TUG Leader Refresher Session for Q4 call

Editor's Notes

• #1: Hi. We’ll be starting in just a few moments - if you could introduce yourself by writing in the chat box and tell us where you’re dialling in from and tell us which TUG you’ll be leading, that would be great! I’m now going to hit record so we can share the recording with you after the meeting - and now we can get going.
• #2: First off, I just want to start by saying a huge thank you to all of you for joining today’s TUG Refresher call. Your commitment to your user groups is what keeps this incredible community thriving, and we're so excited to have you here as we dive into ways to reignite your TUG. Whether you’re restarting after a break or looking to breathe new energy into your group, today’s session is all about giving you the tools and inspiration to do just that. Your leadership truly makes a difference, and we’re here to support you every step of the way. There will be some time at the end where you can ask questions so please be sure to either post in questions section or hop in at the end of the call.
• #3: By the end of this session you will know what a Tableau User Group is and learn more about the TUG Community Team. We’ll show you the tools you need to be a successful leader; how to get started - including learning about Bevy, which is the platform you’ll use to manage your chapter; and we’ll cover the next steps so you can get started!
• #4: I’d like to introduce the TUG Community team…
• #5: Your Tableau User Group Community Team are here to help! Kelly’s based in London and leads the TUG, Academic and Data Leadership Collaborative Programs. Rain’s based in the US and is the Tableau User Group Program lead. I focus on Enablement and Support, working alongside Tamsin who focuses on Content and Support and we’re based out of the UK. Melissa’s based in the Netherlands and she focuses on Operations and heads up our reimbursement process. She will be there to guide you through payments.
• #6: As well as all the Tableau Community User Group team, we’ve also got our amazing Tableau User Group Ambassadors. They’re folks that have been formally recognised for the great work they’ve done for the program. Here are some of our Tableau User Group Ambassadors that you can reach out to on the #tug-top-tips channel or on https://www.tableau.com/community/community-leaders/ambassadors#user-group These photos are of the 2023 cohort specifically - there were 39 last year - and that the 2024 cohort will be announced in the coming days. If you’d like to speak to someone in a local language please reach out to the community team and we can connect you. Ambassadors have so much knowledge and super handy tips and tricks and will be a great help in answering any questions you may have as you get started.
• #7: Let’s touch on what we expect from you as Tableau User Group Leaders to remain active in the program, and what you can expect from on us to make your journey simple and fun!
• #8: We want to ensure you have everything you need to reignite your TUG and move forward with confidence. To stay part of the program and create a thriving, engaged community, there are three key areas we recommend focusing on to make your journey easier: Host at least 4 inclusive events per year – Hosting regular events is crucial for keeping your group active and engaged. We suggest aiming for 4 meetups: one early in the year (Feb/March), one around Tableau Conference (April/May), another near Dreamforce (Sept/Oct), and a final one to celebrate the end of the year. These regular touchpoints keep your members energized and excited about what’s next. Hosting regular events mean that you’re also eligible for swag. Plan and publish your first event on Bevy by 31st Jan – Getting your next event planned and published is an important step in getting your TUG up and running again. You have just under 4 weeks from today to get it up on Bevy, and we’re here to help every step of the way. Be sure to let us know via #bevy-help on Slack when you’ve published your event. Engage with our TUG Leader Slack Community – This community is full of experienced leaders who can offer tips, share resources, and help you with any challenges you’re facing. Utilize the workflows, ask questions, and collaborate with leaders from across the world to keep your TUG on track and running smoothly. If you’re not familiar with Slack, there are two modules we recommend on Trailhead that we recommend you complete to get familiar with how the platform works and how you can make the most out of it. Utilise the TUG Leader Hub! If you’re not familiar with this, don’t worry - we’ll give you a quick run through in a moment, but this is the place you can find all the resources and training videos you need to lead your TUG. It’s also the place you’ll find quarterly calls, TUG Tips: Live! Sessions and useful links to the guidebook etc. By staying active and connected to these resources, you'll have everything you need to reignite your TUG and be part of a thriving, global community of leaders!
• #9: I want to quickly remind you of all the support available to help you get your TUG up and running again: Reimbursements: We’ll cover event expenses based on RSVPs, not actual attendees. This means the reimbursable amount is determined by how many people sign up, regardless of how many show up on the day. We’ve simplified the process by moving to Stripe, which is super easy to use! You can find a step-by-step guide to reimbursements on the TUG Leader Hub, which we’ll show you in just a moment. Slack Support: The TUG Leader Slack workspace is your 24/7 support system. You can reach out to the community team via dedicated support channels, or connect with other TUG leaders and Ambassadors who are always willing to jump in and offer advice. Don’t forget, Slack is available on both desktop and mobile, so turning on notifications ensures you never miss out on valuable conversations. Quarterly TUG Leader Calls & Training: We offer quarterly TUG Leader calls, TUG Tips: Live! sessions, and a variety of training videos covering everything from promoting your event on social media to using Bevy to host your events. All these resources are available on the TUG Leader Hub. Swag Store Credit: If you host 4 meetings a year (one per quarter), you’re eligible for $300 USD swag store credit. This credit is awarded to active groups every July and January. So to qualify in January 2025, you should’ve hosted 2 or more events between June 1, 2024, and November 30, 2024.
• #10: Some of you may be familiar with Slack, Bevy and the TUG Leader Hub, but I’d like to give you a short recap and the opportunity for you to ask questions.
• #11: If you’re not familiar with how to use Slack, these modules on Trailhead will help you get started. Slack Basics - https://trailhead.salesforce.com/content/learn/modules/slack-basics Slack Etiquette and Productivity - https://trailhead.salesforce.com/content/learn/modules/slack-etiquette-and-productivity The modules take 20 minutes each to complete. That 40 minutes spent on completing these courses will save you so much time in the long run as you’ll be able to be smart with Slack to find solutions quick-time! If you’re unsure on what channels do what, please check out the Slack: TUG Leader Workspace Guide: https://salesforce.quip.com/xKHPA15ds2Gd - here you’ll find the channels you need to keep an eye on
• #12: It might be that you’d like some help making your own TUG page stand out. We recommend that you take a look at some of the examples on the right. A great page includes information about your TUG and the leaders, past recordings and upcoming events. We recommend that you create your own logo and banner - as you can see on the Newbie TUG page. If you’d like us to create a logo for you. You just need to request it in the #tug-top-tips Slack workflow. You can create your own logos - a fun way to do this is to create a competition amongst your TUG members to design it!
• #13: The TUG Leader hub page on Bevy is your ‘one-stop-shop’ for everything you need to know about leading your TUG. I’m now going to give you a run-through of the TUG Leader Hub page. Please feel free to ask questions as I run through the demo.
• #14: The Tableau User Group Leader Guidebook is your Step-by-Step Guide for Everything You Need to Lead with Success – Every Tool, Tip, and Resource in One Place. This TUG Leader Guidebook is full of not only guidelines and resources for hosting your events, but it also shows how you can connect directly with other TUG Leaders and the TUG Community Team - via Slack. We suggest you keep this Guidebook handy by saving it and looking at it regularly.
• #15: We've heard your feedback, and we know that finding speakers can be a challenge when hosting regular events. To support you, we've created the #sourcing-speaker channel on Slack. Here, you can use a simple workflow form (as shown in this slide) to request a speaker for your event. Additionally, you'll have access to our speaker repository—a comprehensive spreadsheet with details of individuals who are eager to speak at User Group Events. It includes their topics of expertise and location, making it easy for you to connect with them directly
• #16: Leading a TUG becomes so much easier when you have others to share the load. From sourcing speakers and finding venues to firming up the agenda and promoting the event, there’s a lot to organise. Recruiting a co-leader can help distribute these tasks, making the experience more manageable and enjoyable. A great place to find potential co-leaders is right at your own events! You can use the slide in the "Slides for User Group Events" deck to make a call for co-leaders during your event, and you can also share the request on LinkedIn and other social platforms. Nominating a co-leader is super easy: Existing leaders need to submit a Co-Leader Nomination form. Our team will review the nomination within 5 business days. If approved, the nominee will receive a Co-Leader application via email, and we'll keep you updated throughout the process. Once the nominee submits their application and it’s given final approval, they'll be officially onboarded to your leadership team. Keep in mind, no one will be added to your team without an approved nomination and completed application
• #17: Some of you mentioned that you’d like some help growing your TUG and getting people coming to your events. We have so many helpful training videos on the TUG Hub and I wanted to call out these two particularly because the first talks about how you can promote your event on social media - this session is led by Ateken, our Community Content Specialist and the second is from Alyssa who highlights the importance of crafting exciting content that attract people to your event.
• #18: Another great way to stay connected and get valuable support is through our TUG Tips: Live! sessions. These monthly sessions, led by our amazing Ambassadors, are designed to give you real-time guidance and insight from experienced leaders who have been in your shoes. Whether it's walking through the latest updates, sharing the strategies that have helped them build successful TUGs, or answering your burning questions—these sessions are an open space for ideation, problem-solving, and collaboration. If you're looking to strategize, find solutions, or just get advice, this is the perfect place. So, make sure to join the TUG Tips: Live! sessions whenever they’re happening - you can sign up to them on the TUG Leader Hub
• #19: This deck is for Tableau User Group leaders to use in their meetups to share what’s new and coming up for Tableau. This includes big campaigns, events and anything that might be of interest for the community. Note we try to only include things most relevant to everyone, but if you see anything you think that should be here, please send a note to usergroups@tableau.com Please make a copy of the slides you’d like to use and use them at your upcoming events!
• #20: We can help in two ways: Firstly, if you’re located near a SF office. You can make an In Office Event Request using the workflow in the #in-office-tug-events channel. This is a private channel so please ping me over Slack if you’re near an office and would like to be added to the channe. l Or you can check out the list of partners who are happy to host a TUG in their space. You can find the link on https://docs.google.com/spreadsheets/d/1MKXWpYxEZq5adaZcd_-kiYbWViOsEG88bPiR9CS8eYQ/edit?resourcekey=&gid=543126970#gid=543126970
• #21: Need membership for your TUG? The Tableau User Group Ambassadors can help! Head into the Announcements channel and run the workflow. Let’s walk through this now so you can see exactly how it works. Please bear in mind that there will be a slight delay in matching you with an Ambassador because we haven’t yet announced this year’s cohort.
• #22: Now, here are your first steps to get the TUG back up and running!
• #24: Source and nominate a co-leader by putting a call-out on social media or to our community on Slack using the #random channel Complete the Slack modules on Trailhead if you need a refresher! Make Your TUG Event Page exciting with details of your TUG, a logo and banner to set your page apart from the rest. Publish Your First Event (before 30 Sept) and be sure to let us know using #bevy-help on Slack Start sharing it on social and with your networks!
• #25: As a reminder, I’m including this handy timeline for planning your events. You can refer to this along the way. You can also find this in the Guidebook.