Best Practice Session “Activating Members”
Orlando, USMay 2013Alicia Calcabrini de Coria – Asug Argentina
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Activating Members
Agenda:
Introducing Asug Argentina Our experience Questionnaire Conclusion Next Steps
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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
Page 42003
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
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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
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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%)
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Activating Members
Agenda:
Introducing Asug Argentina Our experience Questionnaire Conclusion Next Steps
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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 ?
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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
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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
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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
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Activating Members
Agenda:
Introducing Asug Argentina Our experience Questionnaire Conclusion Next Steps
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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
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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
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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)
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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
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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
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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
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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
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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 !
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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 !!
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Activating Members
Agenda:
Introducing Asug Argentina Our experience Questionnaire Conclusion Next Steps
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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
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Activating Members
Agenda:
Introducing Asug Argentina Our experience Brainstorming Conclusion Next Steps
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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 ?
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Conclusion
Questions ?
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To contact us :
Grupo ASUG Argentina
@ASUGArgentina
www.asug.org.ar
Thank you for you attention
Alicia Calcabrini de Coria
on behalf of Asug Argentina Board
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