VP Communications SigEp CLA 2013
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The document outlines the agenda and goals for the VP Communications training at the Carlson Leadership Academy, which includes understanding the role of the VP Communications, leveraging communication channels, and developing effective communication and social media plans. Key topics include conducting a SWOT analysis, creating smart goals, and engaging alumni through newsletters and social media. The session emphasizes the importance of planning and building a cabinet to enhance chapter communications and public relations.
VP Communications SigEp CLA 2013
- 1. VP COMMUNICATIONS 2013 Carlson Leadership Academy
- 2. INTRODUCTIONS Facilitators Kay Robinson Bryce Giesler Agenda: Morning & Afternoon sessions Who Are you? Your Expectations? Parking Lot…
- 3. SESSION OUTCOMES Understand the role and significance of the VP Communications Determine strengths, weaknesses, opportunities, threats as VP of Communications Understand the various SigEp communication channels and how to effectively leverage them Learn how to pitch a story, get published, and use local media to create chapter publicity Learn how to use social media in a chapter’s communications plan Create an effective communications plan Learn and discuss best practices as a VP of Communications Create SMART goals to aid you in being successful as the VP Comm
- 4. GETTING STARTED Use each officer’s individual strengths to build a complete team. Enhance skill sets. Be able to manage both the intangibles and the tangibles of leadership. Think through individual responsibilities Remember, the ultimate measure of our performance is that of our chapters. Work toward our vision for SigEp
- 5. COMMUNICATIONS – MORNING SESSION Understand the role and significance of the VP Communications Determine strengths, weaknesses, opportunities, threats as VP of Communications Understand the various SigEp communication channels and how to effectively leverage them Learn how to pitch a story, get published, and use local media to create chapter publicity
- 6. ROLE OF V. P. COMMUNICATIONS Define role in Chapter Describe your responsibilities as VP Comm What are the most important? What gets you Excited? Nervous? Role of VP Communications involves…
- 7. ROLE OF V. P. COMMUNICATIONS V. P. of Communications is a crucial, yet often under-utilized role within the chapter. Many duties were once reserved for the President Make a dramatic impact on those not familiar with your chapter. V P of Communications = Chief Information Officer. (C.I.O) Maintain strong lines of communication among your various audiences—both internal and external. Be proactive in distributing information to: Members, Parents, News outlets, SigEp Headquarters And your many other audiences. Historical record keeping - important, but a small part of the job
- 8. MESSAGING Help craft the message on campus What is the core Message How does VP Comm & cabinet play a role? Build a cabinet Who is in a cabinet? What makes a good cabinet?
- 9. SWOT ANALYSIS Strengths – Internal characteristics that give you an advantage over others Weaknesses – Internal characteristics that place you at a disadvantage relative to others Opportunities – External chances that can lead to increased performance and success Threats – External elements that can lead to trouble and/or unsatisfactory performance
- 10. SIGEP COMMUNICATIONS CHANNELS Various SigEp Publications Objective Audience Types of Stories Frequency Ideas & Tips for submitting a story… HQ Stringers
- 11. GET PUBLISHED LOCALLY/ON CAMPUS Why is PR important? Chapter PR Handout; Topics General Media Relations Events and Activities Publicity Scholarship and Leadership Publicity Crisis: When media comes to you. Sample
- 12. PRACTICE: PITCHING A STORY Pair up Tell about a recent or upcoming event. Spin it for different publications. Local newspaper Journal story Sound Bite story Identify important elements for each outlet Brief outline of the story about your partner’s chapter.
- 13. MORNING RECAP Write down your take-aways from this morning Specific requests for the afternoon session Parking Lot LUNCH!!!!
- 14. COMMUNICATIONS – AFTERNOON SESSION Learn how to use social media in a chapter’s communications plan Create an effective communications plan Learn and discuss best practices as a VP of Communications Create SMART goals to aid you in being successful as the VP Comm
- 15. RISK MANAGEMENT Lunch Follow-up RM Take-aways? How does it apply to your position? One thing to improve chapter approach to RM? Questions, Follow-up for group discussion? Case Study
- 16. ALUMNI COMMUNICATIONS Alumni are important, but first responsibility is to the chapter Newsletters – More practical for AVC or Volunteer to handle Contribute stories to newsletter, and include parents. Ways to maintain Alumni Contact Keep calendar of events updated Coordinate schedules for Homecoming, etc. Invite to Rituals Engage through social media
- 17. THE POWER OF SOCIAL MEDIA Importance of Social Media Personal FB, Twitter, G+, etc. accounts? Chapter Accounts? Why is it important? The people you’re engaging have all made the choice to come to you! You have a captive audience, whereas a mass email or a flyer might not be seen. Lots of people read social media more carefully (or more often) than their email. It doesn’t feel like they’re getting SPAM from unwanted sources. Reach a very wide audience, including undergraduates, alumni, potential new members, parents, university members, other chapters, and more. You can see who’s talking about you. You can spread your brand/message virally. This is a great place to communicate with parents
- 18. THE POWER OF SOCIAL MEDIA Chapter experiences? Why Beneficial? Connects people. Method of communication more relevant to today’s college students and young alumni, plus more and more older alumni are learning every day. Great way to share/communicate events, photos, news, keep people in touch.
- 19. MANAGING SOCIAL MEDIA ACCOUNTS Best Practices Handout Interactive (Rush videos?) Surprises? New information? Ideas for status updates (FB, Twitter) or Videos Contest: The chapter with the largest increase in Facebook fans over the next two weeks wins a prize! Take a screenshot of your chapter’s group when you get home from CLA. Take another screenshot two weeks after CLA. Email both pictures to communications@sigep.net so we can see how big the increase was. Tell all of your new fans to follow us at: www.facebook.com/sigmaphiepsilon! And @OfficialSigEp on Twitter! And www.facebook.com/SigEpBlog! And @SigEpBlog on Twitter! New Game in town: Google+ Circles, Communities, Hangouts, Collaboration, Screen share, +++
- 20. CREATING A COMMUNICATIONS PLAN One skill that’s important is the ability to plan ahead. Let’s practice setting up a detailed communication plan. Why is a communication plan a smart idea? Allows you to think long term—even months ahead of time. Writing it down means you can share it with the rest of the chapter. Writing down steps makes it easier to delegate specific assignments to members of your cabinet (or anyone else who wants to help out).
- 21. CREATING A COMMUNICATIONS PLAN Exercise – 15 Minutes Split up into groups of three for this exercise. Meet somebody new, from a different chapter, who they haven’t worked with already this week. Use a big philanthropy/recruitment event in April. Look at the Communication Plan Template in your workbook Create a plan to publicize the event. Think about all sorts of mediums.
- 22. COMMUNICATIONS FORUM – 25 MIN Discuss important issues for your chapter Share with others and get outside perspective Approach: What is the issue? What is the goal? What is the initial action you can take.
- 23. GOAL CREATION AND PLAN OF ACTION SMART Goal Setting Specific — Must make sense and be clearly understood. Measurable — Some quantitative number or measure must be attached to each goal so that members will know when it is achieved (e.g., 35 men in recruitment; raise $5,000, 3.15 GPA). Attainable — Must be within reason yet ―stretch‖ us. Relevant — The moral and ethical check when engineering your goal. Timely — Set a time line. Be specific. Give a completion date.
- 24. WRAP-UP Tie up any loose ends and answer any questions. Refer to the expectations list created at the beginning of the day Try to cover all those topics on the PARKING LOT that have not been covered already. You will be meeting with your executive board team after a quick break.