SOCE

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SOCE CHAPTER START-UP GUIDE
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Chapter Start-Up Guide - Table of Contents
SECTION NAME PAGE Creating A
Board of Directors 3 Establishing The Slate
Of Officers 4 Creating Committees
5 Creating An Advisory Board 6 Putting The
Organization Model In Motion 7 Recruiting
Retaining Managing Members 8 Recruiting
Chapter National Sponsors 9 Establishing
the Initial Program Plan 10 Establishing BOD
Program Meeting Locations 11 Getting a Chapter
Newsletter Started 12 Minimizing the Volunteer
Workload 13 Implementing The Chapter Website
Template 14 Managing Finances Properly 15 Qual
ifying For Full Chapter Privileges 16 Moving
Into the Second Program Year 17 Shifting Into
Chapter Start-Up Overdrive 18
3
Initiating the Organization

• Research target market companies, universities,
  product development service firms
• Identify industries under global pressure,
  time-to-market challenge, and falling
  costs/prices
• Identify the TOP executive for product
  development or process improvement
• Call and ask Who in your organization would be
  the right person to talk with?
• Call them (These individuals will usually
  attend the first formation meeting)
• Within 30 days get back to them with an agenda
  when you have 16-20 people schedule the first
  organizing meeting

4
Establishing The Slate of Officers
President Executive VP Person In Line To
Succeed President VP Finance and Treasurer VP
Communications Includes Recording Secretary
responsibilities. VP Membership Recruitment and
retention. VP Programs Four programs required
in first year, six thereafter. VP
Publications Chapter Newsletter required. VP
Internet Services Chapter Website maintenance
required. General Director(s) Serve on
Committees and help with specific tasks.
XXX Minimum required
5
Creating Committees
Recommended Standing Committees Executive
Committee (Optional) Executive VP Finance
Committee VP Finance and Treasurer Membership
Committee VP Membership Program Committee
VP Programs Publications Committee VP
Publications Internet Committee (Optional) VP
Internet Services
6
Creating An Advisory Board

• Goal Create a reference board of
  high-performing concurrent engineering wizards
  as advisors and top tier network extensions.
• Typical Candidates
• Senior Official of alliance partner
  institutions, colleges, universities
• Owner/Sr. Manager of sponsor companies

• Role of Advisory Board
• Attend 50 of BOD meetings
• Advise/Mentor selected Committees

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Putting the Organization Model In Motion
X
Chapter Advisory Board
5-15 people
Chapter BOD
SOCE National
Chapter Alliance 1
Chapter Alliance 2
8-25 people
Chapter Committees
10-50 people, not including the BOD Chairperson
and General Directors
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Recruiting Retaining Managing Members

• Primary Membership functions
• recruitment/retention
• database management.
• Choices
• Local chapter database
• National membership database
• Recruiting - essential to build and grow the
  chapter a function of the analysis of target
  companies
• Retention - effective and continuous
  communication is the key

9
Recruiting Chapter National Sponsors

• National Sponsors
• Contribute 1000 per year.
• Get two free members.
• Chapter Sponsors
• Contribute 500 per year
• Get one free member

Best Source BOD members companies
Best Practice Chapter sponsor challenged to
sign up 10 professionals to get full benefit of
membership.
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Establishing The Initial Program Plan
First Year Four program meetings Subsequent
years Six program meetings

• Key Objectives
• Create value by being different from other
  societies
• Assure quality of presentations by screening from
  a group of potential speakers
• Include plenty of time for QA and dialog

Best Practice Two speakers with point/counter
point or theoretician/practitioner approach.
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Establishing BOD Program Locations

• Consistent Locations A single site is best if
  possible try to keep to no more than three.
  Participation is better when people know where
  they are going.
• Start meetings around 600 PM so attendees can
  come directly from work without impacting their
  day.
• Serve a light supper its less expensive and
  quicker, permitting the two speaker format.
• Keep driving time within an hour for best
  turnout, but some people will drive 2 hours for a
  great meeting!
• Member discounts will provide regulars with great
  value. It will also encourage new participants
  to join.

12
Getting A Chapter Newsletter Started

• Communication with chapter members, sponsors and
  potential members is crucial for success.
• A chapter newsletter summarizing activities and
  announcing events is greatly valued by members
  and candidates alike.
• Electronic formats will keep costs manageable
• See SOCE News, the national newsletter, as a
  reference
• .pdf format is recommended easy to distribute
  and post to web sites
• Email can easily be used for distribution
• Limited snail mail for those few that dont
  have email is still necessary
• Chapter email list is a great mechanism it is
  easy to establish and maintain and can be used
  for newsletter distribution and other
  communication with members.

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Minimizing The Volunteer Workload
NEWSLETTERS
PROGRAM YR 1
PROGRAM YR 2
PROGRAM YR 3
SEND OUT PROGRAM CALENDAR FOR ENTIRE YEAR
SEND OUT PROGRAM CALENDAR FOR ENTIRE YEAR
SEND OUT PROGRAM CALENDAR FOR ENTIRE YEAR
July 1(FY Start)
N13
N6
5
11
N1
1
N14
N7
6
12
N2
2
N15
N8
7
13
December 31
N16
N3
N9
8
14
3
N17
N10
9
15
N4
4
N18
N11
10
16
June 30 (FY End)
N19
N12
N4
FINANCIAL STATEMENT TO SOCE NATIONAL
FINANCIAL STATEMENT TO SOCE NATIONAL
FINANCIAL STATEMENT TO SOCE NATIONAL
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Implementing The Chapter Website Template

• In todays Internet age, electronics is the
  future
• The Web site is a resource for communication it
  is an easy source for members to access for
  current information
• Templates for easy chapter site implementation
  include
• Chapter Board of Directors (BOD)
• Listing of past and scheduled programs
• Chapter newsletters and other newsy features
• Blank pages for chapter customization
• See Boston Chapter under SOCE Chapters as an
  example
• Contact National VP for Internet for templates
  and implementation

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Managing Finances Properly

• Required to have an active bank account with the
  signature of three Chapter Officers on the banks
  signature card.
• SOCE Fiscal Year is July 1 to June 30
• Annual reporting of beginning and ending balance
  and revenue and expenses for tax filing required
  spreadsheet suffices
• SOCE is registered as non-profit corporation
• SOCEs Federal ID Number is 95-4380057.
  Provide to
• Firms required to collect sales tax on purchases.
  
• Chapter Sponsors for their financial records
• Purchasing organizations before they issue a PO
  to cut a check

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Qualifying For Full Chapter Privileges

• Chapter startup is a deliberate process it takes
  time to get rolling
• SOCE National will help with
• Advice based on startup experience
• Database maintenance, mailing labels,
  identification of regional members
• SOCE literature and marketing brochures
• Membership applications, cover letters,
  processing
• Templates and hosting for chapter web site
• Limited funding of startup activities
• Chapters must
• Staff BOD and committees
• Conduct several programs
• Initiate newsletter to report on programs and
  make announcements
• Sign up a minimum number of paying members
• (For details see SOCE Chapter Qualification
  Guide)

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Moving Into The Second Program Year

• Dont be constrained by the SOCE fiscal year
  the best time to start is when you are ready!
• The toughest time to draw attendees tends to be
  June 15 Sep. 15
• The second year of operation is the first full
  fiscal year after initial qualification
• A full slate of programs (six) and support
  activities must be in place to retain the initial
  charter
• Plan the next years program in May announce in
  the year end newsletter along with a year end
  financial statement, and get ready to launch a
  great second year!

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Shifting Into Chapter Start-Up Overdrive

• If youve gotten this far, congratulations and
  welcome from others who have worn your shoes!
• Other key documents you will need are the Chapter
  Administration Guide and the Chapter
  Qualification Guide, available from the national
  BOD.
• Forming a new chapter is hard work and requires
  serious volunteer hours
• The reward is personal and professional growth,
  recognition and new friendships and self esteem

Good Luck!