Digital Marketing for Business - DMFB Committee Management Process and Resources
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This presentation describes how Digital Marketing for Business - DMFB Conference Committees are Managed. DMFB trade shows are run by volunteers (about 60 to 100 volunteers for each conference). You will learn how committees are coordinated using summary plans, task lists, volunteer lists, and how content is gathered and coordinated using web page lists, social media lists, email lists. The DMFB also uses scenarios to help identify key tasks, activities, resources, and services that are needed to create a successful conference.
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Digital Marketing for Business - DMFB Committee Management Process and Resources
- 1. Digital Marketing for Business – DMFB Committee Management www.DMFB.Net DMFB – www.DigitalMarketingforBusiness.com MPEG www.Althos.com © Althos, 2013 page 1
- 2. Committee Organization Planning Tasks Team Resources Coordination DMFB Meeting Location DMFB – www.DigitalMarketingforBusiness.com MPEG www.Althos.com © Althos, 2013 page 2
- 3. Draft Plans & Lists Provided Committee Plan – Overall Scope and Activities Task List – Key Activities Resource List – Documents, Items, and Services Volunteer List – Helpers and their Skills Web Page List – Committee Web Page Content Social Media List – Committee Media Messages Email List – Email Messages to DMFB Lists Scenarios – Sample Processes Start with Plans and Lists from Previous Events DMFB – www.DigitalMarketingforBusiness.com MPEG www.Althos.com © Althos, 2013 page 3
- 4. Committee Plan Summary Objectives Activities Resources People Web Pages Email Messages Social Media Related Committees DMFB – www.DigitalMarketingforBusiness.com MPEG www.Althos.com © Althos, 2013 page 4
- 5. Committee Task List Activities Priority Assignment Status Notes DMFB – www.DigitalMarketingforBusiness.com MPEG www.Althos.com © Althos, 2013 page 5
- 6. Volunteer List Volunteer Job Roles Skills Needed How Much Time Volunteer Benefits DMFB – www.DigitalMarketingforBusiness.com MPEG www.Althos.com © Althos, 2013 page 6
- 7. Resource Lists Documents Media Services Items DMFB – www.DigitalMarketingforBusiness.com MPEG www.Althos.com © Althos, 2013 page 7
- 8. Question List Continual Updating Purpose Implementation Exceptions Clarification DMFB – www.DigitalMarketingforBusiness.com MPEG www.Althos.com © Althos, 2013 page 8
- 9. Scenarios End-to-End Experience Key Steps Communication Documents People Services Scenario Types: - Attendee - Exhibitor - Sponsor - Volunteer Event People/Services/Content Robert reads a message - local business group - describes the DMFB show - discount registration offer Business Meetup Group Manager send message to group <offer text> Robert clicks on the link - goes to registration page Registration service Link to registration page Brief DMFB show description Link to the official DMFB website. <short description of DMFB conference> Robert clicks on DMFB website link-reviews content <link to DMFB web landing page> Robert - back to registration page and purchases ticket. Registration system sends msg to volunteer committee new order Confirmation email - additional benefits for the DMFB show. Confirmation email sent to Robert <confirmation text> Robert's email address is manually transferred to email attendee list. Volunteer committee member Email system update Welcome email campaign started for Robert DMFB – www.DigitalMarketingforBusiness.com MPEG www.Althos.com © Althos, 2013 page 9
- 10. Web Pages Web Page Title Purpose Content Metadata Status DMFB – www.DigitalMarketingforBusiness.com MPEG www.Althos.com © Althos, 2013 page 10
- 11. Email List Message Title Purpose Subject Line Content List Schedule Status DMFB – www.DigitalMarketingforBusiness.com MPEG www.Althos.com © Althos, 2013 page 11
- 12. Social Media List Message Title Purpose Subject Line/Heading Content Media Channels Schedule Status DMFB – www.DigitalMarketingforBusiness.com MPEG www.Althos.com © Althos, 2013 page 12
- 13. Key DMFB Resources Volunteer List DMFB Slides Event Details Document List Committee Folders DMFB – www.DigitalMarketingforBusiness.com MPEG DMFB Document Index www.Althos.com © Althos, 2013 page 13
Editor's Notes
- How does a Committee Chair Know What to Do? Committee plan and supporting documents are provided to each committee. Committee Organization involves understanding the committee purpose, its objectives, the key tasks that must be performed, what resources are needed, and working with volunteers. Each committee is provided with a draft set of documents almost ready to use. Planning – start with draft plan. Overview of the committee and what it does. Tasks – assignments that need to be done - start with generic tasks – adapt/add tasks as needed. Team – who will help with committee tasks. Resources – documents, services, or items needed. Coordination – need to be simple *** Image – personal looking at committee documents – Committee provided with plan, tasks, lists 1. Plan 2. Tasks 3. Team 4. Resources 5. Coordination
- What Do I Need to Know to Lead a Committee? Understand your plan and lead your team to success. Committee Documents include draft plans and lists that are ready for updating. You use proven processes and resources as a starting point to make your committee successful. Committee Plan – 10 to 20 page document that describes what the committee does, how it does it, and what resources it needs. Task List – activities, priorities, and who is responsible for completing them. Resource List – what documents, media, services, and items are needed. Links to committee specific and show documents are included (help is just a click away) Volunteer List – people, the skills required, time commitments, and benefits they will gain from participating on the committee. Web Page List – pages and the content the committee is responsible for providing to the website. Social Media List – messages and the content from the committee that can be published on DMFB social media channels and its media partner channels. Email List – messages that are sent to lists managed by the DMFB – attendee, exhibitors, sponsors, volunteers, and media partners. Scenarios – step by step examples of processes from beginning to end. Identifies people, communication, services, and items required.
- How is the Committee Coordinated? Through the use of a committee plan which is initially provided in draft form. A Committee Plan includes a summary of the committee function, what objectives the committee has, key tasks, who are on the committee, what documents and resources the committee needs, and several lists. Summary – brief description of the purpose and scope of committee. Objectives – what the committee should achieve and how to measure success. Activities – what are the key tasks that need to be performed. Resources – what documents, services, and other items that are needed by the committee. People – what skills, how much time, and why people will want to volunteer for the committee. Web Pages – what web pages will the committee create content for. Email Messages – what messages need to be sent to DMFB lists – volunteers, attendees, speakers, exhibitors, etc. Social Media – what messages can the committee create that can be published as social media. Related Committees – what other committees does the committee need to interact with. *** Image – This image shows that a committee plan provides an overview of committee purpose, activities, and resources. The committee chair is responsible for making updates to the committee plan. Each year updated draft committee plans are created from experiences learned the previous year.
- How to Know What Key Steps that Need to be Done? Initial task list provided by DMFB. Committee Task Lists identify and prioritize activities, who should do them, and keeps track of their completion status. Tasks, assignments, and status are the responsibility of the committee chair. Activities – tasks that need to be performed to complete the committee objectives. Priority – simple – A – urgent, B – soon, C – within 1-2 weeks, X – cancelled, Z - completed. Sort by priorities. Assignment – who is responsible for doing the assignment. Status – started, in progress, drafted, complete. Notes – helpful information about the task. *** Image – This figure show a partial directory committee task list. Each activity has a title, description, lead person, and priority.
- Who Determines the Committee Volunteer List? Committee chair works with DMFB staff to identify needed committee volunteers. A Volunteer List is created by the committee leader and the information is combined into master vounteer list. Volunteer Job Roles – list of the types of volunteers that are needed and their job title. Skills Needed – what skills the volunteers should already have. Hoe Much Time – how many hours are the volunteers expected to contribute and when will they be needed. Volunteer Benefits – what the volunteers will get by participating on the committee *** Image – This image shows that each committee folder has a volunteer list and that the volunteer lists are gathered into a volunteer master file. Each volunteer list contains the job title, estimated time, benefits, and other volunteer member information.
- How do Committee Members access Documents and other Media Items? Through the committee resource list. Committee Resources include documents, media, services, and items. Documents – lists, plans, sample messages. Master index. Media – images, media clips. Services – support systems and who has access to them. Items – supplies, products, and leased equipment. *** Image – This image shows that each committee creates a resource list which identifies documents, media, services, and items. A link to the digital items should be included in the resource list. Some of these resources are shared in master document and equipment lists.
- How can Committee Leaders and Members get answers to Questions about Committee Activities? add to committee question list. Committee Question List provides answers to issues and common questions related to committee activities. The question list for each committee continues to expand and be updated at each DMFB show. Question Updating – committee leader and members can submit and answer questions. Purpose – cover the intent of an activity or related aspect of a committee.. Implementation – relates to how to perform a task. Exceptions – when exceptions occur. Clarification – what *** Image – question list
- What do Scenarios Include? Communication, documents, services, people, and media items. DMFB Scenarios are complete descriptions of activities over time that a theoretical person experiences from discovering a need to completion of experience with DMFB. End-to-End Experience – over time. Key steps, communication, people involved, documents/media, services, and products. Key Steps – what are the key steps that happen to the person in the scenario over time. Communication – what communication occurs – email, telephone? People – who is involved in the scenario. All people involved. Services – what services and items are needed during scenario such as registration or email campaigns. Scenario Types – attendee, exhibitor, sponsor, volunteer This image shows a sample DMFB conference registration scenario for a small business owner Robert. The attendee discovers the trade show from a conference discount message that is sent by a promotion partner (a business meetup group). When the person clicks on the link, they are taken to the registration page (Eventbrite service). After they register and pay, their contact information is added to the event attendee email list.
- Who Creates the DMFB Web Page Content? Committees identify web pages and create the content for them. Web Pages content is created by committees and published by the website committee. Web Page Title – should contain keywords and be searchable. Purpose – why the web page should be included on the DMFB website. Content – text and images that will be published as a webpage. Metadata – short description of what the web page contains. This information will typically be shown in search results listing so the metadata should help to motivate the qualified person to click on the link. Status – is the web page content ready fir publishing. Master Web Page List – is managed by the website committee and stored in the website committee folder. This image shows that committees are responsible for identifying web pages they want to include on the DMFB website and creating the content to be published. Each committee web page list is linked to the master web page list.
- Who Creates the Email Content? Committees ***. What Lists are Available? Attendees, exhibitors, sponsors, volunteers, and other lists. Email Messages are created by committees. Email Title – identify . Purpose – abc. Subject Line – abc Content – abc List – abc Schedule – abc Status – abc *** Image – Web page list, point to master list
- Who Creates the Social Media Content? Committees ***. What Social Media Channels are Available? Blog, Facebook page, Linkedin Page, Google+ Page, Twitter, Discussion Group, and others. Social Media Messages are created by committees. Message Title – identify . Purpose – abc. Subject Line/Heading – abc Content – abc Media Channels – abc Schedule – abc Status – abc *** Image – Social media list, point to master list
- Where can you find key information about the DMFB? In the document index folder. How to People Get Access to DMFB Volunteer Resources? Coordinate with Committee Chair. Key DMFB Resources include volunteer list, DMFB slides, event details, document list, and ***. Volunteer List – abc. DMFB Slides – abc. Event Details – abc Document List – abc Committee Folders – abc *** Image – shows some of the important documents available through the document index file.