Section Leadership Training What makes a successful meeting Karl Kuhn, Chair Washington DC Section karl.j.kuhn@tektronix.com

24 Section Leadership Workshop Building the Management Team The Solid Foundation Putting the Management Team in Motion Maximizing the Talent Developing the Plan Short Term and Long Term

25 Section Leadership Workshop Executing the Plan Everyone is Accountable Elements of a Successful Event Be Consistent and Meet Expectations What We Need to Continue to Prosper- Help From HQ

26 Comments and Questions? Thank you!

27 San Francisco Section John Hartwell, Manager SECTION LEADER WORKSHOP

28 State of The Section: Current Chair, frustrated Significant decrease in membership Significant decrease in Participation Increased Competition For Organization Digital Cinema Society Society Of Broadcast Engineers/Bay Area Broadcast Engineer Society IEEE AES Increased Pressure On Careers

29 Careers: Imaging Engineers More IT Based Software Based Align More w/ieee Average Time In Position 2 or 3 Years Less Support by Company/Managers Sponsors (Local Level) 20%-30% Commute Time > 1.5Hrs One Way

30 Section Actions Meeting Announcements Via Mid 90 s Initial Success Varied Meeting Days & Location Initially 3 rd Thursday Each Ampex Taping Meetings; Posting on Internet Limited Success

31 Thoughts (Personal) S.F. Specific Pre-Scheduled Section Meetings Standard Time/Place Personal Contact (Mailed Announcements) 1 To 2 Special Meetings Each Year Dolby Pixar Napa (Student Chapter) Joint Meetings w/other Organizations

32 Thoughts (Personal) General Better Use of Internet Supplement to Personal Contact Informational/Educational Content More Support/Help From Headquarters Proactive Information Section Members Conference Attendees Section Members Active in Standard Committees

33 Section guidelines: Budget, Elections and Special meetings Sally Ann D Amato, Director of Operations

34 Section Web Pages Undergo Re-organization The Section web pages have been redesigned Information easier to find We want your comments and suggestions

35

36

37 Section Guidelines: Budget Basics Two step process for Sections to receive funding: Annual Budget Form, due November 30, 2010 To support your regular monthly Section activities Note: 2011 budgets will be reviewed for approval by Financial and Section VPs with completed 2010 Quarterly Financial Reports Once approved, Q1 allocation is deposited in Section bank account Quarterly Financial Reports, due by the 15 th of the month following each quarter: April 15, July 15, October 15 and January 15 Includes both revenue and expense actuals, with receipts Once submitted, the following quarter s allocation is deposited

38 Section Guidelines: Budget Basics Funds are deposited in Section accounts, quarterly Provided, Section Quarterly Financial Reports are submitted first To ensure timely deposits, please ensure budgets and QFR s are timely Invoices from past years that were not in the budget will not be covered All budget forms can be found on the Sections website, under the Section Admin headings

39 Section Guidelines: Special Meetings Regional or Local meetings outside the regular monthly Section meeting schedules, Section All-Day meeting, Training Seminar, Boot Camp, etc. Section Chairs make request to Section VP no later than 9 months before the event is to be held. Section VP will present it to the Conference Committee for approval

40 Section Guidelines: Special Meetings The proposal must include: Section name Meeting theme, Dates and Location Estimate of attendance and intended audience Registration fees Proposed Venue, along with event proposal from the facility detailing all fees and costs Proposed meeting budget, with income, expenses and any information about sponsorship Name of the person in charge of the arrangements Name of the person in charge of the program Other items: Exhibits? Competitive events? Any negative opinions?

41 Section Guidelines: Special Meetings Funds relating to special meetings should be held separately from regular Section meeting funds Registration should cover all expenses Excess funds, if any, should be returned to Society Headquarters Social events, including meals and entertainment, should be self-supporting Venue contracts should be negotiated with the assistance of SMPTE Staff and are subject to approval and should be signed by staff

42 Section Guidelines: Elections Each Section Chair forms a Section Nominating Committee made up of 7 voting members of the section, including: Chair: Past Section Chair (Immediate past chair or other available past chair) Committee Members: Current Section Chair, 2 Managers serving their 1 st year of a two-year term, 3 members who are not currently Section Managers The Section Nominating Committee must be formed and names submitted to Sally Ann D Amato by the first week in January each year.

43 Selection of Section Officers and Managers The Section Nominating Committee is to nominate: One or more candidates for the offices of Section Chair and Secretary/Treasurer At least two, but no more than three persons for each Manager s office position to be filled (if possible) All nominees must be current voting members of SMPTE, which includes Active, Fellows, Life and Honorary Members. Nominations shall be made by three-fourths affirmative vote of the Section Nominating Committee

44 Selection of Section Officers and Managers Sample Slate of Candidates: Chair: 1 or more Candidates Secretary/Treasurer: 1 or more Candidates Manager #1: 2 or 3 candidates Manager #2: 2 or 3 candidates Manager #3: 2 or 3 candidates Slate should be presented to the Section Board of Managers no later than the last Monday in February for review and final approval Please note that there are 6 managers for each Section, but they serve 2-year terms, so three expire each year Section Membership Chair is an appointed position

45 Selection of Section Officers and Managers Final slate of Candidates and a completed candidate form and photograph for each nominee must be sent to SMTPE headquarters no later than March 1 for inclusion in the Section Election ballots. If photos and biographies are not received, none will appear next to the candidate s name. Section elections will begin in mid-march and run for 6 weeks Election results will be announced

46 Nominations for Regional Governor Candidates Section Nominating Committee is to select two or more persons for each of the Governor positions to be filled in their Region Nominees must be current voting members of the Society, and willing and able to accept the position if elected Names of the nominees should be sent to Sally Ann D Amato no later than February 1 Names of the nominees will then be forwarded to the chair of the SMPTE Nominating Committee for consideration. The number of Governors is determined by the number of members in a Region. To gain or lose a Governorship, the Region must change its membership +/- 25 members over 500, caluclated over a two-year period.

47 Nominations for Regional Governor Candidates The Society Nominating Committee, chaired by the Past President of the Society, prepares the final slate of candidates for approval of the Board at their June meeting. Society Elections open no later than the third Monday in August, and close no later than the third Monday of September. Election results are announced in October Society officers and Governors take office January 1 of the following year.

48 All forms and information are on the SMPTE Section Web Pages. Questions? THANK YOU!

49 The SMPTE Web Presence Mauricio Roldan/Peter Symes SMPTE

50 SMPTE s New Social Media Presence SMPTE is on Facebook, LinkedIn and Twitter. It s a good way of getting the word out on events, products and media coverage We can let members know about new benefits, job listings, etc. We can let the public at large know who we are and what we do and encourage interested people to join

51

52 Plans for Facebook Official SMPTE Facebook page Users can like the page and comment on posts. Create environment to connect people Next steps: Test using online ads for specific demographics to appear on Facebook profile pages. Ads drive users to SMPTE s membership page to join

53

54 Plans for LinkedIn The first LinkedIn Groups were grassroots efforts The largest, with 1,600 members is now managed by SMPTE, and the smaller group is also working with us Next steps Merge two groups and have one LinkedIn presence

55

56 Plans for Twitter We created an official We have two lists, for and for members We encourage Sections and individual members to join Twitter so that we can add them to our official page. Currently, we have Sections Twitter accounts from Washington, DC, NY and Australia.

57

58 Web Presence On Friday we will seek Board approval for a new web presence project; new design, new capabilities Hope to see first results in about 6 months Improved and flexible capabilities for Section websites Will require use of the organization template design

59 Mail Lists & Contact Information Each Section has its member list (e.g. Additionally, we can provide supplemental (non-member) lists for each Section request to Peter or Mauricio Please use this facility (not locally maintained lists) As we proceed to new web presence we will include all non-member contacts in our database PLEASE collect and submit contact info for all meeting attendees We welcome non-members, but that does not entitle them to anonymity!

60 Society of Motion Picture & Television Engineers SECTION AND MEMBERSHIP RESOURCES

61 Section and Membership resources Website updates are coming The Section information pages of the SMPTE website have been redesigned with more relevant information that is easier to find. Membership and Administration information has been separated into two different areas. 61

62 Member Retention is Possible with Help In September, hired telemarketing firm to call lapsed members 710 members they reached, 77 renewed with a credit card right away 84 asked for another invoice That s a return of almost 22%! Will become an annual activity With the right tools, Sections can get similar results. 62

63 Section Membership Resources Tools to help Sections recruit and retain members Thoughts and tips on face to face recruiting Sample Welcome Sample Retention letter or Sample Retention phone scripts 63

64 Section Membership Resources Logos and promotional materials, such as flyers with benefit information Section meeting recordings Leader to leader discussion group -- Coming Soon! SMPTE monthly and section news. To be included, send your section news and event schedules to What else would you like to see? 64

65 65

66 Additional Section Resources Quarterly webinars for Section leaders to keep you up to date on tools and systems. Webinars no more than 60 minutes in length, including Q and A Proposed topics and scheduling: January: Budgets and Elections April: Social Media June: SMPTE Website updates September: SMPTE Business system updates 66

67 New member benefits starting Nov 1 Health Proponent Help with insurance, health care and bills when you need it. SMPTE members get reduced member fees and pricing Negotiate medical bills Help with insurance company grievance and appeals process Cut through red tape to get care Coordinate multiple providers Speed up appointments for specialists Help when insurance coverage is denied Find support for care giving

68 New member benefits starting Nov 1 GEICO Insurance Get a SMPTE Member discount when you insure your car with GEICO Get a quote from GEICO to see if you can save. SMPTE members are eligible for discounts, even if they are current GEICO customers. Just call and tell them that you are a SMPTE member. GEICO also offers homeowners, condo/co-op and boat insurance.

69 Shop Amazon and help SMPTE If you or your friends plan to buy anything from Amazon.com, use one of the links on the SMPTE Store page to go to Amazon. SMPTE gets a credit (even if the purchase is unrelated to the original search)... or you can use the link below for general browsing of Amazon, and we will still get credit for any purchases!

70 Other new member benefits We re exploring other possibilities, such as legal programs, car rentals, travel programs, Federal Express, office products, etc. Please me at - or call - with any suggestions that you might have for member programs, and I will investigate for SMPTE.

71 SMPTE is your Society Don t hesitate to call if you have any ideas about topics, benefits, resources or news. Roberta Gorman Manager, Member Relations rgorman@smpte.org 71

72 Notes on discussions: What sections have requested An industry as well as society-wide calendar for Sections and Regions to help plan events as well as see what members can attend when they are travelling Endorsement of joint meetings with other Societies Internship network for students and career changers

73 Notes on discussions: What sections have requested An online tool for registration Smooth process for credit card processing Easy to use publicity tools Presentations available online for section use Vendor road shows made available for section meetings Information on possible sponsors

74 Notes on discussions: What sections have requested List of facilities that would be willing to give section tours Speakers bureau or Distinguished lecturer program Section templates for a web page, newsletters and invitations More information on which section members attend conferences and are involved in standards.

75 Send us your ideas! Keep in touch THANK YOU FOR YOUR PARTICIPATION