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IEEE Student Branch Operations

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

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