Communications Zone Functional

1
Communications Zone Functional

• The National Society of Black Engineers
• General Communications Overview and Information
• 2008 Regional Leadership Conference
• Region 3

The National Society of Black Engineers
2
Overview
Your Role as a CEB Member
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3
Communications Zone Structure and Contacts
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Communications Zone Structure
National (AE) Secretary National (AE)
Communications Zone Leader
National (AE) Telecommunications/Communications
Chair
National (AE) Publications Chair
National (AE) Public Relations Chair
Regional Secretary/Communications Zone Leader
Regional Telecommunications Chair
Regional Publications Chair
Regional Public Relations Chair
Chapter Secretary/Communications Zone Leader
Chapter Telecommunications Chair
Chapter Publications Chair
Chapter Public Relations Chair
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REB Communications Zone

• Shari Briggs
• Region III Secretary
• region3secretary_at_gmail.com
• Makita Phillips
• Region III Public Relations Chairperson
• region3prchair_at_gmail.com
• Melanie Sutherland
• Region III Publications Chairperson
• region3pubchair_at_gmail.com
• Akan Udoeyop
• Region III Telecommunications Chairperson
• region3telecommunications_at_gmail.com
• Andre Willis
• Communications Zone Advisor

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Region 3 AE Communications Zone

• Patricia Edmonds
• Region III AE Secretary
• r3ae.secretary_at_gmail.com
• Paul Curtis
• Region III AE Publications/Public Relations Chair
• r3ae.prchair_at_gmail.com
• Rudy Bracey
• Region III AE Telecommunications Chair
• r3ae.telecomm_at_yahoo.com

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NEB, AEB, WHQ Team

• Laura Jenkins
• National Secretary
• Ninrat Datiri
• National Telecommunications Chairperson
• Christopher Jenkins
• National Communications Chairperson
• Alice D. Walker
• National AE Secretary
• Yolanda Turner-Smith
• National AE Publications Chairperson
• Wilbert Moultrie
• National AE Public Relations Chairperson
• Kumi Rauf
• National AE Telecommunications Chairperson

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NEB, AEB, WHQ Team (contd)

• Pamela Sharif
• WHQ Publisher
• Eric Addison
• WHQ Editorial Public Relations Executive
• LaShonda Winston
• WHQ Media Coordinator
• Mia Hampton
• WHQ Project Coordinator
• Jerard Hawkins
• WHQ Director of Information Technology
• Sylvester Harriett
• WHQ LAN Administrator

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REB Communications ZoneRoles Responsibilities
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Roles Responsibilities - Secretary

• Record and distribute all meeting minutes
• Archive and have available all regional
  documentation (meeting minutes, Constitution and
  Bylaws, regional committees, etc.)
• Serve as regional representative to the National
  Secretary
• Maintain regional chapter directory
• Maintain communication and provide support to
  chapter counterparts

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Secretary Strategic Plan

• Support an increase in program/conference
  participation around the region
• Support an improvement of communication between
  CEBs, REB, and NEB
• Support an increase in Region III Visibility
• Support an increase in future regional and
  national leaders

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Roles Responsibilities PR Chair

• Publish and disseminate press releases covering
  regional events
• Coordinate press conferences to publicize
  regional events
• Oversee the Regional Public Relations Committee
• Maintain communication and provide support to
  chapter counterparts

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PR Chair Strategic Plan

• Support an improvement in communication between
  CEBs, REB, and NEB
• Support an increase in National and Region III
  visibility
• Support an increase in program/conference
  participation from Region III

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Roles Responsibilities Pub Chair

• Chief Editor of all regional publications
• Regional representative on the National
  Publications Committee
• Regional representative in all publications of
  the National Society
• Oversee the work of the Regional Publications
  Committee
• Maintain communication and provide support to
  chapter counterparts

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Pub Chair Strategic Plan

• Produce efficient means of communication material

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Roles Responsibilities T-Comm Chair

• Regional representative to the National
  Telecommunications Committee
• Manage and update content on regional website
• Enforce guidelines for the development of chapter
  websites that are aligned with national web
  communication policies
• Maintain a digital photo and graphics library
  that is available for members of the Region
• Oversee the work of the Regional
  Telecommunications Committee
• Maintain communication and provide support to
  chapter counterparts

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T-Comm Chair Strategic Plan

• Website up-keep Maintain eye-catching, yet
  up-to-date website
• Increase the number of Region III chapters with
  websites
• Enforce NSBE website guidelines, including new
  logo
• Improve communication between National, Regional,
  and Chapter Telecommunications Chairs

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NSBE Documents
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National Documents

• National Constitution
• National Bylaws
• NSBE Code of Conduct
• Official NSBE Logo and Policy
• National Meeting Minutes
• Web Guidelines
• Communications Handbook
• Available through national website
  http//national.nsbe.org/Downloads/tabid/96/Defaul
  t.aspx

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Regional Documents

• Regional Bylaws
• Regional Long Range Plan
• Regional Operating Guidelines
• Regional Meeting Minutes
• Available through regional website
  www.nsbe.org/region3

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Available Templates

• Meeting Minutes
• Monthly Reports
• Contact Sheet
• NSBE Letterhead
• Corrected NSBE Logos
• Email Blast Request Form
• Publications Calendar
• NSBE PowerPoint templates
• Website Templates
• If you need any of these documents, please let
  your Regional Secretary know

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Documents to Archive

• Minutes, rosters, presentations, fliers
• Governing documents
• Chapter initiatives and goals
• Election information
• Calendar of Events
• Event Summaries

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Your Role as a CEB Member
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Programs and Membership Support

• Better publicize NSBE programs
• Provide increased recognition for programs
  participants and winners
• Highlight programmatic efforts and
  accomplishments to those exterior entities
• Better marketing of NSBE
• Increase the number of ACTIVE members and
  membership enthusiasm

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Types of Communication
Written (Publications)
Virtual
Oral

• E-newsletters
• Email blasts
• National, Regional, and Chapter websites
• Webcasts

• NSBE Magazine
• NSBE Bridge
• Technical Proceedings
• Arsenal
• Career Engineer
• Chapter publications

• WHQ
• State of Society Presentations _at_ Conferences
• Press Conferences
• Street Teams

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Secretary

• Head of Communication Zone
• Recorder and distributor of all meeting minutes
• Record and maintain action items
• Archivist of documents
• Submit monthly reports to Regional Secretary
  (include entire zone)
• Editor in Chief
• Liaison between your chapter Comm Zone and the
  regional Comm Zone
• Maintain chapter contact information
• Participate in monthly Comm Zone conference calls

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Public Relations Chair

• Prepare and submit articles affecting the public
  image of NSBE to other publications
• Design and distribute brochures containing
  information about NSBE
• Research, document, and distribute college
  engineering and scholarship information
• Design and have published informational brochures
  carrying NSBE logo and name
• Identify other black engineering
  student/professional organizations for the
  purpose of collaboration and/or support

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PR Resources

• Public Relations Kit For DummiesBy Eric
  Yaverbaum, Bob BlyPrice 29.99
  Description
• When it comes to marketing, nothing beats good
  word of mouth. But how do you get your customers
  talking? This friendly guide shows you
  step-by-step how to create and implement an
  effective public relations strategy for pennies
  on the dollar compared to the cost of
  advertising. Public Relations Kit For Dummies
  gives you all the tools you need to spread the
  word about your product or service, without a PR
  agency.
• In Public Relations Kit For Dummies, youll
  discover how to
• Map a winning PR strategy
• Grab attention with press releases, interviews,
  and events
• Cultivate good media relations
• Get print, TV, radio, and Internet coverage
• Manage crises

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The Proper Press Release

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

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The Inverted Pyramid
Most important 5Ws Additional
Details Quote More Information Boilerplate
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What is a Boilerplate?

• Some companies send out press releases as
  boilerplates so that they can be printed as
  written.
• The modern equivalent is the press release
  boilerplate, or "boiler," a paragraph or two that
  describes the company and its products.

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NSBE Boilerplate

• ABOUT NSBE
• The National Society of Black Engineers (NSBE),
  founded in 1975, is the premier organization
  serving African Americans in engineering and
  technology. With more than 30,000 members and 300
  chapters in the U.S. and abroad, NSBE supports
  and promotes the aspirations of college and
  pre-college students and technical professionals.
  NSBEs mission is to increase the number of
  culturally responsible Black engineers who excel
  academically, succeed professional and positively
  impact the community.

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Sample Press Release

• PRESS RELEASE Contact Mia R. Hampton
• For Immediate Release Special Projects
  Coordinator June 21, 2007 (703) 549-
  2207, ext. 401
• mhampton_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.

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Radio PSAs

• PSA Public Service Announcement
• 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)

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Getting On The Air

• Find out the stations deadlines
• 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

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Publications Chair

• Responsible for all chapter publications
• Evaluate, approve, and finalize the general
  content of the chapter newsletter
• Supply updates for regional publications
  (e-newsletter, etc.)
• Evaluate publication alternatives
• Maintain publication contacts

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Editorial Calendar

• SEPT 2008 BACK TO SCHOOL NSBE 50
• COVER STORY 30,000 MEMBERS and Counting, A New
  Milestone
• EDITORIAL DEADLINESStory Ideas due to Editor
  MAY 30, 2008 All copy, images due JULY 11,
  2008
• MAGAZINE Ship Date SEPT 9, 2008

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Editorial Calendar (contd)

• November-December 2008 (Careers)
• Cover Story TBD
• CAREER ENGINEER
• EDITORIAL DEADLINESStory Ideas due to Editor
  July 25, 2008
• All copy, images due SEPT. 5, 2008

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Editorial Calendar (contd)

• January-February 2009 (pre-convention issue)
• TECHNOLOGY ISSUE
• Why you need to be in Las Vegas!
• EDITORIAL DEADLINESStory Ideas due to Editor
  SEPT. 19, 2008
• All copy, images due OCT. 31, 2008

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Editorial Calendar (contd)

• March-April 2009 (Convention Issue)
• EDITORIAL DEADLINES
• Story Ideas due to Editor NOV. 7, 2008
• All copy, images due JAN. 2, 2009
• Convention copy due DEC. 19

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Telecommunications Chair

• Improve chapter electronic communication
• Maintain chapter NSBE website
• Ensure website value by keeping up-to-date and
  relevant information
• Ensure that website is a true reflection of the
  chapter
• Keep website fresh and impressive

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Maintaining Your Website

• Policies Procedures
• CONTENT
• Name, organization and chapter should be clearly
  marked.
• Must have links to Mission, LRP, History, Torch
  and NSBE Directives.
• Must provide contact information for ALL
  executive officers (no personal contact info).
• Must have National Convention info
• Must have listing of all Society-sponsored
  conferences events throughout the year
• Must not contain religious content.

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Maintaining Your Website

• Policies Procedures
• LAYOUT
• Be consistent throughout the design
• Be creative!
• Get feedback on new (or revised) layouts from
  Comm Zone prior to launch (or implementation)
• PAGE TITLES
• National Society of Black Engineers
  Chapter_Name.
• Page title must be included in the
  lttitlegtlt/titlegt tag area of each page

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Maintaining Your Website

• Policies Procedures
• IMAGES
• Site must contain official NSBE logo and it must
  not be modified.
• Contact Telecommunications Chair or Regional
  Secretary for official version
• Chapter logos can be added in addition to the
  official logo.
• Any chapter that modifies the official logo must
  clearly place the chapter name, within that
  design.

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Maintaining Your Website

• Policies Procedures
• LINKS
• Links to National and Regional websites must be
  present on all pages
• Not Yet Links to other affiliated organizations
  are recommended
• Official NSBE company sponsors should be linked
• Any website not adhering to these guidelines will
  NOT be linked to the regional site

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Additional Roles and Responsibilities

• Work with zone members
• The key to effective marketing is the
  presentation of a consistent image across all
  mediums
• Communication should always be reinforced through
  available means
• Zone-wide planning is critical to a germane
  message
• All zone members are important work with them!

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Additional Roles and Responsibilities

• Work with YOURSELF
• Be firm about deadlines set for you and set by
  yourself
• Push to get content well in advance of necessary
  posting time
• Take good notes and keep documentation theyll
  help your successor
• Be sure to keep balance throughout the year

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Additional Roles and Responsibilities

• Planning for the year and for the future
• Keep good notes and documentation
• Keep in mind that transitioning is coming faster
  than you think!
• Always keep your eye open for new talent in your
  chapter
• Dont hesitate to step up to regional/national
  leadership (well be looking for you!)

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Communications Policies, Guidelines, and
Expectations
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Meeting Minutes

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

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NSBE Logo and Nomenclature

• Refer to the NSBE Acronym List for NSBE Acronyms
• Use of acronyms
• Usage of The Torch
• Symbol should be used in all official documents
  distributed to non-members
• Should never be lonely!

The National Society of Black Engineers
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Communications Protocols

• Contact information must always be current
• Return e-mails/voice messages within 48hrs
• Check email at least twice per day
• Maintain contact with Regional Counterpart
• Dont make statements on behalf of the
  organization
• Check to ensure your advice/comments are
  consistent with the Regional and National Teams

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Email Blast Policy Procedures

• 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 v3. to
  email_blasts_at_board.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

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Email Blast Policy Procedures

• Regional
• Policy pertains to all emails sent to the
  regional membership
• Email blast requests must be submitted to the
  Secretary by sending a completed Email Blast
  Request Form to region3secretary_at_gmail.com
• Deadlines
• 4th Monday of the month for dissemination on the
  1st Monday
• 2nd Monday of the month for dissemination on the
  3rd Monday.
• Email blasts will be sent as one compiled email

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Your NSBE Email Account

• NSBE email vs. personal email account
• 48 business hour response time
• Proofread ALL emails prior to sending
• Clear Concise Information
• Designate appropriate subject
• Email Signature
• Check account / respond per working rules

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REB Expectations of the CEB

• Act as committee members to REB Comm Zone
• Keep in contact with your Regional Counterpart
• Develop clear and concise meeting minutes
• Forward interesting news/documents to Regional
  Comm Zone
• Maintain updated chapter information

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Leadership Quotes to Know

• Leadership is a privilege to better the lives of
  others. It is not an opportunity to satisfy
  personal greed. Mwai Kibaki
• It is better to lead from behind and to put
  others in front, especially when you celebrate
  victory when nice things occur. You take the
  front line when there is danger. Then people
  will appreciate your leadership. Nelson Mandela

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QUESTIONS???
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THE END!
World
NEB
Communications
WHQ
REBs
CEBs
Membership