NSBE Region IV Leadership Conference Communications Zone

NSBE Region IV Leadership Conference Communications Zone FunctionalSaturday, August 18, 2007

Monique D. Hutcherson, Region IV SecretaryVincent Iduma, Region IV Publications/Public Relations ChairChichi Aneke, Region IV Telecommunications Chair

NSBE Region IV Regional Leadership Conference

Overview

What is the Communications Zone Quick Introductions Secretary Functional Publications/Public Relations Functional Telecommunications Functional Q & A


What is the Communications Zone?

The Communications Zone consists of: Secretary Publications Chair Public Relations Chair Communications Chair Telecommunications Chair

The Communications Zone is responsible for: Publications (i.e. newsletters, brochures, etc.) Maintaining minutes and action items Maintaining the website Getting information out to the membership


Communications Zone Structure

RegionalPublications/Public

Relations Chair

Chapter Publications

Chairs

Chapter Public Relations

Chairs

RegionalTelecommunications Chair

Chapter Telecommunications

Chairs

Chapter Secretaries

National Telecommunications Chair

National Secretary

National Publications Chair

National Public Relations Chair

Regional Secretary &Regional Comm Zone Leader


RIV Communications Zone

Nickname: “The Link”

Goal: To provide resourceful publications for the membership.

Goal: To create a strong network between Region IV chapters.


2007-2008 Communications Zone

National Executive Board Laura Jenkins, Secretary, [email protected] Cynthia Bossard, Public Relations Chair,

[email protected] Jessyca Erin Jackson, Publications Chair,

[email protected]

Region IV Executive Board Monique D. Hutcherson, Secretary,

[email protected] Vincent Iduma, Publications/Public Relations Chair,

[email protected] Chichi Aneke, Telecommunications Chair,

[email protected]

mailto:[email protected]








National Alumni Extension Stacie Suggs, Secretary, [email protected] Akissi Lewis, Public Relations Chair, [email protected] Yolanda Turner-Smith, Publications Chair,

[email protected] Meisha Thompson, Telecommunications Chair,

[email protected]

Region IV Alumni Extension Monique Lake, Secretary, [email protected] Ladonia Stivers, Publications Chair, [email protected] Ervin Harden, Telecommunications Chair,

[email protected]








Region IV Advisory Board Ayaba McNeal, [email protected] Aisha Lewis, [email protected]

World Headquarters (WHQ) Pamela Sharif, Publisher, [email protected] Lashonda Winston, Media Coordinator,

[email protected] Eric Addison, Editorial & PR Executive,

[email protected] Mia Hampton, Project Coordinator, [email protected] Jerard Hawkins, Director of Information Technology,

[email protected]








Icebreaker Communications Zone Bingo: C-Zingo Introduce yourself to your counterparts Those who qualify should sign the box The first person to get 4-in-a-row wins!


Secretary Functional


Secretary Introduction

Monique D. Hutcherson [email protected]

4th Year Graduating Senior University of Michigan Chemical Engineering Appointed to the REB Hobbies: Singing, working out Fun Fact: I have freckles on my tongue.


Secretary Duties from the By-laws

Record and report minutes [action items] of ALL Chapter meetings and other Chapter business

Keep and maintain updated files of Chapter correspondence and be responsible for submitting old files to [me]

Revise and maintain Chapter By-laws and submit changes as they are proposed

Preside over the Communications Zone

Produce an official transition report at the close of the term of office


Other Secretary Duties

Record attendance at all Chapter meetings Proof read chapter magazines and web content Develop a Strategic Plan Prepare and submit monthly reports Serve as Vice-President if he/she resigns or is impeached Vote Distribute NSBE related e-mails to your chapter Represent the Mother Region Represent the Society as a whole


Effective Communication

Give the membership information they need and want Survey the membership Ask them yourself!

Email (nothing too excessive) Flyers Newsletters Website

This is a great venue for communications Start publicizing EARLY Memos


Newsletters Interesting articles

Use campus resources

Be creative

Highlight important articles on the front page

Use high quality pictures

Change your format every couple of years


Newsletter Template Examples

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Flyers Include the date, time and cost (if any)

Highlight any additional incentives

Be creative

Add any necessary corporate sponsorship information


Flyer Examples

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Memo Include the NSBE Header To: From: Date: Subject:

Clear and Concise Content




Minutes/Action Items Protocol

Executive Board Call to order Date Attendance Summary Action Items

General Membership Attendance Summary of announcements/updates

Distribute the Minutes within 48 hours


Reports

NO MORE Chapter Monthly Reports

Transition Reports Duties Timeline Goals

Accomplished Opportunities for improvement

Contact information


The NSBE Logo

The smallest the logo should be reduced for printed documents is 3/8” wide and 5/16” tall

There is no maximum size The torch should always be accompanied by the registration

mark. It cannot stand alone…it should be used with the name of

the Society


The NSBE Logo continued

It’s advised to show National Society of Black Engineers in supporting subheadings or text…if possible

Whenever the chapter uses NSBE, your school name is after the trade name with a hyphen between them

This is acceptable for folders, balloons, mugs, or other situations where the object is a dark color.

The logo art may be printed in white, gold, or gold foil.


Do’s & Don’ts

Do Try to participate in ALL

NSBE functions Hold your chapter

accountable for their action items

Use your advisor and REB as resources

Be friendly/smile!!! Enjoy your term in office Get as much out of NSBE

as possible

Don’t Discuss CEB

problems with the membership

Neglect the membership

Show up late for meetings

Act inappropriately on your campus

Give false information!!!


In the end…

Have fun

Request information early

Use your counterparts as resources

Always ask advisors for input


Publications/Public Relations Chair Functional


Vincent Iduma Michigan Technological University 5th year student Biomedical Engineering & Material Science Email: [email protected] Cell#: (313) 320-3893

Contact Info



National Publications Chair Jessyca Erin Jackson Email: [email protected]

National Public Relations Chair Cynthia Bossard Email: [email protected]

National Counterpart





Regional Responsibilities

Duties as outlined in the Regional Bylaws

“City of Interest” Coordinate Media Relations w/National PR Chair Submit Press Releases

Produce NSBE Regional Newsletter (The Circuit)

Assist Chapter PR Chairs as needed


Chapter Responsibilities

Duties as outlined in Chapter Constitution and Bylaws

Generate good publicity for your chapter

Submitting Press Releases School Newspaper Local Newspaper(s)


Publications: NSBE Circuit

Region IV Newsletter: The Circuit Released once a month( 3rd Friday of each month)

Article submission deadlines in parentheses Friday, August 17, 2007 – RLC (Friday, July 27, 2007) Friday, September 21, 2007 (Friday, August 31, 2007) Friday, October 19, 2007 (Friday, September 28, 2007) Friday, November 16, 2007 – FRC (Friday, October 26,

2007) Friday, December 7, 2007 (Friday, November 23, 2007) Friday, January 18, 2008 (Friday, December 28, 2008) Friday, February 15, 2008 (Friday, February 25, 2008) Thursday, March 27, 2008 (Friday, February 29, 2008) Friday, May 2, 2008 (Friday, April 11, 2008)


Newsletter content Corporate/Alumni Corner NSBE Summer Options Member Spotlight Chapter Spotlight Region IV Membership Statistics Letter from the Publisher

Publications: NSBE Circuit


National PR Chair

Regional PR ChairRegions 1-6

National Mainstream News Media National Mainstream Black Media

Chapter PR Chair

“City of Interest”News Media

“City of Interest”News Media

School Newspaper Local Newspaper(s)

PR Media Breakdown


Public Relations: Two-way communication between an organization and the public to create a positive image.

To Inform!

How To Write A Press Release


For Immediate Release For more information: Regional Contact ph: xxx-xxx-xxxx

Email: xxxxxxx.com

HEADLINESubheadline

Dateline—First Paragraph (5Ws)Second Paragraph—supports the first with additional detailThird Paragraph—Typically includes a quote Fourth Paragraph—includes additional infoFinal Paragraph—Boilerplate information and number



Clear sentence structure Short paragraphs Proper grammar Simple words Active voice

A SECOND SET OF EYES IS KEY



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)

Public Service Announcements


Primary Press Release Focuses A Walk For Education Fall Regional Conference Signature Programs from National Programs Zone NSBE Day (if applicable) Chapter Events

Volunteer service, Quiz Bowl, anything that promotes your chapter!!! BE CREATIVE!!!!!

Press Release Thrusts School Newspaper (PRIMARY FOCUS) Local Newspaper(s) (SECONDARY FOCUS)

Strategic Planning: Chapter Focus


Telecommunications Functional


Computer Engineering major Developed an interest in web design in 2000 Developed an interest in graphic design circa 2002 which

now greatly influences my web design work. Work I’ve done recently

www.one3snapshot.comwww.theehlp.com

Who’s Chichi?

http://www.one3snapshot.com/

http://www.theehlp.com/


AIM: symplexdiva Yahoo: meah55 Email: [email protected] Phone: 260-615-5628

Contacting Me


To provide online access to all NSBE Documents

To maintain all NSBE Internet communication tools

Responsibilities


Responsibilities

To increase and maintain a high level of technical excellence within the organization, that is current with the latest technological advancements

What kinds of software are you familiar with and use for maintaining your chapter website?


To assess and unify the technical talents of the organization, to better serve NSBE

How good are you with web design?

What would you like to get better at?

If you think you are good at what you do, are you willing to show someone else the ropes?

Responsibilities


“Website of the Month”

Help with site redesign

“T-Comm Zone” Monthly Update Consider this my monthly report to you You will receive an informal newsletter on tips to enhance your

skills and increase productivity. T-Comm Chair of the Month - highlighting chairs who are doing

exceptional work *Address whatever issues you have from your monthly reports

What else would you like to see?

Incentives


Set aside time to work on maintaining your website

Work ahead of time as much as possible

Scream if you need to

Coping with your responsibilities


Keep in touch with your colleagues

Call me or email me if you have any questions, are getting frustrated, want to brag, need advice…anything!

School comes first

Don’t forget…


Our Expectations

Participate on monthly conference calls

Frequent communication

Article submissions for The Circuit

Live out the NSBE mission

Publications: Submit chapter newsletters


Questions?


Communications Plan

Break up into groups of 4

Come up with a communications plan for your group for an event of your choice NSBE Picnic Event date: Friday, September 28

What would you do to publicize the event? Newsletter Flyer Press Release Mini-website