Transition Steering Committee Report: March

We have a unique opportunity to start fresh with PRSA Oregon in 2017and embrace changes that better reflect today’s career opportunities and challenges. Plus, there’s a unique challenge: maintain the former chapters’ legacy of extensive member services but expanded to 300 people as a new statewide chapter meanwhile forming the foundation of a new PRSA Oregon as we learn how the chapter best serves a region, not solely the city of Portland. Pretty daunting, huh?

With so much ahead of us, it’s now looking like some non-critical transition activities will shift to 2018 implementation.

The post-merger work is well under way at a rapid pace. I spoke to the president of a professional services firm specializing in association management recently and he said, “Pretty amazing that you’ve gotten this far [on your merger and startup process] on an all volunteer basis, so don’t forget to pat yourselves on the back!

Here is just a sample of what we’ve gotten done in Q1 and discussed in our March committee meeting:

  • Launch of the listening tour to collect feedback with a first session held in Portland, thanks to my co-chair Siobhan Taylor, our outreach team and lots of event volunteer support.
  • Completion of a social media plan by Allen Hall PR, which will be part of an overarching transition communications plan that is in development, along with rebranding efforts that are in the works, thanks to Communications Director Beverly Brooks and the communications team.
  • Outline for an interim Policies & Procedures manual, creating standard operating procedures for handling money, event registration refunds, job descriptions and onboarding volunteers and more, thanks to Secretary Tracey Lam and Service Director Taylor Long.
  • New bank accounts, chart of accounts and budget process, along with compilation work for submitting 990 tax forms on behalf of Greater Oregon, Oregon Capital and Portland Metro Chapters, thanks to Treasurer Dave Thompson, our bookkeeper and volunteer counsel.

Fine-Tuning Focus

To ensure transition efforts stay on track relative to this year’s guiding principles and focal points, along with a cost effective transition budget, we took a step back to reflect upon the big picture and asked ourselves a lot of questions.  Among them:

  • What is absolutely essential to accomplish this year?
  • What activities create the best member experience?
  • What are we really good at as a chapter, and, in turn, must remain committed to doing? For example, Meet the Media events, for example, differentiate us and the annual Communicators Conference has been going strong for 20 years.
  • And, finally, what is achievable this year? (After all, it’s already April!)

To get the conversation going, I posted sticky notes on the wall representing nearly 100 commitments (various tasks, programs, events etc.) already in the works within the chapter as a whole, including transition projects we aspired to tackle. Next, the four transition committee members present voted on what was essential for members, for operations and what’s really expensive. That way we could determine what requires too many resources to be feasible this year.

Quick to Reach Consensus

Each item was evaluated by the team using agreed upon criteria, including whether the project supports professional development and fills members’ needs. The committee quickly reached consensus on priority items including holding Meet the Media events throughout the state, development of the new chapter website and providing frequent communication to members through the newsletter and tour outreach.

As you can imagine, it was a lively (and long!) discussion and we ended up in a really strong place. I will be sharing the committee’s feedback with the board and other chapter leaders, so that it can be incorporated into broader planning and the budget process 2017 and 2018.
I’m so grateful for all the doers involved in PRSA Oregon and the transition committee! There are so many people who are “leaning in” this year – saying yes to new, unexpected responsibilities. Of course, these are also opportunities for their own growth, credibility and fulfillment.

With clear priorities and sound planning, we are well on our way to setting up PRSA Oregon with a strong foundation and legacy of operational best practices!

Yours in Service,
Julie

Julie Williams, APR, MA
2018 PRSA Oregon President-Elect
Transition Steering Committee Chair
Outreach Task Force Co-Chair