20[xx] Goal Setting for... · Web view1. 2 March 6, 2014

2014

F. E. Starks, PhD, MEd, CTT+Director SIGs/GIGs or

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Greater Atlanta Chapter SIGs and GIGs Manual

Table of Contents

Introduction.....................................................................................................................................3ASTD Atlanta SIG/GIG Resources.................................................................................................5SIG/GIG Team Roles/Responsibilities............................................................................................7Program Development Strategy Tool..............................................................................................9SIG/GIG Operating Checklist........................................................................................................11How to Promote Your Event.........................................................................................................16Communications Guidelines..........................................................................................................16SIG/GIG Meeting Evaluation Form...............................................................................................16Financial Guidelines......................................................................................................................17Sponsorship Guidelines................................................................................................................17

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Introduction

ASTD Atlanta Special Interest Groups (SIGs) and Geographic Interest Groups (GIGs) represent one of the many ways the chapter provides opportunities for professional and personal growth, to network, to learn new trends and industry directions, and to take useful information back to your organization.

This document is provided and available to all SIG/GIG members and is designed to provide information and guidelines to facilitate the running of a SIG or GIG. SIG/GIG leaders are encouraged to read the document and take from it information/forms/checklists that will help them be successful.

If you find any outdated information or have other input for this document, please do not hesitate to provide it to the Director, SIG/GIGs.

The Greater Atlanta Chapter of ASTD (ASTD Atlanta), established in 1955, is one of the five largest chapters with over 750 members. We are a regional association of workplace performance professionals providing our members with a forum for the exchange of professional development opportunities and resources as we strive to improve workplace learning and performance.

Our SIGs and GIGs provide a wonderful opportunity to become personally involved in your Atlanta Chapter. SIG and GIG chairs continuously seek assistance in topic and speaker selection, meeting planning, attendee registration and other key support activities.

Become involved and see the magic happen!

Special Interest Groups (SIGs) are designed with you in mind. They are the “heartbeat of the chapter.”

Career Development SIGA community of learning professionals interested in advancing their own careers and helping others develop their skills and expertise.

Human Capital and Workforce Development SIGA community for learning professionals looking to develop talent, foster innovation, and improve performance. ASTD has always been about developing and measuring human capital and this community exemplifies how talent in the workplace makes all the difference. If you are involved in the hiring, onboarding, change management, culture and diversity, and people development initiatives in your workplace, this SIG helps provide you with a forum in which to support your Organizational Development needs.

Independents, Networking & Collaborating SIGThrough networking and collaborating, SIG members share practical information designed to address the challenges and the opportunities of being an independent. Whether you own your own business or you operate as an independent training and development consultant, this SIG provides its members with business-related knowledge, tools, and solutions that cultivate and promote growth for independents and business owners.

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Learning and Development SIGA community for training professionals who design, deliver, measure, and develop learning opportunities. This SIG provides a forum in which training professionals can meet to discuss challenges, share resources and information, and hear from experts on various topics.

Learning Technologies SIGThis SIG is a community of forward-thinking training professionals that use technology and learning to develop the future workforce. From e-learning and simulations to social and mobile learning, this SIG delivers top-notch content to keep learning professional abreast of the latest innovations. The ASTD Learning Technologies Community of Practice gives learning and technology professionals who frequently interface with the training function a chance to access the content, research, trends, tools, and network that keep them ahead of the curve when it comes to the very latest in learning.

Sales Enablement SIGIf you are interested in making more sales, converting more prospects into clients and having more prospects in your sales funnel, we are here to help.

Geographic Interest Groups (GIGs) are designed to extend ASTD Atlanta programs to geographic areas outside of metro Atlanta. While its members have complete ASTD Atlanta member privileges, GIGs allow members to meet other workplace learning and performance professionals in a particular geographic area and experience quality professional development programming close to home.

West Georgia GIG/Columbus-Chattahoochee Valley

A training and development networking group based in Columbus, Georgia.

Middle Georgia GIG/Macon

A training and development networking group based in Macon, Georgia.

Northeast Atlanta GIG/Athens

A training and development networking group based in Lawrenceville/Duluth, Georgia.

Southeast Georgia GIG/Savannah

A training and development networking group based in Savannah, Georgia.

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ASTD Atlanta SIG/GIG Resources

SIG/GIG leaders have a number of resources available to ensure the SIGs/GIGs execute their responsibilities with the necessary support to thrive. It is the responsibility of SIG/GIG leaders to know what those resources are and to reach out if they need guidance or other assistance.

Please see the Leadership Toolkit (or click here) under Resources on the chapter website.

Here is a list of available resources (not exhaustive):

ASTD Atlanta Code of Ethics ASTD Atlanta Constitution ASTD Atlanta Financial Guidelines Networking Guidelines Roles & Responsibilities of Executive Board Members Major Chair Positions SIG/GIG Resources

o Planning a Meetingo ASTD SIGs GIGs Manualo ASTD 2014 Rotator PPTo Expense Reimbursement Formo SIG/GIG Sponsorship Information Packageo SIG/GIG Meeting Evaluation Formo Speaker Recognition Programo Speaker Recognition Lettero Communication Plan

How current ASTD Atlanta Board Members can support you:o Director of SIGs/GIGs – for advice/guidanceo SIG/GIG Liaison/Quality Chair – for advice/guidanceo VP of Member Services – for member databaseo VP of Communications – for getting your SIG/GIG message outo VP of Marketing – for additional assistance to market the SIG/GIGo VP of Professional Development – for meeting presentation ideas

As you will find out, there are numerous resources to ensure your SIG/GIG’s success. If there are other resources that will help you or your SIG/GIG team, please be sure to reach out and ask…and let us know so that we can share the wealth.

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http://www.astdatlanta.org/Leadership-Toolkit

ASTD Atlanta SIG/GIG Leadership 2014

Director of SlG’s/GIG’s – Florida Starks, [email protected]

SIG/GIG CHAIRPERSON

Career Development SIG Joseph [email protected]

Independents, Networking& Collaborating SIG

Ransom [email protected]

Learning and Development SIG Eric [email protected]

Learning Technologies SIG Don Bolen (Interim)[email protected]

Sales Enablement SIG Ernesto [email protected]

Workforce Development/Human Capital SIG

Middle Georgia GIG/Macon Ann [email protected]

Northeast Georgia GIG/Athens Chrissy [email protected]

Southeast Georgia GIG/Savannah Jewel [email protected]

West GA GIG/Columbus Wandi [email protected]

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mailto:[email protected]






SIG/GIG Team Roles/Responsibilities

Chairperson Chairs the leadership team meetings Sets SIG/GIG strategy and develops team tactics with input from team Attends external networking functions to continually find team volunteers Leads the SIG/GIG event Coordinates topics determination and securing SIG/GIG event speakers Secures event location Does opening remarks for meetings

o Introduce yourself and thank everyone for comingo Tell everyone about ASTD Atlanta being the largest and most active chapter in the

countryo Speak to the fact that this is only possible due to volunteers - ask everyone to

consider volunteeringo If applicable, thank attendees that supported Chapter initiatives o Remind everyone to take the survey at the end of the sessiono Recognize SIG/GIG team members and any Chapter officers who may be in

attendanceo Recognize meeting sponsor if applicable o Introduce your speaker - either memorize key points from their bio or read it

Does closing remarks for the meetingo Thank the speaker for their time and remind everyone that they are also

volunteering their valuable timeo Present speaker with the President’s Thank You Letter (print this out prior to

meeting)o Remind everyone of your SIG/GIG’s next meeting, the next Chapter meeting, and

the next SIG/GIG meeting (see the Chapter calendar to get this information)o Thank everyone for coming

Represents the SIG/GIG at ASTD chapter and national functions

Chairperson-elect Attends the SIG/GIG leadership team meetings Acts as Chairperson in his or her absence Takes an active role in determining topics and securing speakers with Chairperson Recruits leadership team members

Advisor Advocates for the SIG/GIG team Provides coaching/mentoring for SIG/GIG leadership team A general resource for the SIG/GIG

Communications / Marketing Attends the SIG/GIG leadership team meetings and SIG/GIG events Utilizing Wild Apricot, creates, updates and emails event invitations to interested

members and non-members and monitors registration in Wild Apricot Keeps the speaker/SIG updated on registration numbers Passes out event evaluations, tabulates results, and includes in event write-up (see

below)

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Creates event summary, including speaker bio, any event photos, and evaluation summary data and emails it to the Director, SIGs/GIGs and SIG/GIG Liaison/Quality Chair

Promotes event with other organizations Utilize LinkedIn, Twitter, Facebook etc. to market each event as appropriate Secures SIG/GIG sponsors (for individual events or for the year) Sets up table for the sponsor at the SIG/GIG meeting Coordinates photos of the event

Hospitality Attends the SIG/GIG leadership team meetings and SIG/GIG events Sets up registration table Greets people before event and ensures they sign in Manages on-site registration (collects money from non-members) Coordinates refreshments for the event. Budget is $6 per person – use attendance

percentage to calculate a headcount for food purchase Review feedback on food from event survey and make adjustments as needed

Programming Strategy Determine theme for coming year Brainstorm and determine 5-7 companies/speakers Determine dates of events and reserve them in Wild Apricot Contact all potential speakers/companies, gain commitments and confirm dates for the

upcoming year

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Program Development Strategy Tool

1. Develop a SIG/GIG Theme (RECORD YOUR THEME BELOW) – the SIG/GIG theme should be a sentence that envisions the thread that will run through your program for the year. For instance, All our presentations will be from Fortune 50 companies OR Our presentations will be from companies that ranked in the top 50 of Best Places to Work in America/Atlanta/etc., OR Our presentations will focus on six critical elements of creating a thriving consulting business. A unified theme will help attendees understand what your SIG/GIG has to offer and can help with building strong attendance for each session.

2. Understand the purpose of your SIG. For example:a. Sales Performance Improvement (SPI) SIG - provides dynamic monthly events that bring

individuals together to tackle the challenges of improving sales performance as it relates to today’s highly competitive environment.

b. Independents, Networking & Collaborating (INC) SIG - share practical information designed to help address the challenges and the opportunities of being an independent and encourage you with real world solutions that will help cultivate and promote your consulting business.

c. West GA GIG – just like a mini-chapter, provides an opportunity for the chapter to reach other parts of the state

3. Brainstorm and select 5-7 topics based on your understanding of the SIG/GIG Theme. Ask these questions about identified topics: Is it a new topic or an updated version of a previous topic? Have the topics been presented to ASTD (national or chapter) before? Does each topic align with the theme that was created? Are the topics strategically scheduled so that they can build on each other as the year progresses or is each one a stand alone? (RECORD YOUR TOPICS BELOW) and identify possible speakers (from industry/your network).THEME:

5-7 TOPICS:1.2.3.4.5.6.7.

SPEAKERS (ORGANIZATIONS):1.2.3.4.5.6.

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Brainstorming Notes

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SIG/GIG Operating ChecklistThis checklist is designed to contain all the tasks required to successfully run a SIG/GIG. Before using, edit this checklist to create one targeting your specific SIG/GIG needs. Identify WHO is responsible, the Target Date for completion, and WHEN the task was completed.

SIG / GIG Task WHO TargetDate WHEN

SIG/GIG ManagementAttend other conferences and meetings to meet possible speakers/volunteers

Research list of topics for future meetings

Maintain speaker database

Obtain speaker presentation blurb and bios

Create leadership meeting agenda

Coordinate leadership team chairperson activities

Serve as liaison to ASTD Chapter

Develop strategies and goals for SIG/GIG growth

Handle public relations

Make meeting announcements

Attend quarterly SIG/GIG leadership meetings/teleconferences

Managing the Speaker/Sponsor

Speaker

Confirm speaker

Secure copy of speaker's presentation

Contact the speaker & confirm arrangements, additional information, etc.

Greet the speaker

Print and present the President’s Letter of Appreciation and announce donation to scholarship fund in speaker’s name

Follow-up with personal thank you letter/email

Sponsor

Identify target sponsors

Send solicitation letter/telephone call

Follow-up with a sponsor package

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Solicit sponsor promotional item

Follow-up telephone calls

Secure agreement and invoice the sponsor

Confirm sponsorship funds are sent to treasurer; provide sponsor receipt from treasurer

Coordinate the set-up of sponsor table

Send out thank you letter

Confirm Meeting Location

Confirm room set-up

Confirm sponsor table/chairs

Confirm a/v equipment

Confirm internet access

Confirm table configuration

Ensure food table is available

Communication/Marketing

Promotions

Create the promotional email

Attend other SIG/GIG meetings and coordinate announcement of your SIG/GIG meetings

Cross-promote at other professional organizations

Chapter Liaison

Verify meeting notice and ASTD Chapter calendar

Collect evaluation forms, tabulate and send results to speaker, SIG/GIG chair, and SIG/GIG Liaison/Quality Chair

Coordinate event registration on Chapter website

Complete meeting report within 5 business days of the meeting

Meeting Registration

Send out meeting notification to email distribution list

Set-up registration table

Man registration table

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Hospitality

Research restaurants and food vendors

Call in food order and verify total cost

Secure food purchase funds

Set up food delivery

Arrange food set-up

Coordinate clean-up

Volunteer Committee

Solicit volunteers at meetings

Confirm volunteers (2 weeks before meeting)

Volunteer reminder the day before the meeting

Make volunteer assignments at the beginning of meeting

Set-up registration table, badges, and the meeting room

Treasurer

File for reimbursement for meeting expenses with the Director, SIG/GIGs – copies of receipts are sufficient along with a completed Reimbursement Request Form

Send revenue to Chief Financial Officer for depositing

Coordinate with VP, Member Services on handling membership applications and checks

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Executing a Meeting Checklist(Not all items apply to all meeting planning – softcopy available in Leadership Toolkit)

Date of Event:

Speaker:

Topic:

I. Eight to ten weeks before the event

Schedule the date of the event Helpful Hints: Check the date against the ASTD meeting calendar for other events If possible, hold your meetings in a month the ASTD Chapter meeting does not meet

Reserve a meeting location determine arrangement of tables, chairs max number of attendees equipment availability (computer, projector, screen)o Confirm that event location is equipped with internet access for on-site event

registration Discuss speaker options with team and book a speaker for the event. Ensure communications/marketing has current/updated meeting information Create an engaging title Create a meeting flyer (for cross-promotion and to show to potential sponsors) Search for and secure a sponsor Follow ASTD process to place event on the ASTD Chapter web site (in Wild Apricot)

ensuring event announcement and reminder emails are set properly Create a LinkedIn, Facebook, Twitter event. Email the speaker and your SIG/GIG

committee to add this to their profile

II. Two to four weeks before the event

Reconfirm with speaker - ask if there are technology needs Get info to promote the sponsor Market the meeting through other sources (websites, etc.) Check how registration is progressing

III. One week before the event

Create agenda Check in with the speaker – reconfirm date, does he/she need directions, where to

park, etc. Check room for laptop connectivity Secure projector, if needed Determine food and beverages for event Print out President’s Thank You letter for speaker Prepare what to say to present speaker to attendees

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Print off Check-In sheet from WA registration list Buy Name Badge Labels and magic marker for meeting

IV. Day before and/or Day of the Meeting

Request list of registered attendees for event from SIG/GIG communications Make copies of the SIG/GIG Meeting Evaluation Form available in the Leadership

Toolkit; bring SIG/GIG Meeting Evaluation Forms to event Make copies and bring to event Sign-In sheets for attendee registration Set up room for event Bring Name Badge Labels and markers Bring fee receipts for those that are paying at the event (the chapter does not have a

form for this; a handwritten receipt from your team is sufficient) Alert security in the building of the event, if needed Buy/bring food, soft drinks and ice for event Bring ice cooler, if needed Buy/bring paper products Save all receipts for reimbursement Open room and set up ½ hour before event registration Ensure PowerPoint Chapter Rotator is showing in event room Bring writing tablet to take any notes Don’t forget to announce and thank the sponsor Print out and present speaker with President’s Thank You letter Make announcement for next SIG/GIG meeting, next Chapter meeting and any other

necessary announcements

V. One to five business days after the meeting

Review and compile results of the SIG/GIG evaluation forms and send to speaker and SIG/GIG chair or SIG/GIG Liaison/Quality Chair/Director SIG/GIGs

Follow process for receipt reimbursement Email copies of receipts/completed reimbursement form to Director SIG/GIGs to

approve reimbursement; coordinate with Director SIG/GIGs on cash receipts Write up a summary of the meeting and send to SIG/GIG team members, the SIG/GIG

Liaison/Quality Chair (or Director SIG/GIGs if no SIG/GIG Liaison/Quality Chair). Here are details on what we would like to collect:

Number of registered attendees (Members and non-members) Number of actual attendees (Members and non-members) Receipts for expenses along with reimbursement form Volunteer names (You need to ask at every meeting!) Photos Have your registration people capture the following information for those attendees

who show-up at the event but did not register ahead of time.o Nameo E-mailo Phone number (optional)o Address (optional)

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o At the end of the event, e-mail the information to [email protected]. Ask to have info input for your specific event in Wild Apricot.

How to Promote Your Event Create an “event” on LinkedIn. Indicate that you are attending as are all the members of your

committee. Post the event on the ASTD Atlanta website at least one month prior to the event. Post on ASTD Greater Atlanta Twitter account. Post on ASTD Greater Atlanta Facebook account. Share with your personal network. Blog the event on your personal blog and link back to

ASTD Atlanta.

Communications GuidelinesHere are the guidelines for monthly submissions:

Event Calendar on Chapter Website One volunteer from each SIG/GIG team will have the responsibility for adding events to

the chapter website using Wild Apricot; coordinate with Director, SIG/GIGs to get access. Training will be provided by the Director, SIG/GIGs, VP Technology or a designee. Administrative rights will be granted by the VP Technology.

Facebook event announcement Write a very short promo including the topic and date of the event. You may join the

ASTD Atlanta Facebook group and post this information. This should be done several weeks before the event.

eNewseNews are transmitted on the 1st and 3rd Wednesday of the month and will contain information on meetings/events scheduled to occur within the next 30 days.

The VP of Marketing and Communications pulls event announcement information directly from the calendar on the website. As long as the information is on the website, there’s no need to send separate communications about upcoming events unless you expressly want specific or different information in the eNews.

SIG/GIG leaders will be in the review loop of each eNews. Please ensure your SIG/GIG meeting information is correct (and check the registration link to ensure it goes to your page on the website). SIG/GIG leaders are encouraged to write up Kudos to be posted in eNews.

SIG/GIG Meeting Evaluation Form

Please use the SIG/GIG Meeting Evaluation Form located in the SIG/GIG Resources section of the Leadership Toolkit on the chapter website. You may also use the ASTD Survey Monkey account to collect post-meeting evaluations.

Contact the Director, SIG/GIGs with any questions.

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SIG Meeting Locations

Cbeyond (I75 at I285) Venue is available at no cost. They have 3 rooms that are separated by air walls, so you can customize the space as needed. Room 1 can hold up to 20 people, Room 2 can hold 40 to 45, Room 3 can hold 25-30. Cbeyond only allows 1 meeting per quarter, so usage will be first come first serve.

The address is:320 Interstate North Parkway SEAtlanta, GA 30339

Contact at Cbeyond:[email protected]

CED solutions (one of our sponsors) Venue is available at no cost. Their rooms seat groups of 10 to 32. Each room is equipped with an overhead, white board and computers. They also have a full kitchen and eating area that connects to a covered deck.

The address is:1642 Powers Ferry Road, Bldg 12Suite 300Marietta, GA 30067

Contact at CED Solutions:Steve Aikala | Senior Account ManagerP: 770.937.0140 x1101 |E: [email protected] | W: www.cedsolutions.com

American InterContinental University (AIU) – Venue is available at no cost. They have an amazing variety of rooms available that can accommodate any kind of event our SIGs or Professional Development groups would want. Rooms seat from 10 to 200 with all kinds of configurations available.

The address is: 6600 Peachtree Dunwoody Road, 500 Embassy RowAtlanta GA 30328.

Contact at AIU: Yetra Bellamy, 404-965-8020,[email protected]. Because of the wide variety of options, Yetra recommends calling her and having a discussion on what your needs are so that she can find the perfect space for your meeting.

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Financial Guidelines

The goal of SIGs and GIGs is to have high-quality events that cause no financial burden to the chapter. We hope that the fees charged to non-members and membership fees charged to members who join the chapter as a result of attending a SIG/GIG event will offset any expenses incurred by these events.

Budget guidelines Food – $6 per person Name tags/badges/etc. – $5 per event Facility rental – Contact Florida Starks prior to committing Speaker gifts – $2 per speaker to cover coast of printing letter and envelope per speaker

recognition program. GIG Marketing – $500 annually

Expense reimbursement process1. Complete the Expense Reimbursement Form (available on the Chapter website in the

Leadership Toolkit under the SIG/GIG Resources section).2. E-mail the completed form along with your scanned receipts to Director SIGs/GIGs for

review and approval.

Sponsorship Guidelines

Determining Who Might Sponsor

Answering these questions may help provide direction:

1. What audience will likely attend your program (e.g., corporate trainers, training and development professionals in transition, salespeople, etc.)?

Note: The better you determine this, the better chance you’ll have of finding a sponsor and marketing your events.

2. Who would want to market their product/service to this audience?

Attendee Type Possible Sponsors…vendors who provide:

Corporate Trainers Training materials, training content, training programs, and professional development

Instructional Designers Online tools, software

Professionals in transition

Resume services, job boards, career counselors, networking specialists

Consultants Web site developers, training software, marketing and pr professionals

Salespeople CRM vendors, sales tools vendors, sales training vendors

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Approaching sponsors Send the following email to appropriate companies; attach the SIG/GIG Sponsorship Information Package (located in the SIG/GIG Resources area of the Leadership Toolkit on the chapter website) – delete the italicized words in the email below and insert the appropriate information:

Dear (insert name):

Our (SIG or GIG name), a unit of the Greater Atlanta Chapter of the American Society of Training and Development (ASTD) is a meeting of (what type of professionals, e.g., sales trainers, organization development) in the Atlanta area. We usually have (average number of attendees) at our meetings. Next month, we have an exciting topic that’s drawing a lot of interest: (insert program description/presenter name here). We are expecting a larger than normal turnout. One at a time, I am approaching companies that offer similar products/services trying to identify one company that may wish to sponsor this meeting. You could have your company’s name in front of have (average number of attendees) professionals who may be interested in buying your product/service. In addition, at the meeting you’d have the opportunity to meet and gather information on all the attendees and receive the attendance list with contact information.

Our sponsorships are very reasonably priced at $175 for one meeting (see attachment to view additional benefits). If you’re interested, please reply to this email with your contact information and I’ll give you a call.

Warm regards, (your name) (team position, e.g., Marketing Chair)(telephone number)

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