Communications/MembershipMid America Council

Friday, April 25th, 2014

Leadership Training Session

to…

Chapter Operations

Communications/Membership

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Today’s Agenda

1. Introductions – Facilitator and Participants

2. Communications Responsibilities

3. Membership Development Responsibilities

4. Important Dates and Deadlines

5. Questions

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Introductions

1. Facilitator

2. Participant– Name– Chapter Affiliation– Current or Future Board Role– One Thing You Want to Learn From This Session

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Communications

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Communications Responsibilities

Key Activities

1. Newsletter

2. Program/Roster Booklet

3. Website

4. Public Relations

5. Community Service Programs

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Newsletter

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Newsletter

• Objective – Develop knowledge of, enthusiasm for, and participation in chapter programs and activities with members.

• Hard copy or electronic format

• Length can vary based on contents

• Distribute monthly, or at least quarterly

• Strive for a well-written and attractive newsletter

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Newsletter

Contents for a Newsletter• Chapter President’s message• Details of upcoming meetings and events• List of meetings and activities for next several months• News of members – marriage, job promotion/change, recognition• Promotion of the CMA program• Short biographies of officers/directors• List of new members, new CMA’s, significant membership

anniversaries (10, 15, 20, 25, … 50 years of membership)• Mid America Regional Council activities

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Newsletter

Contents for a Newsletter (continued)• IMA Global activities and announcements• Promotion of the IMA Annual Conference• Programs within the IMA Learning Center• Change-of-Address form• Recruit new members• IMA member benefits – insurance, publications, resources• Website links to the local chapter, Mid America Council, and Global• Interesting articles for accounting/finance professionals

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Program/Roster Booklet

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Program/Roster Booklet

• Objective – Develop knowledge of, enthusiasm for, and participation in chapter programs and activities with members.

• Hard copy or electronic format

• Distribute to members by the first meeting in September

• May be presented to new members, speakers, and advertisers

• Can be used on corporate/academic development calls

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Program/Roster Booklet

Contents for a Program/Roster Booklet• Table of contents• Chapter President’s message• Schedules of chapter educational programs• Chapter officers and directors• Chapter board meeting dates• Former chapter presidents• IMA purposes, objectives, and services• Mid America Council education schedule

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Program/Roster Booklet

Contents for a Program/Roster Booklet (continued)• List of members, including contact information• List of chapter members holding the CMA/CFM certificate• Chapter competition details• IMA Global officers’ names and addresses• IMA Global Learning Center• IMA ethics counseling service• Chapter history• Other chapter information and achievements

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Program/Roster Booklet

Issues to be Addressed in Developing the Booklet

1. Organize a team to spread out the workload

2. Develop a detailed plan in early summer

3. Hard copy, electronic, or both?

4. Use the membership roster from the chapter portal

5. Solicit advertisers to reduce costs?

6. Size, form, and contents?

7. Color vs. black and white? Paper quality? Photos?

8. Develop a budget

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Website

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Website

• Objective – To develop, maintain, and improve participation in chapter activities through the internet.

• To be used by members and interested non-members

• Content must be current, timely, accurate, and interesting!!!

• Ensure all links to related websites continue to be active

• Search other chapter websites for ideas!

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Website

Chapter Webmaster Responsibilities• Finds an Internet Service Provider to host the website (IMA provides

this service for free)• Creates website content and maintains it• Content may include many of the items mentioned in the newsletter

and program/roster booklet• Many chapters include the ability to make online payments (PayPal)• Coordinates with the IMA Global webmaster on items of common

interest• Remember that the chapter website represents the IMA globally

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Public Relations

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Public Relations

• Objective – To convey to the community, especially the business community, the existence, purpose, and activities of IMA locally and globally.

• We are known by what we do rather than what we say. Public service is public relations!

• Talks by chapter officers and members before other groups should be encouraged and publicized.

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Public Relations

Outlets for Publicity• Newspapers – hard copy and electronic versions• Business publications• Trade and professional magazines• Corporate publications• College and fraternal publications• Radio• Television• Displays – chapter meetings, civic functions, college career days• Social media – Facebook, Twitter, LinkedIn

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Public Relations

Suggested Items for Media Release• Professional education programs• Visits by IMA Global officers• Local members elected as IMA Global officers and committee

members• Authorship in Management Accounting• Winners of various IMA awards• CMA Program• Participation in community service programs

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Community Service Programs

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Community Service Programs

• Community service programs help both the community and the chapter.

• By providing assistance to a community organization, the chapter enhances its standing in the community and the overall image of accountants.

• Chapter members receive the personal satisfaction of making a contribution to the community where they live and/or work.

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Community Service Programs

Planning the Program

• Get ideas from chapter members and their community relationships.• Select programs to involve as many chapter members as feasible.• An activity performed by an individual member qualifies as a chapter

activity is approved in advance by the chapter board.• Publicize the event in coordination with the Public Relations team.• Encourage members to get involved – a little time commitment can

goes a long way.

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Membership

Development

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Membership Development Responsibilities

Key Activities

1. Member Acquisition

2. Member Retention & Participation

3. Corporate & Academic Development

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Member Acquisition

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Member Acquisition

Ideas to Generate New Members

• Every current chapter member can be a recruiter (work your network)

• Identify non-represented companies within the chapter area• Conduct a membership campaign (maybe even a contest)• Develop a prospect list• Find prospect names from chamber of commerce rosters, business

directories, company websites, trade publications, and personal contacts.

• Invite-A-Guest program for chapter members

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Member Acquisition

Next Steps

• Personal contact has proved to be the most consistently successful technique in soliciting new members.

• Be informal and conversational – not pushy.• Distribute and explain printed promotional material about IMA.• Describe your IMA experiences and the benefits of IMA for you.• Follow up at a defined date to answer any questions.• Invite to attend the next chapter meeting – some chapters offer this

at a reduced price.

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Member Retention

& Participation

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Member Retention & Participation

• Goal – Keep resignations and terminations at the lowest possible level.

• Assimilate new members – welcome them, introduce them, encourage them to get involved.

• Chapter President should write a welcoming letter to all new members.

• Make an effort to get new members involved in chapter activities.

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Member Retention & Participation

• Review the Monthly Membership Activities Report– New members– Warnings of termination– Terminations and resignations– Transfers in and out

• Current members receive a renewal invoice 1 month prior to their anniversary or cycle date.

• Reminder invoices are sent at the due date and 1 month after the due date.

• A warning of termination is sent 2 months after the due date.• Member is terminated if dues are not paid in 3 months after due

date.

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Member Retention & Participation

Member Retention Ideas

• Plan a member retention program with goals.• Keep members informed of activities.• Hold new member orientation meetings.• Address any known member-related concerns.• Contact members whose membership is about to expire – show that

you care.• Invite members to become involved on the board of directors.

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Corporate & Academic Development

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Corporate & Academic Development

• Objective – Develop new and reinforce existing employer/academic programs which endorse and support IMA activities.

• Identify target companies and educational institutions and their decision-makers.

• Schedule corporate and academic meetings.

• Plan and conduct the call or meeting with the chapter president or past president participating.

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Corporate & Academic Development

• Provide appropriate IMA literature based on needs.

• Follow up with agreed upon next steps.

• Complete the Profile Report to IMA Global.

• Academic institutions interested in initiating a student chapter should contact IMA Global for details.

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Important

Dates & Deadlines

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Important Dates & Deadlines

Fiscal Year – July 1 to June 30

Chapter Competition Year – May 1 to April 30

MEF Grant Application – due last business day of August

IRS Form 990/990EZ – due November 15

Annual Financial Report – due last business day of November

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Important Dates & Deadlines

Chapter Elections & Appointments – due last business day in March

Various Competition Forms – due last business day in March

Annual Transmittal Form – due April 30

Chapter Competition Year Ends on April 30

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Questions

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