The Communications Zone

1
The Communications Zone

• National Society of Black Engineers
• Region 1 Alumni Extension Chapter Training
• August 17, 2009

2
Structure and Contacts
3
Communications Zone Structure
National (AE) Secretary
National Communications Chair AE
Telecommunications Chair
National (AE) Public Relations Chair
National (AE) Publications Chair
Regional Publications Chair
Regional Public Relations Chair
Regional Communications/ Telecommunications Chair
Regional Secretary Regional Comm Zone Leader
Chapter Publications Chairs
Chapter Public Relations Chairs
Chapter Telecom Chairs
Chapter Secretaries
3
4
AEB Communications Zone

• Keir Ham
• National AE Secretary
• secretary_at_nsbe-ae.org
• LeAnne Dolce
• National AE Publications Chairperson
• publications_at_nsbe-ae.org
• Wilbert Moultrie
• National AE Public Relations Chairperson
• pr_at_nsbe-ae.org
• Kumi Rauf
• National AE Telecommunications Chairperson
• telecomm_at_nsbe-ae.org

4
5
REB Communications Zone

• Jennifer Thomas
• Region 1 AE Secretary
• r1aesecretary_at_nsbe-ae.org
• Wale Thomas
• Region 1 AE Telecommunications Chairperson
• r1aetelecomm_at_nsbe-ae.org

6
WHQ Publications, New Media, and
Communications/Technology Team

• Pamela Sharif
• Publisher
• psharif_at_nsbe.org
• Eric Addison
• Editor
• eaddison_at_nsbe.org
• LaShonda Winston
• Media Coordinator
• lwinston_at_nsbe.org

• Ricky Li
• Director of Information Technology
• rli_at_nsbe.org
• Sylvester Harriett
• LAN Administrator
• sharriett_at_nsbe.org

7
Roles and Responsibilities
8
Roles Responsibilities
Secretary

• Chair of Communications Zone
• Submit Monthly reports include entire zone
• Participate in Scheduled Conference Calls
• Record Meeting and Conference Call Minutes -
  distribute in a timely fashion
• Record and distribute action items
• Maintain communication guidelines
• Maintain regional listserv roster
• Documentation creation, distribution archiving
• Produce an official transition report at the end
  of your term

9
Roles Responsibilities
Telecommunications Chair

• Design, develop, and maintain chapter website
• Develop telecommunications guidelines/policy
• Maintain and oversee email communication system
  including listserves for executive boards
• Improve electronic communications throughout the
  chapter

10
Objectives, Goals, Strategies, and Measures
10
11
Regional Communications Zone Goals
Flow down national information in a timely manner
to Region 1 AE.Keep up to date meeting minutes
and action items list.Ensure that chapter AE
events are advertised region wide and that
highlightsare shared with my national
counterpart.Re-implement the Region 1-AE
newsletter
12
Expectations
12
13
Expectations

• Develop Goals
• Attend Conference Calls
• Submit chapter activities/events to Regional
  Communications Zone
• Press Releases
• Brochures
• Programs Booklets
• Newsletters
• Chapter Events
• Monthly Reporting
• Templates will be provided in NSBEs
  Communications Zone Toolkit

13
14
Documents
15
Communications Zone Toolkit

• NSBE Letterhead
• Meeting Minutes Templates
• Memo Template
• Monthly Reports Template
• NSBE Logo Usage Policy
• Publications Calendar
• Website Templates

16
Documents to Archive

• Minutes, rosters, presentations, flyers
• Governing documents
• Regional Initiatives and Goals
• Election Information
• Regional Budget
• Calendar of Events
• Event Summaries

17
Communication Policies, Guidelines and
Expectations
18
NSBE Logo and Nomenclature

• Refer to the NSBE Acronyms List for NSBE acronyms
• Symbol should be used in all official documents
  distributed to non-members
• Torch should never be lonely!!!(always have NSBE
  spelled out, like the example below)

National Society of Black Engineers
19
Communication Protocols

• Contact information must always be current
• Return e-mails/voice messages within 48hrs
• Check email at least twice per day
• Send offline notices 48hrs in advance
• To give everyone the chance to ask any important
  questions before you leave

20
Communication Protocols

• Maintain contact with National Counterpart and HQ
  Liaison
• Dont make statements on behalf of the
  organization
• Check to ensure your advice/comments are
  consistent with the National Team

21
Email Blast Policy

• National
• Policy pertains to all emails sent to the
  national membership
• Email blast requests must be submitted to the
  Email Blast Committee by sending a completed
  Email Blast Request Form v4. to
  email-blasts_at_nsbe.org
• Deadlines
• 1st Friday of the month for dissemination on the
  2nd Friday.
• 3rd Friday of the month for dissemination on the
  4th Friday.
• Email blasts will be sent as one compiled email

22
Meeting Minutes

• Should contain
• Meeting attendance
• Action Items
• Call to order Adjournment times
• Parliamentary Procedure
• Information of NSBE importance

23
Publications - Flyers

• Keep these things in mind!
• Be creative
• Keep it simple
• Always have the logo and NSBE name on it
• Remember your audience
• Keep NSBEs Brand
• Have a 2nd pair of eyes look at it (as well as
  the NEB Publications Chair)

24
Types of Communication
Written (Publications)
Oral
Virtual
eNewsletter E-Mail Blasts National
Website Regional Websites Webcasts
NSBE Magazine The Bridge Technical
Proceedings Arsenal Career Engineer
WHQ State of the Society Presentation _at_ Regional
Conferences Press Conferences
25
Open ForumQuestions, Issues and Concerns
25
26
The End!
Our World of Communication We all rely on each
other to be successful
World
NEB
WHQ
REBs
CEBs
Membership
27
Back-up
27
28
NEB Communications Zone

• Kari Brown
• National Secretary
• nebsecretary_at_nsbe.org
• Anne T. Griffen
• National Public Relations Chair
• nebpr_at_nsbe.org
• Melanie Sutherland
• National Publications Chair
• nebpub_at_nsbe.org
• Akaninyene Udoeyop
• National Communications Chairperson
• nebcomm_at_nsbe.org

28
29
Roles Responsibilities
Publications Chair

• Evaluate, approve, and finalize the general
  content of the chapter newsletter
• Develops flyers, newsletters, etc. to keep
  members and other stakeholders informed
• Supply Chapter updates to Regional and National
  Publications The Alumni Arsenal, Career
  Engineer, The Bridge NSBE Magazine
• Evaluate publication alternatives
• Maintain regional publication contacts
• Produce an official transition report at the end
  of your term

30
Roles Responsibilities
Public Relations Chair

• Prepare and submit articles affecting the public
  image and branding of NSBE to outside
  publications.
• Develop and distribute press releases
• Develop and maintain a list of PR contacts (local
  newspapers, magazine, etc.)
• Design and distribute brochures containing
  information about NSBE
• Identify other black engineering and/or
  student/professional organizations for the
  purpose of collaboration and/or support.
• Produce an official transition report at the end
  of your term

31
Public Relations Publications The Business of
Information
32
Role of Public Relations Chair

• Draft press releases that support National
  Directives
• Monitor press coverage of NSBE
• Draft articles that enhance NSBEs public image
• Design and distribute informational brochures
• Make official statements for the organization
• ID other organizations for partnerships
• Produce an official transition report at the
  close of term

33
The Press Release

• For Immediate Release For more information
• HQ Contact
• 703-549-2207
• nebpr_at_nsbe.org
• HEADLINE
• Subhead
• Dateline - First Paragraph (5Ws)
• Second Paragraphsupports the first with
  additional detail
• Third ParagraphTypically includes a quote
• Fourth Paragraphincludes additional info, but
  watch out
• Final ParagraphBoilerplate information
• or -30-

34
Press Release Sample

• PRESS RELEASE Contact Anne T. Griffin
• For Immediate Release June 21, 2010 (703)
  549- 2207, ext. 401
• nebpr_at_nsbe.org
• SUMMER CAMP SEEKS TO CREATE
• GRADE-SCHOOL ENGINEERS
• ALEXANDRIA, Va. On Monday, July 9, 2007, the
  lives of hundreds of third through fifth-graders
  will be dramatically impacted by an event called
  SEEK. The Summer Engineering Experience for
  Kids (SEEK) Camp, to be held at the Woodridge
  Campus of Friendship Public Charter School in
  Washington, D.C., is a pilot program of the
  National Society of Black Engineers. The
  programs mission is to increase elementary
  school students aptitude in math and science and
  their interest in pursuing STEM (science,
  technology, engineering, math) career fields, by
  having them engage in interactive, team-based
  engineering projects. SEEK was funded by a
  1-million donation to NSBE from Battelle
  Foundation.

35
Radio PSAs

• Public service announcements
• Spot announcements
• as-recorded spots
• Standard length
• 10 seconds, or about 25 words
• 20 seconds, or about 45 words
• 30 seconds, or about 65 words
• 60 seconds, or about 125 words (not as common)

36
Getting on the Air

• Find out the stations deadline
• Find out what lengths the stations will run
• Submit rough versions, if time permits
• Find out if the stations will produce the spots
• Find out when the stations are most likely to run
  the spots