StarChapter of August: SMPS Indiana

From a Buddy Program, which welcomes new members to the local and national SMPS community, to educational workshop day, the SMPS Indiana board knows how to keep membership strong, involved, and engaging. “Members are our best advocates” says Cindy Culbertson, the President of the chapter. We spoke with her about their strategy for engaging new members, why checking in with members is crucial (member focus groups), and what is to come for the next year.

1. What was SMPS Indiana’s strategy for engaging new members in the past year?

The SMPS Indiana chapter does several things to engage members and encourage involvement. New members are welcomed via email and then invited to a one-on-one, get-to-know-you meeting with the Membership Chair. Or when we have several new members within a short timeframe, we host a group meeting and include additional Board members. Members, especially new members, are actively encouraged to join a committee and get involved. Each new member also has the option to be part of the Buddy Program – where the new member is assigned a member buddy who helps answer SMPS-related questions and introduces the new member at SMPS events.

2. Tell us about a successful event/meeting you organized last year.

The SMPS Indiana Education Committee organized a program and subsequent workshop this year that focused on how our clients make their buying decisions, and the biggest influence isn’t what most people would think. It’s your client’s 3 lb. brain! The first program was a precursor to a half-day workshop where we were able to dive deeper into this fascinating topic. Our energetic and passionate speaker, Bryan Gray with MediaSauce, was well-received by attendees. He left them wanting to learn more, and therefore our half-day workshop the following month was one of the largest attended education programs in recent years. Several months later, people are still talking about how the information has been helpful in their own careers.

3. The SMPS network is extensive. Do you get ideas on how to improve membership value from other SMPS chapters?

The SMPS network is an incredible resource. So, yes, we are always looking for ideas from other chapters. We try hard to provide quality programs that are beneficial to our members. Recommendations and referrals from other chapters are an important resource to us in order to keep our program offerings fresh while maintaining quality.

4. Do you have any tips/advice to share with other board volunteers?

Check in regularly with your members, it doesn’t require a formal process. One of our chapter goals for this year was “no closed circles” at meetings. Many of us have great relationships through SMPS and it’s easy to end up in the same circle of friends at each event. By keeping the circles open, we want all members to feel welcome and to make it easy for them to network and develop their own friendships.

Our members are our best advocates. The SMPS Indiana chapter is lucky to have so many past leaders, CPSMs, and Fellows that are still active chapter members. We purposefully ask them to help as much as possible to make sure they stay engaged and so our members can benefit from their experience!

5. What is in store for the members of SMPS Indiana next year?

In 2015, the SMPS Indiana chapter conducted several member focus groups. The knowledge our Board gained during these sessions helped us keep a pulse on what our members desire, whether they are 20+ year veterans or brand new to the organization. We are planning to make the focus groups an annual activity with the next round planned for Fall 2016.

More industry client panels, relevant education programs, and member networking events are also in the works.

6. How did StarChapter help you run SMPS Indiana and reach its goals?  

One of the primary ways the SMPS Indiana chapter uses StarChapter is for event management. The ability to easily communicate with members and track registrations and payments is critical. The event history is useful for planning future events. Capturing program feedback via surveys also helps inform planning of chapter events and professional development programs.

StarChapter of July: PMI Dallas

PMI Dallas knows all about the power of engaging members and including them in the conversation. From greeting new event attendees and matching up new members with teams of their interests, to acknowledging the work of existing members and past volunteers publicly, the Dallas chapter of the Project Management Institute has been providing many benefits and value to their membership base. We spoke with Susan Kennedy, the President of PMI Dallas chapter about what has been done so far, their plans for the coming year, and why StarChapter is their go-to for what’s happening with the chapter.

1. What was PMI Dallas’s strategy for engaging new members in the past year?

As the President of the chapter, I have been sending personal emails welcoming new credential holders and encouraging them to attend that month's dinner meeting.  

When someone registers for their first dinner, our Programs team invites them to be seated with a board member who can connect them with others and discuss how to get the most from membership. Programs team greets new attendees, ushers them to a pre-dinner warm-up or introduces them to their assigned Board member. We encourage new people to volunteer and connect right away with a team that matches their interests.

2. Tell us about a successful event/meeting you organized last year

Our April 2016 Dinner meeting pushed the limits on seating capacity with 180 people representing 130 businesses registered for a sit-down dinner and networking. We held a pre-dinner warm-up facilitated by our Professional Development team. A photographer offered discounted headshots before dinner, and we had browsing tables featuring our free Book Review program and other benefits.

We recognized 17 new credential holders who recently passed their professional exams. We also announced our new PMI Dallas Chapter Awards program, and our Volunteer Spotlight featured the Operations Team talking about goals and progress for the year. 

Our guest speaker, Jeff Clement, shared insights on how to work effectively with recruiters. Following dinner, we held our Blue Dot/Green Dot meet and greet that matches job seekers with employers, and we awarded door prizes of free project management training to three attendees.

The event was recorded and the video has been posted on our StarChapter website for those who were unable to attend.

3. The PMI network is extensive. Do you get ideas on how to improve membership value from other PMI chapters?

Absolutely! One of the best networking events is the annual regional conference. We learn so much from our counterparts in other cities and enjoy sharing our experiences as well. Plus, it's great to get to know others socially at the reception after talking shop all day!

4. Do you have any tips/advice to share with other board volunteers?

Make the most of the experience and strengths of your board members. While each Board member has their own area of responsibility, when the whole team is pulling together, great things are possible. 

We're fortunate to have a board with both experienced leaders and some who are brand new to the role. We have a past president who led the chapter for years and has so much knowledge to share. New members bring fresh ideas and energy, and experienced members bring a long-term perspective. With such variety and knowledge, our board continues to inspire and amaze.

5. What is in store for the members of PMI Dallas next year?

We have a ton of “Firsts!” next year! We're planning to have our first golf tournament to raise money to benefit school kids interested in project management as well as holding our first social hour. We are holding our first ever chapter awards to recognize outstanding project management in the Dallas area. And, we are updating education courses and preparing to create new classes. We’ve also just launched an all new sponsorships program and expanding our work with colleges and non-profits.  

For repeats, we’re participating in our 10th Annual PM Symposium event. Our Book Review program, leadership forums, orientations, networking, and training keeps improving every year. Our newsletter is expanding, our website is being updated, our PMI Toastmasters and Registered Company Coordinator programs continue on. Breakfasts, lunches, dinners, networking events, training and education, plus operations, finance and board management. We are already scheduled to hold an incredible 65 events in 2016!

6. How did StarChapter help you run PMI Dallas and reach its goals?

We use StarChapter’s management system for all chapter sponsored events. This year we also used StarChapter's coupon feature to offer a $5 discount to dinner meetings to ease a transition to new pricing.

We constantly check StarChapter registrations for events and run reports frequently to review progress. The website is our single more important place to connect with the chapter for events, volunteering and information. In short, StarChapter is the go-to for what’s happening in our chapter.