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South Florida HDI Leadership Interest Meeting

October 30, 2013

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Agenda

• 5:00 PM Networking & Registration

• 5:15 PM Introduction of Board and each attendee – Why are you here?

• 5:30 PM What is South Florida HDI?

• 6:30 PM Appoint Officers

• 6:45 PM What’s next?

• 6:55 PM Closing

• 7:00 PM Dinner and Drinks

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Objective

South Florida HDI is a young and lively community of IT Service and Technical Support professionals, focusing on sharing knowledge, experiences and relationships.

Our meetings are held quarterly in the South Florida

tri-county area. Currently we have in excess of 100 members representing greater than 50 top South Florida companies across different industries.

Join us and be part of the fun, exchange ideas and

grow together in this young exhilarating community.

CIO Value Prop: Creating Actionable Awareness Empowering informed decisions by sharing knowledge, relationships and experiences

RELATIONSHIPS

EXPERIENCES

KNOWLEDGE

Expand your network of peers and industry colleagues; take

advantage of others perspectives and experience.

Access to a substantial repository of information, best practices, the

latest industry trends (Yearly Practices & Salary) and training.

HDI Buyer’s Guide, aimed at helping guide products and services to the people who

need them.

Case Studies and timely topical discussions delivered through regular newsletters, meetings,

webinars and conferences.

Strengthen internal team collaboration through

membership and participation in a common organization

Foundational Success

+ Attitude

+ Collaboration

+ Teamwork

+ Processes

+ Business/Consulting Mindset

= Success

SWOT Analysis

Strengths • Foundation of Success (COE) • Bank Account $$$ • Experienced Officers • Speaker contacts • Meeting location • Sponsorship • HDI National Recognition

Weaknesses • Volunteers & Board • Sustainability and Succession

Planning • Membership numbers, Palm Beach • Communication, Website, Social

Media • Lack of growth

Opportunities • Latin American growth • Virtual/webinar meetings • Collaboration with other user groups • Dynamic meetings

Threats • Chapter shutting down • Lack of Interest

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Starting your Diet

• Born: October 2008

• Weight: 10 Officers on the Board of Directors

• Height: Bi-weekly Conference Calls

• Birth Certificate: Chapter Bylaws

Goals for Starting your Diet

Financial

• Increase Memberships

• Increase Partners/Sponsors

• Increase Revenue

• Increase Financial Surplus

Customers

• Share Experiences

• Share Knowledge

• Share Relationships

Results • Achieve top 3 point total in National Circle of Excellence • Recognized as the premier local IT user group in South Florida

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HDI means what to you?

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Membership - Help

PRE-EVENT

Prepare meeting roster with RSVP’s Prepare nametags for those who RSVP’d Call campaigns when required

EVENT

Assist with registration table (Sign-in, nametags…) Greet and welcome guests (Members/Non-members) Membership drives (1/2 per year) Promote / Market HDI Membership

POST-EVENT

Update HDI CRM with attendees info (Attended, Walk-in, No-Show) Enter/update contacts information in CRM Process new HDI member applications Prepare 2 mailing lists for “Thank You For Attending” and “Sorry You Missed It”

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Membership

• Coordinate membership drives and related activities to promote HDI membership

• Maintain HDI Members and Non-Members contact information current in the CRM DB

• Create RSVP roster for events and keep track of attendance for the event and update CRM post events

• Create Membership and event metrics and publish on the web-site • Create and maintain Membership content on the South Florida web-site • Manage the registration table at events with sign in sheets, badges and

welcome participants • Send letters to new members, renewals and members that don’t renew their

HDI membership • Perform phone campaigns to HDI members 1-2 per year and as needed per

events • Provide Membership contents/articles for the Newsletters • Maintain the Members-Only Portal accounts current • Maintain member Google map

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Communications

• Quarterly Newsletter – Defines Content Outline

– Solicits content from officers, members, vendors

– Oversees composition of online newsletter

– Hosts regular development meetings

• Chapter Meeting Invitations – Obtains program information (presentation title,

presenter bio) from VP Programs

– Schedules Invitations to go out weekly on each Wednesday beginning six weeks prior to meeting

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Communications

• Chapter Meeting Press Releases

– Coordinates release of meeting information to local publications, trade newsletters, etc., three weeks prior to meeting

• Special Event/Meeting Announcements & Invitations

– Invitations sent weekly beginning at least six weeks prior to meeting

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Communications

• Social Media

–Oversees posting and updating of chapter

news, happenings and promotions on all

relevant Social Media websites

• Chapter Website

– Oversees content development and ensures the chapter website is a living communications tool

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Communications

• Growth Strategies

– Utilizes the voice of the VP of Communications office to grow chapter membership, event attendance and recognition of the chapter within the community and among peer chapters and groups

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Communications - Officers

• Newsletter Editor

– Composes on line newsletter

– Assists VP in soliciting content from offices, members, vendors

• Social Media Coordinator

– Responsible for management of all chapter announcements, happenings and promotions on Social Media Websites

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Communications - Officers

• Webmaster – Webpage updates, content and document

management – Web graphics design creation – Assist the board members in content management

support

• Dynamic Content Editor – Assists Webmaster with posting of dynamic

audio/video content – Coordinates posting of Chapter videos and

multimedia to YouTube, etc.

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Communications - Officers

• Communications Coordinator

– Assists the VP of Communications with development and release of meeting invitations, special event announcements, and distribution of chapter meeting information to press, social media and websites.

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Programs Activities & Strategy

The Programs is responsible in setting up the Events/Meetings

Some of the involvement are composed of:

Speakers

Sponsors

Topics

• Assist in acquiring ideas for Topics from Member Surveys and Technology trends

• Assist in obtaining industry leaders on specific topics

• Leverage and enroll sponsors based on Topics to obtain and produce a well rounded solution to the event/meeting

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Programs

• Organize different meetings, AOY, CIO Panel, Vendor fair, social events, meeting with other user groups

• Chair off line conference calls • Logistics of meeting, location, meeting checklist • Build and develop program content • Maintaining of yearly calendar • Create communication meeting invite with

presenter bio and title of meeting to provide to Communications

• Speaker liaison • HDI Sponsored Training

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Programs

• Audio/Visual

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Programs needs YOU!

• Let’s start with “What will you take away” -- visibility within the local IT community, knowledge of trends and best practices from Leaders in the Industry, recognition among peers, motivation that re-charges the batteries for life

• YOU are part of the Programs even if you are just being a spectator or actually bringing the Topics to fruition

• WE need you to helps US get better

• Tasks take 5 Hours or less per week – Teamwork!

• WE build new relationships with colleagues and Industry Leaders

• Be Part of something BIG ---YOU ----Your own development

• Share your experience and time with others just like you

• You don’t need to be a Manager

• You don’t need Experience

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Sponsorship/Partnerships

• Review current policy and update it

• Obtain additional sponsors

• Create partnering programs with existing or new vendors to reach out to each other’s customers

• Find ways to introduce members to current sponsors

• Survey each sponsor after each meeting to obtain feedback for improvement

• Ask sponsors for program

• Develop value proposition

Finance

• VP of Finance

• Balance account

• Sign off on checks

• Approve expenses

• Enter info in Quicken

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Thank you to our Sponsors!

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South Florida HDI

• President – Sony Fenelon • President Elect - ? • VP of Membership - Tony Di Perna • VP of Sponsorship - ? • VP of Finance - Eddy Fuente • VP of Programs - ? • VP of Communications - ? • Webmaster - ? • Social Media - ? • Strategic Advisor - Albert Noa & Eddie Vidal

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Volunteer?

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Closing

• Additional Networking

Dinner Location

Carolina Ale House 8669 NW 36 Street, Doral, Florida 33166