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Purpose
The purpose of this article is to help accelerate your startup
of an asapm Chapter. The success rate for chapters
of volunteer organizations depends on a number of factors that most of us acquire
through
lessons learned. We'd like to share our lessons learned with you to help you
form your chapter.
Background
asapm does not currently have chapters. One reason: Many of us founded chapters for Project Management Institute, and we have resisted competing with our progeny. However, asapm has embraced IPMA's Young Crew program, and we have no problem whatsoever helping establish Young Crew chapters across the USA. And, many of the thoughts below also relate to PMCoPs, our (formerly) unique many-to-many meeting opportunity. We say formerly unique, because like most of our differentiating ideas, this one has now been copied by other non-profit organizations.
Topics
We cover the following topics in this article
- Why Start a Chapter?
- Responding to Whys
- How asapm can help
- Do's and Don'ts
- Checklist For Chapter Success
1. Why Start a Chapter?
Let's look at the "Why Start a Chapter" question as a number of more
detailed questions.
Q1. If I join asapm, why do I need a local Chapter?
Q2. Why should local professionals want to belong to a Chapter?
Q3. Why should my company (or spouse) support a Chapter?
Q4. Why should I be the one doing all the work?
Here are some of our answers to the above questions. Top
Q1. If I join asapm, why do I need a local Chapter?
A1. asapm's Vision is: "To expand the use
of Project Management as the leading approach to beneficial change." This
cannot be done by remote control. Instead, our success in achieving that vision
depends
on the day-to-day actions of a distributed network of professionals who share and demonstrate it. It also depends on their organizations seeing
daily tangible benefits from their actions. Thus the real action must occur
at a local
level. In fact, the better job asapm does at moving toward our vision,
the more important a network of local Chapters becomes, to apply the professional
improvements we all desire.
Q2. Why should local professionals want to belong to a Chapter?
A2. Networking. Learning from others. Job hunting. Coaching and Mentoring.
Commiseration, when needed. Can't get those from a website. Can't get them from
a glossy publication. Not from an annual meeting that most people cannot afford
to attend. Can get them over a rubber-chicken banquet or Sam's Club party
tray at a local Chapter meeting.
Project Managers are communicators. What better
place to perfect that skill, than outside of the workplace, with a group of
peers?
Q3. Why should my company (or my spouse) support a Chapter?
A3. Good question, given the job-hunting benefit, listed above. Of
course, smart CEOs recognize the benefits of good Project Management. And, if
they walk the talk, they can use a local chapter to gain competitive advantage:
from improving skills in their project managers, to recruiting under-appreciated
people from feeble competitors. Spouses? How would it be if your significant
other worked 30% fewer hours, got more accomplished in that time, and was energized
by her/his job, rather than frustrated by it? That's what good project management
can accomplish.
Q4. Why should I be the one doing all the work?
A4. We don't expect you to. Because great Project Managers learn how
to lead others. Learn to delegate. Learn to create excitement about a task as
complex as starting and running a volunteer organization. Learn how to maintain
the excitement over time. We can't think of a better (challenging, yet safe)
Project Management learning experience than starting and leading a new Chapter.
But we can think of a couple of "projects from hell" that helped exercise several
of those skills, but not all of them.
And sharing: successful Chapter startup with a leadership team is about learning
how to share with others, something many of us forgot to learn as children.
That's not enough? How about the fear of speaking to a group ten times larger
than you've presented to before, and the exhilaration and gratification of a
standing ovation when done? Doesn't push your buttons? Well then think of something
that does, and tell us!
2. Responding to
WhysTop
To respond to the whys, you must know them. Often those of others are
different than yours (or ours). A key to project success is to know all the
Whys of all
the
Whos.
Thus, while we can give you some guidelines, they should be just a starting
point: you need to survey and/or discuss different groups of whys:
Different Groups of Whys
A. Your leadership team may have different Whys than your members.
And the way you meet all the needs in addition to your own helps drive Chapter
growth. By the way, one way leadership teams "burn out" is when their individual
needs change, and the organization does not meet the new ones.
B. Your Members may have a lower level of time commitment, but
just as important a group of whys that caused them to join. One objective here
is to move people from group B to group A. You can do this in part through activities
that cause them to want to spend more time with the Chapter.
C. Prospective members may have a different set of needs than
the first two groups. They will always be prospective unless they see
your Chapter moving to meet their needs.
D. Business, government and non-profit organizations that could
provide members for your Chapter have a set of whys that generally deal with
the benefits of professional organizations, together with the concern that work
assignments may suffer. Most smart organizations recognize the net positive
benefit of your involvement, but the Chapter can do many things, such as Project
Success Story of the Month to highlight success and remind companies of the
advantages of Project Management.
So What?Top
Given the above list as a starting point, expand the list by talking
to the different groups. Then select from the list below the strategies that
help meet the whys, and add your own.
A. Hold regular meetings to get the chance to get face-to-face
discussion. Establish whole-group or breakout group success story sessions.
Do problem-solving: "What
should I do in This Situation" sessions can fill many of the needs expressed
above. The best meetings draw out the quiet, shy folks as well as the boisterous.
B. Make sure the Programs are relevant, useful, and spirited.
Of course not all Project Managers are natural presenters-we grow into that
skill. Chapter Program presenters should be people who have worked up to
the size of group they will be presenting to. Task forces are
a great way to move small team to 8-12 (a major barrier to many people) to
up to 50,
and
beyond.
C. In addition to Programs at meetings, hold special educational
events, both for Chapter members, and for the business community at large.
As
Project Management is an open-ended discipline, you'll have no shortage of
possible topics. At first, don't try to make these events money-makers, except
perhaps to cover costs. For many groups, trying to make public workshops into
money-makers
is a sure way to turn them into money-losers.
D. Not everybody attends meetings. One way to meet the needs of
those unable to attend is with an informative, useful newsletter. A great addition
to the newsletter is a summary of the Program recently presented. Other useful
items include the latest industry rumors, and announcements of upcoming workshops
and events. And today, we don't need to kill trees to put together a newsletter.
We merely place it on the Chapter Web, and email a link to members. Of course,
once you have them on the Website, you can provide other things they did not
realize they needed.
E. In fact, one way you can meet needs of some of your members
is to give them the opportunities to publish on your website. That fills two
needs. First is theirs, to get their name in print, in a topic they are proud
of. Second is the need you have to provide your members with something useful
for the other 27-30 days a month. Again, membership satisfaction is often in
direct ratio to each member's active participation.
These ideas are just starting points. Your Chapter can benefit by discussing
these, then brainstorming the things that would excite them. That process has
the added advantage of creating interest around an area that you know will be
hard work, and you can draft participants more easily if they are excited about
it. How about something really off the wall, like a 4:30 PM Thursday Chat Room
for all members? That'll engage us wallflowers that are too shy to burst into
a Chapter meeting conversation.
3. How asapm Can HelpTop
So far, so good, but it sounds like a lot of work. And, I don't see a lot of asapm help for me.
That's fair. If we made it too easy, we would have too many Chapters. Just
kidding. You're right, but we figured you could benefit from the insights we've
gained from our experiences. So how can we help?
A. First, you
tell us! After all, what is member-focused all about if we just tell you what
you need?
B. We may be able to provide, through our resources, access to
nearby training providers who have mapped their workshops to our asapm Competence
Model, for those public sessions you promote to improve your local visibility.
C. We can provide Website templates for Chapters, and (if you
wish) a place to host your Chapter Web, ideally with high-level access, as
opposed to burrowed
down deep in a URL.
D. Our Final Answer, this one a win-win for all: For each 20
members you recruit, we'll send you one Program Presentation (videotape, CD
or DVD), together with local facilitator notes. Limited to your first 120
members, that
leaves several more program slots for you to fill with local resources.
And, as your members prepare scintillating presentations, you can trade your
taped presentations (copyright permitting) for your choice of others in our
Video pool. That way you can continue to supplement your local programs.
4. Do's and Don'ts
for Chapters Top
asapm chapters, as an extension of the parent organization, need to adhere
to guidelines that may be legal issues or just good business practice. Ensuring
compliance with legal issues builds on the confidence that members have in
your chapter.
A. Financial
- Chapters may start with an informal accounting of funds, but need to transition
to a formal method to include establishing a checking account through
which all funds will be received and disbursed.
- Officers and directors may not receive
compensation for work as the organization is currently established. Members,
however, may be paid for products and services
at a fair price if they have no involvement in the decision to pay themselves.
- The
IRS establishes the procedures for accounting and recording disbursement
of funds.
- Weak procedures may cause member complaints as well as be in violation
of the “not-for-profit” status.
- To establish a bank account, the chapter needs an IRS tax identification
number (see IRS form 4). Any financial institution will give chapter officers
information on starting a bank account.
B. Revenue
- Chapters have a need for revenue to maintain an active program. The economic
engine for chapter is often training programs for a fee. Other sources
of revenue include seminars, sale of space to vendors, and small advertising.
- Grants and
gifts may be welcome, but the long-term requires a program that generates
revenue to sustain and grow the chapter.
C. Use of asapm name and logo
- Chapters may use the asapm name and logo, but
should establish their individual name, such as “asapm West Chicago Chapter.” Geographic
names or other names that establish the identity may be used. As an example,
a Chicago
chapter might select “asapm Windy City Chapter.”
- Chapters may use
the asapm logo in advertising as long as there is no stated or implied
liability by asapm. Chapter officers should check with asapm president
or vice president if there is a question.
D. Chapter Bylaws and Procedures
- Chapters must establish bylaws that do not conflict with the National
bylaws. See the section on chapters.
- Chapters need policies and procedures as necessary
to guide the organization through its business. Some potential policies
and procedures might be: (a)
Financial, (b) Board Meeting Procedures, (c) Programs, and (d) Annual Goals.
E. Chapter Charter
- Chapters must be chartered with asapm and have a formal agreement that
describes how the chapter will function with asapm.
- Charters will define the relationship between asapm and the chapter to
include which party has a responsibility to the other.
- The charter establishes the chapter and defines periodic reviews to ensure
the mutual support of asapm and the chapter.
F. Chapter Sponsor
- Upon request, chapters may establish a Board sponsor, i.e., a board member
acting as liaison for the chapter. This will facilitate communications
while giving the chapter a direct channel to the Board of Directors.
- The Chapter Sponsor will act as a mentor and coach to guide chapters to
successful operations.
5. Checklist For
Chapter SuccessTop
Start with this checklist, then add to it to improve your success in Chapter
Startup.
Formation
- Form Startup Task Force
- Complete Articles of Incorporation
- Establish Bylaws
- Establish Officers, Directors
- Incorporate as Non-Profit With State
- Get Federal Tax ID, Bank Account
- Establish IRS Status
- Develop 1st Year Business Plan, Budget
Membership
- Identify Potential Members
- Validate Needs of Members, Potential Members (first cut)
- Establish Types of Membership
- Establish Meeting Frequency, Timing, Location
- Establish Meeting Programs Plan
- Build Marketing Plan
- Develop Marketing Materials
- Recruit Corporate Sponsors
- Drive For Members
Publications
- Establish Publishing (Look 'N Feel) Standards by class of materials (we
have templates)
- Get Authors for startup Articles for Website (5-6 pages, with illustrations)
- Establish Web Site
- Establish Monthly Newsletter Procedure and Emails
- Post News Releases To Community Media
- Add Articles To Website
- Add Web-Based Training and Chat Rooms, as Available
Review Results
- Plan a 6-month Chapter Review, integrated with a fun event, such as a picnic.
- Execute the 6-month Review, make adjustments, and plan another 6 months
out
- Share your results with asapm and with other Chapters.
Summary:Top
If you've read this far, you must be interested! What are you waiting for?
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