SUGEN best practice activating members 2013

Best Practice Session “Activating Members”

Orlando, USMay 2013Alicia Calcabrini de Coria – Asug Argentina

http://www.sap-sbn.no/sbnny/www/

http://www.asug.com/

http://www.asug.com.br/

http://jsug.org/

http://www.sapusers.org/

http://www.sugmena.com/

http://www.ausape.es/

http://www.vnsg.nl/

Activating Members

Agenda:

Introducing Asug Argentina Our experience Questionnaire Conclusion Next Steps

Introducing Asug Argentina

Our Board Organizational Chart

Period: 2013-2014

Monica Melito

Multiradio

President

Themis Rosell

Profertil

Finance & Administration

Monica Melito

Multiradio

Adjunto

Rosa Longo

Laboratorios Gador

Events

Sandra Barnetche

Laboratorios Fabra

Education

Cesar Valinotti

Alto Paraná

Sonia de los Santos

Alpargatas

Public Relations

Alicia Calcabrini

De Coria

Daniel Junas

AySA

Edgardo Morelli

Lab. Andrómaco

Daniel Junas

AySA

Vice- President

Marisa Rey

SAP

SAP Liasson

Communications

International Affairs

Luis A. Capua

AnsesJorge Alizieri

ABB

Vanesa Leyba

External

Assistant

No office space

2003

100SIGs : HR and Taxes

2008

350

2011

750

INTERNATIONALSUGENAUSIA

2012

1465

New Organization Chart Purchasing SIGEnterprise Document Management SIGWeb Portal launch

A long way …..

Members

2007 20102009

SIGs : BI, Security & Public Sector

Years

Another way to go

Membership payment

More training

New Interest Groups

Provide added value

More Influence in Localizations

Extend functionality to our web site

Include more colleagues to the Board

Strategy Definition for the next three years

Continue integration with other asociations

Recruit more members and companies

Participation and Events

Interest Groups (7) MembersFinance and Taxes 560

Human Capital 492

Business Intelligence 127

Security 98

Public Sector 36

Purchasing 25

Enterprise Document Management 20

Annual Events Technology Day June

ASUG Day September

End Year closing Dinner December

In total 1470 members, 310 companies (40%)

Activating Members

Agenda:


Our Experience

Needs:

More participation / interest Feedback / input from members (surveys) Establish measure attendance (events/SIGs) Implement follow-up member participation Adopt a process for integration of non-SAP users Membership ($$$) Value added activities Share experience with other User Groups BP session volunteer

Questionnaire prepared

How do we engage existing members ? Why ? How ?

Our Experience

Facts (1/3)

We don’t rate "your active members"

Plan to launch a Quality Award this year at our Annual Event

Carried out surveys, 2 a year to know the member needs

Based on surveys organize events / success cases or charters in the SIGs

Invite members to lead pilots, usually run by the companies where Board Members or SIG members work for

Difficult to get colleagues to join the Board. Companies doesn't allow them to participate or they are too busy

Ask for webinars participation, questions about interesting topics included in surveys. Also forward the SAP webinars

Our Experience

Facts (2/3):

Plan to facilitate round table discussion with SAP Senior managers

More communication (newsletter, email and through the Web Portal)

F2F meetings effective. No video conference facilities , plan to use in the future

SAP helps us to motivate members or to register new members

Annual meeting with partners for sponsorship, add more partners (technological partners or big partners)

Running a Strategy Project for the next 3 years

Contract signed with other organization to work together (ISACA/Usuaria) discount offered in training or events

Work closer to attract more CIOs more members

Our Experience

Facts (3/3):

Not easy to have volunteers to present success cases in sessions

Recognition to the leaders of SIGs and to the partners that sponsor all the activities

Work with SAP Educational Partner to offer more specific training (SAP topics, leadership training, others)

Board

Activating Members

Agenda:


Questionnaire

User groups that participate in the questionnaire (11 groups)

Americas:

ASUG Argentina

ASUG Brazil

ASUG Mexico & Caribe

EMEA:

AFSUG – Africa

VNSG – Netherlands

SBN Norge – Norway

AUSAPE – Spain

SAPSA – Sweden

SAP UK & Ireland UG

APJ:

SAUG – Australia

JSUG – Japan

Questionnaire

Questionnaire 3 parts, 23 questions of Activating Members

The objective was to:

o Know about current situation at your country/User Group o Find common Methods / Activities / Actions to increase participationo Adopt metrics / Statistic to obtain this goal o Define needso Room for improving

Questionnaire

Answers / Highlights

1. Do you rate "your active members" ? How ?

a. No

b. Done manually

2. Have you implemented any kind of reward or Quality Award for best implementation and best innovation ? How was the experience ?

a. No

b. Yes (good experience)

c. SAP does

3. Do you carry out surveys to know the member needs ? How often ?

a. Yes or implemented this year (once, twice, on demand, at each event)

Questionnaire

4. Do you organize more events and activities focus on their expectation ? o you rate "your active members" ? How ?

a. Yes (in a different way)

5. Do you invite members to lead pilots ?

b. No

c. Yes

6. What is your way to get Volunteers to lead Interest Groups ?

d. Incentivise, talk to active participants

e. Up to the SIGs themselves, sending email to the Sig group members

f. Not so difficult to get volunteers

g. Lack of volunteers

7. Do you invite members to be part of the User Group Board ? How ?

h. Yes b. No c. Formal Process

Questionnaire

8. Are members interested to have more Webinars, specific training ?

a. Yes b. Probably c. Expanding d. Difficult to match audience

9. Do you facilitate round table discussion with SAP Senior managers ?

b. Yes b. Planned c. No

10. Any ideas to reinforce communication ?

Several: Newsletters, F2F meetings, calls, email, Web, Social Media, magazines, Sap Jam, Sap streamwork

11. Face to face meeting are effective in your community ? Do you use video conference facilities ?

F2F a. Yes effective b. No (decrease)

Video: a. Yes b. No c. More Webinars

12. Is SAP helping your 12group to motivate members or to register new members ?

a. Yes b. Informally c. Talking to improve

Questionnaire

13. What do you do to increase partner members ?

a. Follow Channel Managers SAP b. Not needed c. Come to us d. Email/others

14. Have you ever experienced strategic plan to increase or retain members ?

b. Yes b. Planned c. No

15. Do you work together with other groups such as CIOs group or any academic organization to promote our Asociation or join synergies ?

a. Yes (Gartner, Educaction, Universities, ISACA, CIOs) b. No

16. How do you advertise your User Group activities ?

Several: newsletter, web portal, email, magazine, calls, SAP, events

17. Does companies let their employees to participate openly in your User Group or not allow them / made excuses ?

a. Yes b. Not so openly c. Difficult

Questionnaire

18. Do board members or SIGs leaders have any discount or compensation in their membership payment ?

a. No b. Yes, free conference and free meetings c. Not implemented

19. Are you thinking to implement innovative actions to retain members ?

a. Yes b. No c. Great to hear about other Groups d. Thinking of

20. Do you often experience members leaving the group ? a. Yes b. No

Do you ask for the reason ?

a. Yes (call, email) b. No

21. Do you give any identification card or a User Group pin to the new member or send a welcome letter ?

a. Yes (welcome letter) b. No c. Working on it/would like to have it

Questionnaire

22. How do you convince members or companies to present their "Success Case implementation" in Annual conference ?

a. Free conference fee

b. Complimentary attendance and hotel

c. Not necessary to convice them

d. Asug Award

e. Persuasion

f. Success Cases are mandatory this year

23. Do you give any award or recognition for members who volunteer for pilot implementation, lead sessions, etc. ?

a. Yes (Gifts, public recognition)

b. No

Thank you for answering !

Questions to the audience

1. What works well?

2. What doesn’t work?

3. What are the main issues in engaging your members?

4. Provide innovated ideas !!

Brainstorming !!

Activating Members

Agenda:


Conclusion

Increasing the membership base is important for the user groups and SAP

SAP should support the user groups in engaging new customers

Increase number of SIGs

Be attractive to the members

Provide more services (ie Education)

More communication / information

Include result of brainstorming

Activating Members

Agenda:

Introducing Asug Argentina Our experience Brainstorming Conclusion Next Steps

Next Steps

Extend the questionnaire to all the Sugen User groups (not only us)

Collect answers and put together

Send summarized answers back to all

Forward to other countries, ie in AUSIA community

Share actions or best practices, through JAM

Review topic at next F2F Sugen meeting or during a SUGEN call

Measure member participation in each User Group and compare after implementing some actions

Do you agree ?

Conclusion

Questions ?

To contact us :

[email protected]

Grupo ASUG Argentina

@ASUGArgentina

www.asug.org.ar

Thank you for you attention

Alicia Calcabrini de Coria

on behalf of Asug Argentina Board

mailto:[email protected]

http://www.iconspedia.com/icon/linkedin-icon-24167.html

SUGEN best practice activating members 2013

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