NSBE Region IV Leadership Conference Communications Zone Functional

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NSBE Region IV Leadership Conference
Communications Zone Functional

• Saturday, August 18, 2007
• Monique D. Hutcherson, Region IV Secretary
• Vincent Iduma, Region IV Publications/Public
  Relations Chair
• Chichi Aneke, Region IV Telecommunications Chair

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Overview

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

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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

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Communications Zone Structure
National Secretary
National Telecommunications Chair
National Publications Chair National Public
Relations Chair
Regional Publications/Public Relations Chair
Regional Telecommunications Chair
Regional Secretary Regional Comm Zone Leader
Chapter Publications Chairs
Chapter Public Relations Chairs
Chapter Telecommunications Chairs
Chapter Secretaries
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RIV Communications Zone

• Nickname The Link
• Goal To provide resourceful publications for the
  membership.
• Goal To create a strong network between Region
  IV chapters.

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2007-2008 Communications Zone

• National Executive Board
• Laura Jenkins, Secretary, ljenkins_at_nsbe.org
• Cynthia Bossard, Public Relations Chair,
  cbossard_at_nsbe.org
• Jessyca Erin Jackson, Publications Chair,
  jjackson_at_nsbe.org
• Region IV Executive Board
• Monique D. Hutcherson, Secretary,
  r4secretary_at_gmail.com
• Vincent Iduma, Publications/Public Relations
  Chair, r4publications_at_gmail.com
• Chichi Aneke, Telecommunications Chair,
  r4telecom_at_gmail.com

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2007-2008 Communications Zone

• National Alumni Extension
• Stacie Suggs, Secretary, secretary_at_nsbe-ae.org
• Akissi Lewis, Public Relations Chair,
  pr_at_nsbe-ae.org
• Yolanda Turner-Smith, Publications Chair,
  publications_at_nsbe-ae.org
• Meisha Thompson, Telecommunications Chair,
  telecomm_at_nsbe-ae.org
• Region IV Alumni Extension
• Monique Lake, Secretary, moniquelake_at_sbcglobal.net
  
• Ladonia Stivers, Publications Chair,
  stiversl_at_yahoo.com
• Ervin Harden, Telecommunications Chair,
  bigerv911_at_yahoo.com

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2007-2008 Communications Zone

• Region IV Advisory Board
• Ayaba McNeal, r4advisor_at_yahoo.com
• Aisha Lewis, icca500_at_bellsouth.net
• World Headquarters (WHQ)
• Pamela Sharif, Publisher, psharif_at_nsbe.org
• Lashonda Winston, Media Coordinator,
  lwinston_at_nsbe.org
• Eric Addison, Editorial PR Executive,
  eaddison_at_nsbe.org
• Mia Hampton, Project Coordinator,
  mhampton_at_nsbe.org
• Jerard Hawkins, Director of Information
  Technology, jhawkins_at_nsbe.org

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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!

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Secretary Functional
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Secretary Introduction

• Monique D. Hutcherson
• r4secretary_at_gmail.com
• 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.

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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

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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

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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

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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

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Newsletter Template Examples
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Newsletter Template Examples
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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

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Flyer Examples
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Memo

• Include the NSBE Header
• To
• From
• Date
• Subject
• Clear and Concise
• Content

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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

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Reports

• NO MORE Chapter Monthly Reports
• Transition Reports
• Duties
• Timeline
• Goals
• Accomplished
• Opportunities for improvement
• Contact information

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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 aloneit should be used with the
  name of the Society

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The NSBE Logo continued

• 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.

• Its advised to show National Society of Black
  Engineers in supporting subheadings or textif
  possible
• Whenever the chapter uses NSBE, your school name
  is after the trade name with a hyphen between them

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Dos Donts

• Dont
• Discuss CEB problems with the membership
• Neglect the membership
• Show up late for meetings
• Act inappropriately on your campus
• Give false information!!!

• 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

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In the end

• Have fun
• Request information early
• Use your counterparts as resources
• Always ask advisors for input

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Publications/Public Relations Chair Functional
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Contact Info

• Vincent Iduma
• Michigan Technological University
• 5th year student
• Biomedical Engineering Material Science
• Email r4publications_at_gmail.com
• Cell [phone]

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National Counterpart

• National Publications Chair
• Jessyca Erin Jackson
• Email JJackson_at_nsbe.org
• National Public Relations Chair
• Cynthia Bossard
• Email cbossard_at_nsbe.org

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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

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Chapter Responsibilities

• Duties as outlined in Chapter Constitution and
  Bylaws
• Generate good publicity for your chapter
• Submitting Press Releases
• School Newspaper
• Local Newspaper(s)

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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)

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Publications NSBE Circuit

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

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PR Media Breakdown
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How To Write A Press Release
Public Relations Two-way communication between
an organization and the public to create a
positive image. To Inform!
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How To Write A Press Release

• For Immediate Release For more information
• Regional Contact
• ph xxx-xxx-xxxx
• Email xxxxxxx.com
• HEADLINE
• Subheadline
• DatelineFirst Paragraph (5Ws)
• Second Paragraphsupports the first with
  additional detail
• Third ParagraphTypically includes a quote
• Fourth Paragraphincludes additional info
• Final ParagraphBoilerplate information and number

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How To Write A Press Release

• Clear sentence structure
• Short paragraphs
• Proper grammar
• Simple words
• Active voice
• A SECOND SET OF EYES IS KEY

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Public Service Announcements

• 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)

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Strategic Planning Chapter Focus

• 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)

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Telecommunications Functional
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Whos Chichi?

• 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 Ive done recentlywww.one3snapshot.comwww.t
  heehlp.com

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Contacting Me

• AIM symplexdiva
• Yahoo meah55
• Email r4telecom_at_gmail.com
• Phone [phone]

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Responsibilities

• To provide online access to all NSBE Documents
• To maintain all NSBE Internet communication tools

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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?

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Responsibilities

• 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?

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Incentives

• 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?

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Coping with your responsibilities

• Set aside time to work on maintaining your
  website
• Work ahead of time as much as possible
• Scream if you need to ?

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Dont forget

• Keep in touch with your colleagues
• Call me or email me if you have any questions,
  are getting frustrated, want to brag, need
  adviceanything!
• School comes first

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Our Expectations

• Participate on monthly conference calls
• Frequent communication
• Article submissions for The Circuit
• Live out the NSBE mission
• Publications Submit chapter newsletters

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Questions?
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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