Communicating your Chapters Message - Templates to get you started


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This is a presentation from the Southeast Region HDI call in December 2009. This is the foundation used to communicate your message for groups, chapters or any organization. The model used for the South Florida HDI chapter can be replicated for your organization.

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Communicating your Chapters Message - Templates to get you started

  1. 1. Communicating Your Chapter’s Message Templates To Get You Started December 18, 2009 Eddie Vidal – VP Communications HDI SE Region
  2. 2. What are we doing? • Standardizing and Best Practices – Blueprints • Building templates at the Southeast Regional level to share with local chapters • Teamwork • Collaboration • Behind the scenes work • Processes
  3. 3. Getting Started • • • • • • • • • Marketing Flyer 30 second Elevator pitch Chapter Logo Email signature template Business Cards Word Document template PowerPoint template Banner Web Site
  4. 4. Marketing Flyer • • • • • • • • • One page or tri-fold Benefits of HDI National Benefit of local chapter and why you should join HDI Contact info for membership and/or officers Mission or vision statement Member Organizations Links back to your website 30 second elevator pitch for members and/or vendors Design of flyer bright, colorful and enticing the individual to want to read it • Quality of paper is important too, unless going GREEN
  5. 5. HDI 30 Second Elevator Pitch • Stating who your chapter is • What your chapter is trying to do • What value you add to the audience you are trying to reach • Each board member be able to state the pitch • Believe in what you are stating • State it with enthusiasm • Place it on your web sites, marketing materials, etc
  6. 6. 30 Second Pitch HDI of South Florida is a young and lively community of IT Service and Support professionals, focusing on sharing knowledge, experiences and relationships. Our 2009 meetings are held quarterly in the Miami-Dade county area. Currently we have in excess of 100 members representing greater than 50 top South Florida companies across different industries. Join us and be part of the fun, exchange ideas and grow together in this young exhilarating community.
  7. 7. Logos – Local Chapter Branding • Transmits immediate recognition • One aspect of a company's commercial brand • Shapes, colors, fonts, and images usually are different from others in a similar market • Logos are also used to identify organizations and other non-commercial entities.
  8. 8. Logos – Local Chapter Branding • Chapter logo should connect to the HDI logo and reflect the unique culture of the local community • Many local chapter websites use a banner picturing a local cityscape and the HDI logo • Logo can be used in many areas to increase professionalism and promote the chapter.
  9. 9. Sample Logos
  10. 10. Logo Usage • • • • • Table skirt Banners Bug or watermark on chapter documents Business Cards Document templates Meeting agendas Minutes PowerPoint presentations
  11. 11. Email Signature Template • Include your current organizational role and HDI title/position • Combine both roles in one email signature Promotes your range of talent inside and outside your organization Provides a glimpse of the knowledge and/or responsibility you can share with your peers. Will open doors and help build relationships • Suggested items to Include in your signature Web site links to your HDI web site and HDI email address LinkedIn or Twitter accounts Quote from a famous person or a statement you believe in
  12. 12. Email Signature Samples Dan Wilson HDI Member Advisory Board Chair HDI Motown President O: 248-754-5113 C: 248-303-5886 Join my network on LinkedIn Darien Chimoff President, HDI Atlanta Help Center Manager Alston & Bird, LLP 1201 West Peachtree Street Atlanta, Georgia 30309-3424 404-881-7041 Eddie Vidal President, HDI South Florida Chapter VP Communications HDI Southeast Region Manager, Enterprise Services Support Information Technology • User Support Services (USS) University of Miami Office: (305) 284-4760 • Cell: (305) 439-9240 • Email: evidal@miami edu or USS Homepage: www miami edu/eus • HDI Homepage: www
  13. 13. Business Cards • Custom business cards provide local chapter officers the opportunity to maximize their networking efforts in support of their local chapter. In addition, it promotes the feeling of professionalism and cohesiveness among the team. • Many chapters create their own template and print their business cards or order free business cards online at a site like
  14. 14. Front of Business Cards • • • • • • • • Local Chapter logo Officers Name Chapter Name if logo does not provide it Chapter title or role Contact phone number Email address Web site address For more advanced features include a background or design on the card
  15. 15. Back of Business Cards • The back of a business card normally goes unused. Take advantage of this space and be creative Listing of membership levels and benefits Day/time of meetings Chapter mission, value, goals, benefits Free Meeting Coupon Listing of all officer positions & contact e-mail 30 second elevator pitch
  16. 16. Creating a Business card in Microsoft Word 2007 • Click the Microsoft Office 2007 Button, select New then click Installed Templates. All the templates currently installed on your computer will be listed • Highlight the template you want to use and click Create. A new file will open in the template you’ve selected
  17. 17. Creating a Business card using Avery Templates • Go to the Avery web site located at • Card Samples, Front and Back from Tampa HDI Tampa Chapter “Focused on the continuous improvement of the support industry and its best practices” The Tampa Chapter meets the third Tuesday in January, March, May, July, and September. Our Analyst of the Year Awards Gala is held in December. If you are interested in Speaking, Sponsorship or Membership, please contact us at
  18. 18. Sample Business Cards
  19. 19. Word Template may include the following • Header with HDI Logo • Water mark with logo • Chapter Logo within the document • Standardize on font, font color and font size
  20. 20. Banner • Powerful way to draw attention to your chapter • Make an impact and generate excitement • Use at other meetings and events • Include the following: Logo Chapter Name Web Site Address Contact information
  21. 21. Pre-Meeting Touch Points • 45/30/15/7/1 Day(s) out • No repeat emails to attendees who RSVP’d • Reminder 2 days out • Newsletter • Press Releases • Leverage other groups • Phone Calls
  22. 22. Post Meeting Touch Points • • • • Thank you for attending Sorry you missed the meeting Newsletter distribution Post pictures, presentation slide decks on web site, LinkedIn and Facebook Web site traffic heaviest day after meeting • Post meeting Survey online and comment section • Contact Volunteers
  23. 23. Web Site • Determine purpose of site • Similar to Marketing Flyer but more interactive • Communicate who you are and what you do • Include meeting pictures • Post Slide decks • User Friendly • Publish Metrics
  24. 24. Now What? • • • • • • Baby Steps Teamwork Hire the right people Attitude Ask for help Steal from others
  25. 25. Questions Contact Information • • • • Eddie Vidal 305-439-9240