Essential Leadership Tools Volunteer Center Communications Tools Units

Essential Leadership Tools Volunteer Center Communications Tools Units Leadership Resource Online Roster 100 100 100 200 200 200 300 300 300 400 400 400 500 500 500 End Game ASME 101 – ASME Resources 1

ASME 101: Resources for ASME Scott A. Carlson, P. E. carlsons 3@asme. org 2

Session Objectives • The objective of this session is to provide you (in a fun and interactive way) with an overview of the resources that are available to you to guide you in leading your unit more effectively. ASME 101 – ASME Resources 3

ASME Jeopardy Welcome to ASME JEOPARDY Guest Host: Scott Carlson ASME 101 – ASME Resources 4

A one stop shop for leaders to download necessary forms, roster, manuals and contact info Q: Ess Leadership for $100 ASME 101 – ASME Resources 5

Unit Leadership Resource Center A: Ess Leadership for $100 ASME 101 – ASME Resources 6

ASME Jeopardy Unit Leadership Resource Center: • • Forms & Instructions Online Roster Financial Reports Manager Manuals Leadership Resources General Information (Newsletter Template) Staff Contacts http: //volunteer. asme. org/unit/ E: Ess Leadership for $100 ASME 101 – ASME Resources 7

A place to access current membership and officer information Q: Ess Leadership for $200 ASME 101 – ASME Resources 8

On-line Roster A: Ess Leadership for $200 ASME 101 – ASME Resources 9

ASME Jeopardy Online Roster: • For divisions and sections, unit leaders have access to the online membership roster 24/7 • Revised format for ease of use • Access to current officer information • This data can be used for: – Learning about member changes in unit (address changes, new members) – Demographics studies (where members live, employers, job positions and technical interest) – Phone banks and contact information • To gain access, the designated volunteers must sign a conflict of interest form and member data agreement. • Both forms are available on the Unit Leadership Resource Center E: Ess Leadership for $200 ASME 101 – ASME Resources 10

DAILY DOUBLE ASME 101 – ASME Resources 11

Available to all unit leaders (or authorized designees) to communicate with their unit 24/7 Q: Ess Leadership for $300 ASME 101 – ASME Resources 12

Unit E-mail Messaging A: Ess Leadership for $300 ASME 101 – ASME Resources 13

ASME Jeopardy Unit E-mail Messaging: https: //roster. asme. org/ E: Ess Leadership for $300 ASME 101 – ASME Resources 14

Access information on Board of Governors, Sectors and Committees and Global Communities Directories Q: Ess Leadership for $400 ASME 101 – ASME Resources 15

Online Directories A: Ess Leadership for $400 ASME 101 – ASME Resources 16

ASME Jeopardy Online Directories: • AC-10 – Board of Governors (BOG), Sectors and Committees • Global Communities Directory • Directories are linked to the ASME database so they are always up-to-date • Access through the “Members Only” link on ASME. org. or at http: //my. asme. org • To access both directories you will need your ASME member number. E: Ess Leadership for $400 ASME 101 – ASME Resources 17

A center where you can obtain quick access to best practices, Section Newsletter Template, and VOLT Academy Q: Ess Leadership for $500 ASME 101 – ASME Resources 18

Volunteer Center A: Ess Leadership for $500 ASME 101 – ASME Resources 19

ASME Jeopardy Volunteer Center: • • • Program Funding Options Unit Leadership Resource Center Best Practices (Section & Division) Volunteer Expense Form Section Newsletter Template Volunteer Orientation and Leadership Training (VOLT) Academy http: //www. asme. org/Governance/Volunteer/ E: Ess Leadership for $500 ASME 101 – ASME Resources 20

Potential source of funding for programs/ services where funding is not provided by the annual operating budget Q: Volunteer Centre for $100 ASME 101 – ASME Resources 21

Program Funding Options A: Volunteer Centre for $100 ASME 101 – ASME Resources 22

ASME Jeopardy Program Funding Options: • Options for projects not funded through the annual operating budget: • ASME Development Fund – Eligible Projects: Feasibility Studies; Experimental, Embryonic or Prototype Programs • ASME Foundation Grants – Technical Literacy – Career Planning & Skills Development – Technologically Sound Public Policy http: //www. asme. org/Governance/Volunteer/Funding/Program_Funding_Options. cfm E: Volunteer Centre for $100 ASME 101 – ASME Resources 23

A central location where successful programs are documented to provide guidance to other units Q: Volunteer Centre for $200 ASME 101 – ASME Resources 24

• Long Term Care Best Practices • Term Life • Disability Income • Medicare Supplement • Major Medical • Discount Prescription • Dental • Small Employer Group Insurance A: Volunteer Centre for $200 ASME 101 – ASME Resources 25

ASME Jeopardy Best Practices: • Case study approach of section and technical division best practices: – – – – – Community & Government Relations / Outreach Honors & Awards Industry Relations / Outreach / External Collaborations Local Technical Conferences Marketing / Advertising / Promotions Members & Leaders Operations & Organization Professional Development / Short Courses / Seminars Revenue Generations / Finances – Study & Early Career Engineer http: //volunteer. asme. org/practices/ E: Volunteer Centre for $200 ASME 101 – ASME Resources 26

Step by step instructions for ASME http Q: Volunteer Centre for $300 ASME 101 – ASME Resources 27

Guidelines to Create Section Website A: Volunteer Centre for $300 ASME 101 – ASME Resources 28

ASME Jeopardy Guidelines for Creating Section Website: • Importance of having a website for your unit: – Increase communication & involvement among current Section, Group and Student Section members. – Offer greater visibility for activities and members. – Provide additional means for promotion/marketing of publication, programs and events. – Utilize as a recruitment tool for increasing membership. http: //volunteer. asme. org/unit/Guidelines_Creating_Section. cfm E: Volunteer Centre for $300 ASME 101 – ASME Resources 29

Academy for training / leadership resource for unit leaders Q: Volunteer Centre for $400 ASME 101 – ASME Resources 30

Volunteer Orientation and Leadership Training (VOLT) Academy A: Volunteer Centre for $400 ASME 101 – ASME Resources 31

ASME Jeopardy VOLT Academy: • Ensure ASME volunteers have the training needed to assume the leadership positions. • The skills gained from such leadership positions can enhance their professional careers. http: //volunteer. asme. org/volt/ E: Volunteer Centre for $400 ASME 101 – ASME Resources 32

A centralized location for units to post available positions and for interested volunteers to post their profiles Q: Volunteer Centre for $500 ASME 101 – ASME Resources 33

Volunteer Opportunity Bulletin Board (VOBB) A: Volunteer Centre for $500 ASME 101 – ASME Resources 34

ASME Jeopardy Volunteer Opportunities Bulletin Board (VOBB): • • Strengthen your unit through increased diversity Attract new members Fill open positions more quickly Sort by structure (sector) or category (desired position) • Interested volunteers can post their profile on the VOBB • Leaders can post available positions and search profiles http: //volunteer. asme. org/vobb E: Volunteer Centre for $500 ASME 101 – ASME Resources 35

Downloadable files from the following site https: //roster. asme. org (Text or Excel formats) Q: Comm Tools for $100 ASME 101 – ASME Resources 36

Section Master Roster • Display the field definition of the section master roster file • Download the entire section master roster in text format • Download the entire section master roster in Excel format • Display the field definition for the "summary of changes" file • Download the entire section summary of changes file (text) • Download the entire section summary of changes file (Excel) • Display the field definition of the dropped members file • Download the dropped members file (text) • Download the dropped members file (Excel) A: Comm Tools for $100 ASME 101 – ASME Resources 37

ASME Jeopardy Section Roster Download: https: //roster. asme. org/ E: Comm Tools for $100 ASME 101 – ASME Resources 38

Access information on Board of Governors, Sectors and Committees and Global Communities Directories Q: Comm Tools for $200 ASME 101 – ASME Resources 39

Online Directories A: Comm Tools for $200 ASME 101 – ASME Resources 40

ASME Jeopardy Online Directories: • AC-10 – Board of Governors (BOG), Sectors and Committees • Global Communities Directory • Directories are linked to the ASME database so they are always up-to-date • Access through the “Members Only” link on ASME. org. or at http: //my. asme. org • To access both directories you will need your ASME member number. E: Comm Tools for $200 ASME 101 – ASME Resources 41

Published 10 times a year; This template can be found or the Unit Leadership Resources Center or Volunteer Resources pages. Q: Comm Tools for $300 ASME 101 – ASME Resources 42

Section Newsletter Template A: Comm Tools for $300 ASME 101 – ASME Resources 43

ASME Jeopardy Section Newsletter Template: • Prepared for use by newsletter editors • 10 published per year in Word format • Contains articles related to unit activities, special announcements and ASME products and services • Space is provided for placement of unit related articles • Editors notified each month. The latest template can be found or the Unit Leadership Resources Center or Volunteer Resources pages. http: //www. asme. org/Governance/Volunteer/Section_Newsletter_Templates. cfm E: Comm Tools for $300 ASME 101 – ASME Resources 44

Quick access to publications for leaders to increase awareness of ASME Activities Q: Comm Tools for $400 ASME 101 – ASME Resources 45

Online Publications A: Comm Tools for $400 ASME 101 – ASME Resources 46

ASME Jeopardy Online ASME Publications: • K&C Leadership News http: //committees. asme. org/K&C/CIC/Current_Issue. cfm • Inter-Comm – Published quarterly for volunteer leaders to increase their awareness of ASME Activities http: //www. asme. org/News. Public. Policy// • ASME Connections – Easy access to the new structure of and ASME strategies http: //www. asme. org/communities/member/ E: Comm Tools for $400 ASME 101 – ASME Resources 47

A place to find contact information for ASME District and Section leaders Q: Comm Tools for $500 ASME 101 – ASME Resources 48

Global Communities A: Comm Tools for $500 ASME 101 – ASME Resources 49

ASME Global Communities: • Find contact information for district leaders • Find contact information for neighboring section leaders • Study other district and section websites to determine best practices http: //districts. asme. org/communities. htm E: Comm Tools for $500 ASME 101 – ASME Resources 50

ASME Jeopardy ASME Global Communities: E: Comm Tools for $500 ASME 101 – ASME Resources 51

A location with documents that you fill in when making requests as well as directions for filling out these documents Q: Unit Leadership for $100 ASME 101 – ASME Resources 52

Unit Forms & Instructions A: Unit Leadership for $100 ASME 101 – ASME Resources 53

ASME Jeopardy Unit Forms & Instructions: • The following are a few example of forms and instructions essential to leaders: – – – Volunteer Travel Reimbursement Form Conflict of Interest Form Industry Plaque Order Form Section Officers & Committees Information Form Unit Operating Budget/Plan & Annual Financial Report Instructions – Section Merit Funding Program Form – Certificate Template – ASME Letterhead http: //volunteer. asme. org/unit/Unit_Forms_Instructions. cfm E: Unit Leadership for $100 ASME 101 – ASME Resources 54

Roadmaps for leading ASME units Q: Unit Leadership for $200 ASME 101 – ASME Resources 55

Manuals, Guides, Handbooks & Policies A: Unit Leadership for $200 ASME 101 – ASME Resources 56

ASME Jeopardy Manuals, Guides, Handbooks & Policies: • • NEW ML-10 ML-13 ML-14 ML-15 P-2. 8 P-5. 3 • P-12. 14 • P-15. 7 • P-15. 8 Student Section Handbook(Revised June 2010, replaces ML-1) Section, Subsection, Group Operations Manual Treasurers Manual Industry Relations Manual Section Program Handbook Appropriations for Sections and Chapters Formation and Operation of Section, Subsections & Local Groups Use of Member Data Ethics Conflict of Interest http: //volunteer. asme. org/unit/Manuals_Policies. cfm E: Unit Leadership for $200 ASME 101 – ASME Resources 57

Applications, stationary, certificates, meeting accessories and brochures Q: Unit Leadership for $300 ASME 101 – ASME Resources 58

Supplies A: Unit Leadership for $300 ASME 101 – ASME Resources 59

Supplies: • The following are supplies the unit leader can order through ASME: – Applications & Membership Information • Member Application • Student Member Application • Fellow Kit – Stationery • Envelopes – Certificates • Student Member Certificate • Member Certificate Suitable for Framing (Order Form) • Certificate Covers http: //volunteer. asme. org/unit/Supplies_Available_From. cfm E: Unit Leadership for $300 ASME 101 – ASME Resources 60

ASME Jeopardy Supplies: • The following are supplies the unit leader can order through ASME: – Meeting Supplies • • • Pressure Sensitive Nametags Lectern Banner (Paper) Red Arrows for Posters Registration Poster Information Posters Right Path to the Future Poster – Brochures • • • E: Unit Leadership for $300 What is a Mechanical Engineer? Mechanical Engineering A-Z The How & Why of Codes and Standards Videos Brochure ASME at a Glance Gain a Competitive Advantage ASME 101 – ASME Resources 61

An aid to unit leaders in gathering new members and to retain existing members Q: Unit Leadership for $400 ASME 101 – ASME Resources 62

Member Recruitment and Retention Kit A: Unit Leadership for $400 ASME 101 – ASME Resources 63

Membership Recruitment & Retention Kit: ASME Jeopardy • Advice on how to recruit members face to face, including overcoming objections and materials to bring with you. • Sample emails and phone scripts for inviting new members to meetings, and encouraging members to renew. • The kit is available on the Unit Leadership Resource Center http: //volunteer. asme. org/Unit/Member_Recruitment_Retainment. cfm E: Unit Leadership for $400 ASME 101 – ASME Resources 64

A collection of presentations, white papers, instructions and links to assist unit leaders Q: Unit Leadership for $500 ASME 101 – ASME Resources 65

Unit Leadership Resources A: Unit Leadership for $500 ASME 101 – ASME Resources 66

ASME Jeopardy Unit Leadership Resources: • Presentations – – – – Section Building The Value of Membership Volunteer Recruitment Signing of Contracts Student Programs Presentation Style Guide Coding Presentation for Sections Conducting Old Guard Competition • General Resource Links http: //volunteer. asme. org/unit/Leadership_Resources. cfm E: Unit Leadership for $500 ASME 101 – ASME Resources 67

Means to find out who is in your unit and get their contact information Q: Online Roster for $100 ASME 101 – ASME Resources 68

Contact/Membership Information A: Online Roster for $100 ASME 101 – ASME Resources 69

Contact/Membership Information: https: //roster. asme. org/ E: Online Roster for $100 ASME 101 – ASME Resources 70

Contact/Membership Information: E: Online Roster for $100 ASME 101 – ASME Resources 71

ASME Jeopardy Contact/Membership Information: E: Online Roster for $100 ASME 101 – ASME Resources 72

DAILY DOUBLE ASME 101 – ASME Resources 73

Record executive committee members of your unit with ASME Q: Online Roster for $200 ASME 101 – ASME Resources 74

Assign Officers A: Online Roster for $200 ASME 101 – ASME Resources 75

ASME Jeopardy Assign Officers: https: //roster. asme. org/ E: Online Roster for $200 ASME 101 – ASME Resources 76

Receive updated information on your Members from ASME on demand Q: Online Roster for $300 ASME 101 – ASME Resources 77

Membership Changes A: Online Roster for $300 ASME 101 – ASME Resources 78

ASME Jeopardy Membership Changes: E: Online Roster for $300 ASME 101 – ASME Resources 79

Research to cater to the interest of your membership Q: Online Roster for $400 ASME 101 – ASME Resources 80

Demographics Studies A: Online Roster for $400 ASME 101 – ASME Resources 81

ASME Jeopardy Demographics Studies: • Accessed through Online Roster • 42 columns of data retrieved • Items of interest for data collection could be: Company name, Join date, membership status, city, zip code, technical interest (1 -5), graduation date and technical division E: Online Roster for $400 ASME 101 – ASME Resources 82

Unit leader can authorize certain Members to access this information after they sign conflict of interest form and member data agreement Q: Online Roster for $500 ASME 101 – ASME Resources 83

ASME Jeopardy Delegate Access to Membership Roster A: Online Roster for $500 ASME 101 – ASME Resources 84

ASME JEOPARDY That’s All the time we have today. See you on the next show!! ASME 101 – ASME Resources 85

ASME 101 – ASME Resources 86

Contact Information: Scott A. Carlson, P. E. Rochester, WA carlsons 3@asme. org (360) 970 -3171 This presentation will be posted on the 2011 LTC Web Site, at http: //events. asme. org/LTC 11/home. cfm ASME 101 – ASME Resources 87