Rlc Communication Presentation Final


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Rlc Communication Presentation Final

  1. 1. The Communications Zone Functional Region IV Secretary Dorian Shepherd [email_address] Region IV Telecommunications Chair Jeremy Tillman [email_address] Region IV Publications/ Public Relations Chair Lota Ilogu [email_address]
  2. 2. Contents National Society of Black Engineers ● Region IV Leadership Conference ● August 14-17, 2008 Structure and Contacts 1 Roles and Responsibilities 2 Chapter Expectations 3 Policies and Guidelines 4
  3. 3. Communications Zone Structure and Contacts
  4. 4. Regional Publications Chair Chapter Publications Chairs Regional Public Relations Chair Chapter Public Relations Chairs Regional Communications/ Telecommunications Chair Chapter Telecommunications Chairs Chapter Secretaries National Communications Chair/ AE Telecommunications Chair National (AE) Secretary & National (AE) Communications Zone Leader National (AE) Public Relations Chair National (AE) Publications Chair Regional Secretary & Regional Comm Zone Leader Communications Zone Structure
  5. 5. Contacts <ul><li>National Communications Zone </li></ul><ul><li>Laura Jenkins </li></ul><ul><ul><li>National Secretary </li></ul></ul><ul><ul><li>[email_address] </li></ul></ul><ul><li>National Public Relations Chairperson (OPEN) </li></ul><ul><ul><li>[email_address] </li></ul></ul><ul><li>National Publications Chairperson (OPEN) </li></ul><ul><ul><li>[email_address] </li></ul></ul><ul><li>Ninrat Datiri </li></ul><ul><ul><li>National Telecommunications Chairperson </li></ul></ul><ul><ul><li>[email_address] </li></ul></ul><ul><li>Christipher Jenkins </li></ul><ul><ul><li>National Communications Chairperson </li></ul></ul><ul><ul><li>[email_address] </li></ul></ul>
  6. 6. Contacts (Cont.) <ul><li>Regional Communications Zone </li></ul><ul><li>Dorian Shepherd </li></ul><ul><ul><li>Region IV Secretary </li></ul></ul><ul><ul><li>[email_address] </li></ul></ul><ul><li>Jeremy Tillman </li></ul><ul><ul><li>Region IV Telecommunications Chair </li></ul></ul><ul><ul><li>[email_address] </li></ul></ul><ul><li>Lota Ilogu </li></ul><ul><ul><li>Region IV Publications/Public Relations Chair </li></ul></ul><ul><ul><li>[email_address] </li></ul></ul>
  7. 7. Communications Zone REB Roles and Responsibilities
  8. 8. <ul><li>Chair of Communications Zone </li></ul><ul><li>Submit monthly reports – include entire zone </li></ul><ul><li>Participate in scheduled conference calls </li></ul><ul><li>Record meeting and conference call minutes - distribute in a timely fashion </li></ul><ul><li>Record and distribute action items </li></ul><ul><li>Maintains communication guidelines </li></ul><ul><li>Documentation creation, distribution and archiving </li></ul>Roles & Responsibilities Secretary
  9. 9. Roles & Responsibilities <ul><li>Responsible for all regional publications </li></ul><ul><li>Evaluate, approve, and finalize the general content of the Chapter newsletter </li></ul><ul><li>Develops flyers, newsletters, etc. to keep members and other stakeholders informed </li></ul><ul><li>Supply Chapter updates to National Publications – The Alumni Arsenal, Career Engineer, The Bridge, and NSBE Magazine </li></ul><ul><li>Evaluate publication alternatives </li></ul><ul><li>Maintain regional publication contacts </li></ul>Publications Chair
  10. 10. <ul><li>Prepare and submit articles affecting the public image and branding of NSBE to outside publications </li></ul><ul><li>Develop and distribute press releases </li></ul><ul><li>Develop and maintain a list of PR contacts (local newspapers, magazine, etc.) </li></ul><ul><li>Design and distribute brochures containing information about NSBE </li></ul><ul><li>Identify other black engineering student/professional organizations for the purpose of collaboration and/or support </li></ul>Public Relations Chair Roles & Responsibilities
  11. 11. Roles & Responsibilities <ul><li>Design, develop, and maintain regional websites </li></ul><ul><li>Assist Chapter Telecommunications Chairs with regional websites </li></ul><ul><li>Improve electronic communications throughout the region </li></ul>Telecommunications Chair
  12. 12. Chapter Officer Expectations
  13. 13. Secretary
  14. 14. Secretary Duties from the By-laws <ul><li>Record and report minutes/action items of ALL Chapter meetings and other Chapter business </li></ul><ul><li>Keep and maintain updated files of Chapter correspondence and be responsible for submitting old files to [me] </li></ul><ul><li>Revise and maintain Chapter By-laws and submit changes as they are proposed </li></ul><ul><li>Preside over the Communications Zone </li></ul><ul><li>Produce an official transition report at the close of the term of office </li></ul>
  15. 15. Other Secretary Duties <ul><li>Record attendance at all Chapter meetings </li></ul><ul><li>Proofread Chapter magazines and web content </li></ul><ul><li>Develop a Strategic Plan </li></ul><ul><li>Prepare and submit monthly reports </li></ul><ul><li>Vote </li></ul><ul><li>Distribute NSBE related e-mails to your chapter </li></ul><ul><li>Participate in conference calls </li></ul>
  16. 16. Minutes/Action Items Protocol <ul><li>Executive Board Meetings Record </li></ul><ul><ul><li>Call to order </li></ul></ul><ul><ul><li>Date </li></ul></ul><ul><ul><li>Roll Call-Attendance </li></ul></ul><ul><ul><li>Summary </li></ul></ul><ul><ul><li>Action Items </li></ul></ul><ul><ul><li>Distribute the Minutes in a timely manner </li></ul></ul>
  17. 17. Telecommunications
  18. 18. <ul><li>Develop/Maintain chapter website </li></ul><ul><li>Participate in Conference Calls </li></ul><ul><li>Serve as Chapter Technician </li></ul>Responsibilities
  19. 19. Chapter Website <ul><li>Abide by NSBE Website Guidelines </li></ul><ul><ul><li>NSBE Logo </li></ul></ul><ul><ul><li>Regional and National Links </li></ul></ul><ul><ul><li>Additional Guidelines </li></ul></ul><ul><li>Keep sponsors and peers up to date </li></ul><ul><ul><li>Before and After Event updates </li></ul></ul><ul><ul><li>Pictures and Media preferred </li></ul></ul><ul><li>Be professional </li></ul><ul><ul><li>Color Scheme </li></ul></ul><ul><ul><li>Proofreading Content </li></ul></ul>
  20. 20. Chapter Technician <ul><li>Make sure that A/V system is working properly for meetings </li></ul><ul><li>Try to promote the use of new technologies to make NSBE and student life more efficient </li></ul>
  21. 21. Publications/Public Relations
  22. 22. Chapter Responsibilities <ul><li>Duties as outlined in Chapter Constitution and By-laws </li></ul><ul><li>Generate good publicity for your chapter </li></ul><ul><li>Submitting Press Releases </li></ul><ul><ul><li>School Newspaper </li></ul></ul><ul><ul><li>Local Newspaper </li></ul></ul><ul><li>Participate in conference calls </li></ul>
  23. 23. Publication: NSBE Circuit <ul><li>Region IV Newsletter: The Circuit </li></ul><ul><li>Released once a month (1 st of each month) </li></ul><ul><li> Monthly Themes </li></ul>April – Last Issue/Transition November – FRC March – National Convention October – FRC February – Black History September – Back to School January – Back to School August – RLC December – Holiday/Christmas July – SCC
  24. 24. Publication: NSBE Circuit <ul><li>Newsletter content </li></ul><ul><ul><li>Scholarships </li></ul></ul><ul><ul><li>Corporate Connection </li></ul></ul><ul><ul><li>Member of the Month </li></ul></ul><ul><ul><li>Comic Relief </li></ul></ul><ul><ul><li>Articles (NEEDED from You!!) </li></ul></ul>
  25. 25. Graphic Design <ul><li>Important Software </li></ul><ul><ul><li>Adobe Photoshop </li></ul></ul><ul><ul><li>Microsoft Publisher </li></ul></ul><ul><ul><li>Microsoft Word </li></ul></ul><ul><ul><li>Web media: </li></ul></ul><ul><ul><ul><li>Dreamweaver or some other web authoring WYSIWYG </li></ul></ul></ul><ul><ul><li>Photo editing software </li></ul></ul><ul><ul><li>Macromedia Flash or another animation program </li></ul></ul>
  26. 26. PR Media Breakdown Christipher Jenkins National Comm. Chair
  27. 27. How to Write a Press Release Public Relations: Two-way communication between an organization and its public to create a positive image. To Inform!
  28. 28. How to Write a Press Release <ul><li>HEADLINE </li></ul><ul><li> Subhead </li></ul><ul><li>Dateline—First Paragraph (5Ws) </li></ul><ul><li>Second Paragraph—Supports the first with additional detail </li></ul><ul><li>Third Paragraph—Typically includes a quote </li></ul><ul><li>Fourth Paragraph—Includes additional info, but watch out </li></ul><ul><li>Final Paragraph—Boilerplate information </li></ul>For Immediate Release For more information: Regional Contact 703-549-2207 public relations@nsbe.org
  29. 29. How to Write a Press Release <ul><li>Clear sentence structure </li></ul><ul><ul><ul><ul><li>Short paragraphs </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Proper grammar </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Simple words </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Active voice </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Associated Press Style </li></ul></ul></ul></ul><ul><li>A SECOND SET OF EYES IS KEY </li></ul>
  30. 30. Public Service Announcement <ul><li>Public Service Announcements </li></ul><ul><ul><ul><li>Spot announcements </li></ul></ul></ul><ul><ul><ul><li>“ as-recorded” spots </li></ul></ul></ul><ul><li>Standard length </li></ul><ul><ul><ul><li>10 seconds, or about 25 words </li></ul></ul></ul><ul><ul><ul><li>20 seconds, or about 45 words </li></ul></ul></ul><ul><ul><ul><li>30 seconds, or about 65 words </li></ul></ul></ul><ul><ul><ul><li>60 seconds, or about 125 words (not as common) </li></ul></ul></ul>
  31. 31. Strategic Planning: Chapter Focus <ul><li>Primary Press Release Focus (2008-2009) </li></ul><ul><ul><li>A Walk For Education </li></ul></ul><ul><ul><li>Fall Regional Conference </li></ul></ul><ul><ul><li>Signature Programs from National Programs Zone </li></ul></ul><ul><ul><li>NSBE Day (if applicable) </li></ul></ul><ul><ul><li>Chapter Events </li></ul></ul><ul><ul><ul><li>Volunteer service, Quiz Bowl, anything that promotes your chapter!!! BE CREATIVE!!!!! </li></ul></ul></ul><ul><li>Press Release Medium </li></ul><ul><ul><li>School Newspaper (PRIMARY FOCUS) </li></ul></ul><ul><ul><li>Local Newspaper (PRIMARY FOCUS) </li></ul></ul>
  32. 32. Action Item <ul><li>Submit Contact Information </li></ul><ul><ul><li>What to submit: active email address </li></ul></ul><ul><ul><li>Submit to: Regional Publications Chair </li></ul></ul><ul><ul><li>Assigned To: All Chapter Publications Chairs </li></ul></ul><ul><ul><li>Deadline: August 20, 2008 </li></ul></ul><ul><li>Obtain School and Local Newspaper Contact Information </li></ul><ul><ul><li>What to submit: Press contacts for college paper, local news paper </li></ul></ul><ul><ul><li>Submit to: Yourself, Regional Publications Chair </li></ul></ul><ul><ul><li>Assigned To: All Chapter Publications Chairs </li></ul></ul><ul><ul><li>Deadline: Sept 1, 2008 </li></ul></ul>
  33. 33. Communication Policies, Guidelines
  34. 34. NSBE Logo and Nomenclature <ul><li>Refer to the NSBE Acronyms List for NSBE acronyms </li></ul><ul><li>Use of acronyms </li></ul><ul><li>Usage of “the Torch” </li></ul><ul><li>Symbol should be used in all official documents distributed to non-members </li></ul><ul><li>The Torch should never be lonely!!! </li></ul>National Society of Black Engineers
  35. 35. Email Blast Policy <ul><li>Regional </li></ul><ul><ul><li>Pertains to all emails sent by the Regional Executive Boards to their respective Regional membership </li></ul></ul><ul><ul><li>All Regional email blasts must be sent using NSBE Online (NOL) </li></ul></ul><ul><ul><li>No more than 2 Regional emails can be sent out in a given week </li></ul></ul><ul><ul><li>Regional emails cannot be sent out on the 2nd and 4th Fridays of each month </li></ul></ul>
  36. 36. Templates Available <ul><li>Meeting Minutes </li></ul><ul><li>Website </li></ul><ul><li>Press Release </li></ul><ul><li>Flyer/ Brochure </li></ul><ul><li>Correct logo </li></ul><ul><li>Action Item </li></ul>
  37. 37. Thank You !
  38. 38. Functional 2 Strategic Planning (Marketing Your Event)
  39. 39. Agenda <ul><li>Target Audience/Market </li></ul><ul><li>Key Messages </li></ul><ul><li>Market Penetration </li></ul><ul><li>Desired Outcomes </li></ul><ul><li>Timelines / Resources </li></ul>
  40. 40. Target Audience/ Market <ul><li>Who is your target audience/market? </li></ul><ul><li>Do you have more than one target audience/market? </li></ul><ul><li>Are there other stakeholders? </li></ul><ul><li>Are you reaching the community the event is in? </li></ul>
  41. 41. Key Messages <ul><li>What is the key message you want to get out for the event? </li></ul><ul><li>What is the key message you need to convey to each target audience/ market? </li></ul><ul><li>Are your messages germane? </li></ul>
  42. 42. Market Penetration <ul><li>What are the best medium(s) for communications with each of the targets? </li></ul><ul><ul><li>Websites </li></ul></ul><ul><ul><li>Radio </li></ul></ul><ul><ul><li>Text messages </li></ul></ul><ul><ul><li>Virtual Communication (E-blasts, eNewsletter, etc.) </li></ul></ul><ul><ul><li>Written Communication (magazines, newspaper) </li></ul></ul><ul><ul><li>Visit businesses or institutions </li></ul></ul>
  43. 43. Market Penetration <ul><li>What is the back-up method of communication for each target? </li></ul><ul><li>Prioritize target market/audiences for the most impact </li></ul>
  44. 44. Desired Outcomes <ul><li>Audience numbers </li></ul><ul><ul><li>Conference site capacity vs. reach of marketing plan </li></ul></ul><ul><li>Audience location </li></ul><ul><ul><li>A half-day event is taking place in New York City </li></ul></ul><ul><ul><li>How much do you focus on the Alaska vs New Jersey market? </li></ul></ul><ul><li>Audience characteristics </li></ul><ul><ul><li>Do you want young professionals at event </li></ul></ul><ul><ul><ul><li>should postcard be a colorful cartoon? </li></ul></ul></ul>
  45. 45. Timelines / Resources <ul><li>What is your budget? </li></ul><ul><li>Who is the contact on the NSBE side? </li></ul><ul><li>Who needs to be contacted or coordinated with outside of NSBE? </li></ul><ul><li>How soon is information needed and who needs it? </li></ul><ul><li>What needs to be drafted and by whom? </li></ul><ul><li>What formats are acceptable? </li></ul><ul><li>When do the messages need to be out? </li></ul>
  46. 46. Execute <ul><li>Develop the graphics </li></ul><ul><li>Deliver print ads </li></ul><ul><li>Distribute flyers </li></ul><ul><li>Update website </li></ul><ul><li>Visit schools and community centers </li></ul>
  47. 47. Thank You !