Organizing A Successful Student Branch!  Muhammad Mustafa Region8 Student Branch Coordinator The second ME-SBC, Qatar
Outline <ul><li>Introduction </li></ul><ul><li>Establishing New Student Branch </li></ul><ul><li>Find Your Team </li></ul>...
Where we are ? 04/11/11 The Middle East Student Branch Congress, Qatar
Why Student Branch is beneficial ? <ul><li>IEEE + Volunteers + Members + Communities =  The World </li></ul>04/11/11 The S...
Establishing New Branch <ul><li>All What you need is  YOU & 12 IEEE members! </li></ul><ul><li>BTW, Do you have a branch c...
Find Your Team <ul><li>General makeup of branch admin: </li></ul><ul><li>Executive Committee (ExCom) </li></ul><ul><li>Bra...
Executive Committee <ul><li>Chair:  </li></ul><ul><li>Oversee branch running </li></ul><ul><li>Organize and run branch mee...
Executive Committee <ul><li>Vice-Chair </li></ul><ul><li>“ The chair when the chair's not there” </li></ul><ul><li>Provide...
Executive Committee <ul><li>Secretary </li></ul><ul><li>Keep detailed record of meetings and activities </li></ul><ul><li>...
Operations Committees <ul><li>To develop and implement the overall Operations strategy </li></ul><ul><li>To be responsible...
Branch Planning 04/11/11 The Second Middle East Student Branch Congress, Qatar Goals Events Evaluate The Plan! Brainstorm!...
Branch Planning <ul><li>Need Ideas Fast?  try this… Five Rules of  Brainstorming: </li></ul><ul><li>1.  Any ideas are vali...
Branch Planning <ul><li>--- Evaluate the results before --- </li></ul><ul><li>Is there enough interest? .. How to know ? <...
Branch Planning Work Breakdown Structure (WBS) <ul><li>Divide/breaking a complex project into individual tasks in hierarch...
Branch Planning Work Breakdown Structure (WBS) <ul><li>Financial tasks </li></ul><ul><ul><li>(e.g.)Income, outcome .. subt...
Action time! <ul><li>Once you decide on a plan, put it into action! </li></ul><ul><li>Assign people to duties </li></ul><u...
Action time! <ul><li>If you are coordinating some event, let people do their jobs. </li></ul><ul><li>Keep people communica...
Finish Your Part <ul><li>It’s time to prepare the next generation of officers to lead successfully your student branch </l...
Miscellaneous  Fundraising <ul><li>There are four main sources for $$: </li></ul><ul><li>Money from Branch Plan, and Rebat...
Miscellaneous  Student Branch Chapters <ul><li>A Chapter is a technical subunit of Student Branch </li></ul><ul><li>Consti...
Miscellaneous  Region8 Student Branch Programs <ul><li>Student Branches Twin Program </li></ul><ul><li>Awards & Contests <...
¿Questions? <ul><li>Thanks for your attention… </li></ul><ul><li>Contact me on  [email_address] </li></ul>04/11/11 The Sec...
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IEEE Student Branch Operations

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IEEE Student Branch Operations

  1. 1. Organizing A Successful Student Branch! Muhammad Mustafa Region8 Student Branch Coordinator The second ME-SBC, Qatar
  2. 2. Outline <ul><li>Introduction </li></ul><ul><li>Establishing New Student Branch </li></ul><ul><li>Find Your Team </li></ul><ul><li>Put Your Plan </li></ul><ul><li>Action Time! </li></ul><ul><li>Finish Your Part </li></ul><ul><li>Miscellaneous </li></ul>04/11/11 The Middle East Student Branch Congress, Qatar
  3. 3. Where we are ? 04/11/11 The Middle East Student Branch Congress, Qatar
  4. 4. Why Student Branch is beneficial ? <ul><li>IEEE + Volunteers + Members + Communities = The World </li></ul>04/11/11 The Second Middle East Student Branch Congress, Qatar IEEE School YOU Work Community
  5. 5. Establishing New Branch <ul><li>All What you need is YOU & 12 IEEE members! </li></ul><ul><li>BTW, Do you have a branch constitution ?? .. You have to write one! </li></ul>04/11/11 The Second Middle East Student Branch Congress, Qatar
  6. 6. Find Your Team <ul><li>General makeup of branch admin: </li></ul><ul><li>Executive Committee (ExCom) </li></ul><ul><li>Branch Counselor/Mentor </li></ul><ul><li>Operations Committees </li></ul>04/11/11 The Second Middle East Student Branch Congress, Qatar
  7. 7. Executive Committee <ul><li>Chair: </li></ul><ul><li>Oversee branch running </li></ul><ul><li>Organize and run branch meetings </li></ul><ul><li>Work with sub-committee heads </li></ul><ul><li>Prepare reports for IEEE Student Services </li></ul><ul><li>Arrange election of new executive and </li></ul><ul><li>ensure smooth transition </li></ul><ul><li>Liaise with other IEEE entities (when necc.) </li></ul>04/11/11 The Second Middle East Student Branch Congress, Qatar
  8. 8. Executive Committee <ul><li>Vice-Chair </li></ul><ul><li>“ The chair when the chair's not there” </li></ul><ul><li>Provide support to the Chair </li></ul><ul><li>Brainstorm for ideas with the Chair </li></ul><ul><li>Duties can vary </li></ul>04/11/11 The Second Middle East Student Branch Congress, Qatar
  9. 9. Executive Committee <ul><li>Secretary </li></ul><ul><li>Keep detailed record of meetings and activities </li></ul><ul><li>Make sure Branch is operating within constitution </li></ul><ul><li>Help with email notices/flyers/advertising </li></ul><ul><li>Treasurer </li></ul><ul><li>Maintain bank account and financial records </li></ul><ul><li>Prepare budget and summary of sending </li></ul><ul><li>Oversee fundraising/finance committee </li></ul><ul><li>Propose budgets for large events </li></ul>04/11/11 The Second Middle East Student Branch Congress, Qatar
  10. 10. Operations Committees <ul><li>To develop and implement the overall Operations strategy </li></ul><ul><li>To be responsible for the delivery of activities assigned by the Exe-Committee </li></ul><ul><li>But, what kind of committees we should have </li></ul>04/11/11 The Second Middle East Student Branch Congress, Qatar
  11. 11. Branch Planning 04/11/11 The Second Middle East Student Branch Congress, Qatar Goals Events Evaluate The Plan! Brainstorm! Consider constraints
  12. 12. Branch Planning <ul><li>Need Ideas Fast? try this… Five Rules of Brainstorming: </li></ul><ul><li>1. Any ideas are valid (even wacky ones). </li></ul><ul><li>2. Write everything down. </li></ul><ul><li>3. Don’t criticize or evaluate. </li></ul><ul><li>4. Don’t be a salesperson. </li></ul><ul><li>5. Ideas form in molecules, so don’t </li></ul><ul><li>be afraid if everyone is silent </li></ul>04/11/11 The Second Middle East Student Branch Congress, Qatar
  13. 13. Branch Planning <ul><li>--- Evaluate the results before --- </li></ul><ul><li>Is there enough interest? .. How to know ? </li></ul><ul><li>What resources are needed? .. </li></ul><ul><li>Will it achieve goals? .. remember your main goals! </li></ul><ul><li>What are the constraints of the Branch? (time, money, university, people) </li></ul><ul><li>Take the attractive alternatives and ITERATE (WBS)! </li></ul>04/11/11 The Second Middle East Student Branch Congress, Qatar
  14. 14. Branch Planning Work Breakdown Structure (WBS) <ul><li>Divide/breaking a complex project into individual tasks in hierarchal structure. </li></ul><ul><li>Each Institution uses its own terminology for classifying it’s WBS components. </li></ul><ul><li>More details will add more Accuracy. </li></ul>04/11/11 The Second Middle East Student Branch Congress, Qatar
  15. 15. Branch Planning Work Breakdown Structure (WBS) <ul><li>Financial tasks </li></ul><ul><ul><li>(e.g.)Income, outcome .. subtasks </li></ul></ul><ul><li>Marketing tasks </li></ul><ul><ul><li>(e.g.) Online marketing campaign, </li></ul></ul><ul><ul><li>Inside university campaign subtasks </li></ul></ul><ul><li>Technical tasks </li></ul><ul><ul><li>(e.g) Website designing, event </li></ul></ul><ul><ul><li>video designing subtasks </li></ul></ul><ul><li>Operational tasks (Event’s place </li></ul><ul><li>Preparation .. etc) </li></ul>04/11/11 The Second Middle East Student Branch Congress, Qatar
  16. 16. Action time! <ul><li>Once you decide on a plan, put it into action! </li></ul><ul><li>Assign people to duties </li></ul><ul><li>Set a timeline, and milestones to be achieved </li></ul><ul><li>Be REALISTIC!! </li></ul><ul><li>Establish your financing and cash-flow </li></ul>04/11/11 The Second Middle East Student Branch Congress, Qatar
  17. 17. Action time! <ul><li>If you are coordinating some event, let people do their jobs. </li></ul><ul><li>Keep people communicating with short status meetings </li></ul><ul><li>Compliment people on accomplishments (a key to motivated volunteers </li></ul><ul><li>Plan for the unexpected! </li></ul><ul><li>Reward yourselves when it is all over </li></ul><ul><li>Learn from your mistakes and leave documentation for future officers! </li></ul>04/11/11 The Second Middle East Student Branch Congress, Qatar
  18. 18. Finish Your Part <ul><li>It’s time to prepare the next generation of officers to lead successfully your student branch </li></ul><ul><li>Elections </li></ul><ul><li>Documentations </li></ul><ul><li>Training </li></ul><ul><li>What else ? </li></ul>04/11/11 The Middle East Student Branch Congress, Qatar
  19. 19. Miscellaneous Fundraising <ul><li>There are four main sources for $$: </li></ul><ul><li>Money from Branch Plan, and Rebate from Annual Report </li></ul><ul><li>Fundraising events or activities </li></ul><ul><li>University (Department Head, Dean, Student’s Association, Engineering Student’s Association, ..) </li></ul><ul><li>IEEE (Local Section, Region, S-PACs and S-PAVes, NIC, .. etc) </li></ul><ul><li>Local Industry </li></ul>04/11/11 The Second Middle East Student Branch Congress, Qatar
  20. 20. Miscellaneous Student Branch Chapters <ul><li>A Chapter is a technical subunit of Student Branch </li></ul><ul><li>Constituted by minimum of twelve (12) members of one or more societies </li></ul><ul><li>Society concerned to represent and fulfill the technical needs of the members who live/work in relatively close proximity. </li></ul>04/11/11 The Second Middle East Student Branch Congress, Qatar
  21. 21. Miscellaneous Region8 Student Branch Programs <ul><li>Student Branches Twin Program </li></ul><ul><li>Awards & Contests </li></ul><ul><li>Student Paper Contest (SPC) </li></ul><ul><li>Student Branch Congresses </li></ul><ul><li>Lot & lot! </li></ul>04/11/11 The Second Middle East Student Branch Congress, Qatar
  22. 22. ¿Questions? <ul><li>Thanks for your attention… </li></ul><ul><li>Contact me on [email_address] </li></ul>04/11/11 The Second Middle East Student Branch Congress, Qatar

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