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NSBE Region IV Leadership Conference Communications Zone Functional

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Ervin Harden, Telecommunications Chair, bigerv911_at_yahoo.com ... Those who qualify should sign the box. The first person to get 4-in-a-row wins! ... – PowerPoint PPT presentation

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Title: NSBE Region IV Leadership Conference Communications Zone Functional


1
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

2
Overview
  • What is the Communications Zone
  • Quick Introductions
  • Secretary Functional
  • Publications/Public Relations Functional
  • Telecommunications Functional
  • Q A

3
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

4
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
5
RIV Communications Zone
  • Nickname The Link
  • Goal To provide resourceful publications for the
    membership.
  • Goal To create a strong network between Region
    IV chapters.

6
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

7
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

8
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

9
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!

10
Secretary Functional
11
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.

12
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

13
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

14
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

15
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

16
Newsletter Template Examples
17
Newsletter Template Examples
18
Newsletter Template Examples
19
Flyers
  • Include the date, time and cost (if any)
  • Highlight any additional incentives
  • Be creative
  • Add any necessary corporate sponsorship
    information

20
Flyer Examples
21
Memo
  • Include the NSBE Header
  • To
  • From
  • Date
  • Subject
  • Clear and Concise
  • Content

22
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

23
Reports
  • NO MORE Chapter Monthly Reports
  • Transition Reports
  • Duties
  • Timeline
  • Goals
  • Accomplished
  • Opportunities for improvement
  • Contact information

24
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

25
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 text…if
    possible
  • Whenever the chapter uses NSBE, your school name
    is after the trade name with a hyphen between them

26
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

27
In the end…
  • Have fun
  • Request information early
  • Use your counterparts as resources
  • Always ask advisors for input

28
Publications/Public Relations Chair Functional
29
Contact Info
  • Vincent Iduma
  • Michigan Technological University
  • 5th year student
  • Biomedical Engineering Material Science
  • Email r4publications_at_gmail.com
  • Cell (313) 320-3893

30
National Counterpart
  • National Publications Chair
  • Jessyca Erin Jackson
  • Email JJackson_at_nsbe.org
  • National Public Relations Chair
  • Cynthia Bossard
  • Email cbossard_at_nsbe.org

31
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

32
Chapter Responsibilities
  • Duties as outlined in Chapter Constitution and
    Bylaws
  • Generate good publicity for your chapter
  • Submitting Press Releases
  • School Newspaper
  • Local Newspaper(s)

33
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)

34
Publications NSBE Circuit
  • Newsletter content
  • Corporate/Alumni Corner
  • NSBE Summer Options
  • Member Spotlight
  • Chapter Spotlight
  • Region IV Membership Statistics
  • Letter from the Publisher

35
PR Media Breakdown
36
How To Write A Press Release
Public Relations Two-way communication between
an organization and the public to create a
positive image. To Inform!
37
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

38
How To Write A Press Release
  • Clear sentence structure
  • Short paragraphs
  • Proper grammar
  • Simple words
  • Active voice
  • A SECOND SET OF EYES IS KEY

39
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)

40
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)

41
Telecommunications Functional
42
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 recently www.one3snapshot.com www.t
    heehlp.com

43
Contacting Me
  • AIM symplexdiva
  • Yahoo meah55
  • Email r4telecom_at_gmail.com
  • Phone 260-615-5628

44
Responsibilities
  • To provide online access to all NSBE Documents
  • To maintain all NSBE Internet communication tools

45
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?

46
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?

47
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?

48
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 ?

49
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
    advice…anything!
  • School comes first

50
Our Expectations
  • Participate on monthly conference calls
  • Frequent communication
  • Article submissions for The Circuit
  • Live out the NSBE mission
  • Publications Submit chapter newsletters

51
Questions?
52
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
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