Transition Steering Committee Report: June

Change Creates Opportunities to Engage 

Summer has barely begun, but for PRSA Oregon leadership it’s time to shift our focus to plans for 2018.
Work planned for consolidating chapter operations in 2017 is nearing completion or well underway.

And we have a clear list of transition activities to guide continued efforts in 2018, for instance completing all of our Policies & Procedures. We’re one of the first chapters in the district to commit to this operational necessity, so we’re figuring it out as we go.

As we fine-tune operations, we also started a second round of Listening Tour sessions to report what we heard. As promised, we’re coming back around to see you in person. To make sure everyone has access to the findings, the report will also be distributed digitally and through the mail.

We hosted a morning session with Portland-area members on June 20; additional sessions will be part of member orientation events in Salem on Aug. 12 and Eugene on Sept. 16. Mark your calendars!

Here’s how we’re already putting your great feedback to work:

  • Accommodating travel: This year’s Spotlight Awards will be on a weekend night, Friday, Oct. 20, to allow for travel time. The location, Willamette Valley Country Club in Canby, Ore., was selected because it is central to our region.
  • Geographic diversity: A Service Draft, designed to fill board and committee positions with PR pros from throughout Oregon and SW Washington, will launch on July 15.
  • Events throughout the region: With eager local volunteer support, Meet the Media events can be hosted in multiple cities. Email events@prsaoregon.org if you’d like to host one. Spotlight Awards and Listening Tour sessions provide event options throughout the region in the last half of 2017.
  • Enhanced programming: Members can provide input on a pilot PRSA Oregon “editorial calendar” of programs and activities during upcoming Listening Tour sessions.

We know that members get out of PRSA what they put into it. If you are feeling disconnected given all the changes taking shape, I urge you to learn more about service. As we work on the Service Draft, it will help to know how you’d like to be more involved, so please do reach out to service@prsaoregon.org or complete the form on our website.

We look forward to hearing how you’d like to take part in reaping the benefits of our regional chapter spanning from Vancouver to Medford to Bend to Baker City to Tri-Cities.

Yours in Service,

Julie

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

Transition Steering Committee Report: May

Author: Julie Williams, APR, MA

Big Accomplishments This Spring

Gathering with peers at the 2017 Communicators Conference was the perfect opportunity to reflect on how far we’ve come since the PRSA Oregon Chapter was formed in January.

As participants checked in and collected their conference materials, current members received pins recognizing their status as founders of PRSA Oregon. By the time the opening keynote session launched, the ballroom was filled with members from throughout Oregon and SW Washington wearing their new pins.

At lunch, PRSA Oregon President Colby Reade, APR, shared highlights from the transition communications plan developed to support the chapter during this crucial foundational year. Here are a few high points from the plan that we’ve accomplished so far, thanks to the dedication of many volunteers:

• On May 3, PRSA Oregon launched its website. PRSA member and web strategist David (Kuo-Hsuan) Pan and Beverly Brooks, PRSA Oregon Director of Communications – as well as too many others to mention − deserve to take a deep bow. Going forward, you’ll also see our social media channels evolve to reflect new PRSA Oregon branding and messaging.

• The first phase of the Listening Tour, which included events in Eugene, Portland and Salem, wrapped up in April. We’re now starting the process of sharing the feedback we received.

Less visible than communications, but absolutely essential, members of the Transition Steering Committee have made impressive progress in unifying administration of the three chapters that merged to form PRSA Oregon. You name it, it needed to be dealt with and consolidated: taxes, budgets, contracts, storage rooms, membership lists, bylaws and procedures, logos, filings with PRSA National and on and on. On May 15, our treasurer, Dave Thompson, submitted 990 taxes for all three chapters.

We are so fortunate that the leadership and volunteers from the former PRSA chapters in Eugene, Portland and Salem have a long history of service and a depth of expertise so we can get operations as one unified chapter running smoothly.

Now we’re focused on getting a new team in place in the coming year. We’re calling upon many contributors to help us conduct a wide-scale draft to find a strong mix of PR pros to serve in leadership and committee roles in 2018. In our May Transition Steering Committee meeting, we reviewed each role in detail and took a step back to ensure we have a structure that best supports where we’re heading.

I’m really excited about the difference our service draft is going to make. In all, our organizational chart now includes more than 50 lead roles and 150 opportunities for self-directed service contributions. I’m so proud of what that says about the potential for engagement. We’ll share more about the draft as the process unfolds.

As founding members, we can all take pride in what we’ve been accomplished together so far. We couldn’t be better positioned for new growth!

Yours in Service,
Julie

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

Transition Steering Committee Report: April

Author: Julie Williams, APR, MA

Member Outreach Connects Statewide  

Wahoo, we’ve finished the official information gathering phase of the Listening Tour throughout the state! Overall, we had positive experiences in respective communities with genuine interest, honest input and creative ideas.

The tour featured discussion sessions in Eugene, Portland and Salem with some members traveling from as far away as Lincoln City (thank you!). Due to the high level of engagement from 50+ members in this process (60 people if you include PRSSA members), the Transition Steering Committee has a wealth of feedback and ideas to synthesize and inform future planning.

At our April 25 Transition Steering Committee meeting we broke into small groups to sift through all the information, including dozens of pages of notes. We looked at the input through many different lenses, including what had we heard before, what was news to us, what was actionable and what should be further researched.

Member input is already informing decisions and resetting priorities for this year and for 2018. The next step is to report out on the findings so the entire chapter benefits from the insights. We’ll get that process under way starting with a coffee session in Portland on June 20.

The tour was designed in tandem with the membership committee’s new member orientations, the first of which was held at ODOT on April 22 for 17 Portland/Vancouver/Beaverton area members and prospects. We’ll be reporting listening tour findings to attendees of orientation sessions in Eugene and Salem.

Originally, we were planning to host those in June and we’ve postponed them until August and September to work on electronic and printed versions of our findings so that all members have access, no matter their ability to attend the tour session. For more details, keep an eye on the events page, chapter blog and the chapter newsletter.

After enduring a challenging winter in the Pacific Northwest, coupled with the daunting reality of long to-do lists to get our merger off to a strong start, it is so gratifying to see how far we’ve come. Signs of growth and renewal are all around us  inspiring new beginnings and fresh starts!

Yours in Service,

Julie

Julie Williams, APR, MA

2018 PRSA Oregon President-Elect

Transition Steering Committee Chair

Outreach Task Force Co-Chair

We’re All Ears: PRSA Statewide Listening Tour Visits Salem

Author:  Elisa Williams

How the new statewide PRSA Oregon Chapter could help members develop professional connections was the focal point of discussions during morning and evening Listening Tour sessions in Salem. These Listening Tour events, held at Willamette University in Salem on April 18 and 19, attracted members from Salem, Stayton and Lincoln City, in addition to including five past presidents of the former Oregon Capital Chapter.

Listening Tour hostesses Siobhan Taylor, PRSA Oregon membership director, and Julie Williams, APR, the chapter’s president-elect, shared their notes and experiences to ensure everybody is in the loop on how the conversation about the newly formed statewide chapter is developing.

The PRSA Oregon Chapter Transition Steering Committee launched the Listening Tour in March to give members a forum for sharing ideas and vetting concerns following the merger of the Portland-, Salem- and Eugene-area chapters in January 2017. Earlier Listening Tour sessions were held in Portland and in Eugene this spring.

Each of the Listening Tour sessions covered new ground, but also brought fresh perspectives to issues raised by members in other parts of the state.

Several themes emerged during the Salem discussions:

  • More connections, stronger network: Now that the chapter encompasses the entire state of Oregon as well as SW Washington, the potential for building new contacts through PRSA has expanded and that presents a new opportunity that members can leverage. Participants said they could take advantage of this benefit with something as simple as having access to a member list that makes it easy to reach out to a peer in another city or can be as deep as giving a member access to one-on-one mentoring with a seasoned pro.
  • High touch and high tech: Members’ discussed the need for technology to increase networking opportunities and to make it possible for members to virtually attend events that aren’t in their local communities. Specific ideas included past president Nicole Miller’s suggestion that PRSA Oregon consider adding a technology chair and past president Sherryll Hoar emphasized the need for helping members master new technical skills.
  • Actionable value: Participants in Salem said that if they need to travel for a chapter event in the future, they want to have a say in the timing and location. The event also has to deliver a concrete value for their careers. “It all comes back to usage of your time,” said Eric Johnson, who is willing to travel from his Lincoln City office for a PRSA Oregon event if it is relevant to his work. He drove for hours to attend a Meet the Media event where he was able to pitch a reporter who covered business on the Oregon Coast for the Portland Business Journal. “If I didn’t get any contacts out of it, or meet anyone, it wouldn’t be a good use of my time.”

With this first round of tour stops complete, the Transition Steering Committee has heard from 50 members (60 people if PRSSA members and students are included) or about 20 percent of membership. In May, the Transition Steering Committee compiled all of the tour findings into a report which will be shared in future PRSA meetings. The tour continues in June to do follow-up visits, as promised.

To ensure the tour is successful, the goal is to attract a strong showing of Portland-area members to a coffee meeting planned for June 20 where the tour findings will be discussed and participants will be asked to engage in program planning for 2018. The tour will also return to Salem and Eugene. For details on those three events, keep an eye on the events calendar in the chapter’s new website.

While the in-person, information-gathering portion of the tour is over, it’s not too late for members to share what’s on their minds. The Listening Tour’s goal was to launch what will be ongoing discussions on how PRSA Oregon can best meet members’ needs. Members can continue to share ideas and feedback by sending an email to with listening@prsaoregon.org.

We’re All Ears: PRSA Statewide Listening Tour Visits Portland

Author: Elisa Williams

Portland members participated in an energetic brainstorming session on March 14 to explore how PRSA Oregon should evolve now that it’s a statewide chapter.

The conversation, moderated by Outreach Committee Co-Chairs Julie Williams, APR, and Siobhan Taylor, focused on two big-picture questions: How are we better as a statewide organization?  What can be done to overcome geographic distance between members?

Collecting input on these and other questions is the goal of the PRSA Oregon Transition Steering Committee’s listening tour that will include discussions in Eugene and Salem in April. By opening up a statewide dialogue to share ideas and vet concerns, leadership will be better equipped to ensure the newly formed chapter is off to a strong start.

Three themes emerged from the Portland discussion:

  • More Access, Knowledge: A statewide chapter provides huge potential for members to be enriched by a more diverse professional network that also includes a presence on college campuses. As one participant put it, members throughout the state are likely dealing with different types of clients and issues that provide learning opportunities.   
  • Active Network: To fully reap the benefits of a statewide professional network, PRSA Oregon will need to create a mix of quality touch points for members to share ideas virtually as well as face-to-face. This discussion, in particular, generated a lot of energy. Participants said they want social events as well as problem-solving opportunities through online forums. There was widespread support for exploring how a pilot of PRSA Oregon leadership’s collaboration on Slack might be expanded to enable members to communicate.
  • Representative Leadership: Finally, there was consensus that members from all parts of Oregon and Southwest Washington, as well as all phases of career development, must continue to be represented in the chapter’s leadership. Ensuring diversity in decision-making has been a priority of the PRSA Oregon board, led by 2017 Chapter President Colby Reade. Reade also chaired the 2016 Nominating Committee which selected leaders to oversee the merger planning and execution.

While they won’t be attending future feedback sessions in person, Portland-area members who participated in the discussion were keen on hearing what others from around the state have to say. By learning from each other about new ways to work, we can “set new standards,” and “advance the profession,” one participant said.  To that end, PRSA Oregon can develop solutions that could be useful for chapters throughout the North Pacific District (spanning from southern California to Alaska) as well as throughout the country.

To learn about future listening tour discussions, look for posts on the PRSA Oregon blog. You may also share your feedback by contacting listening@prsaoregon.org.

Becoming PRSA Oregon Listening Tour Visits Members

As we become PRSA Oregon this year, merging membership from around the state with the majority from Portland, Salem and Eugene chapter hubs, we want to understand your pressing needs and concerns and get to know more of our members.

All spring, we’ve been coming to you! Membership Director Siobhan Taylor and President-Elect Julie Williams, APR, MA, hosted the evening and morning visits and engaging all in a lively discussion.

Our goal: Give members at every stage of their career a chance to speak up about how a statewide chapter can best serve us all.

We visited the former chapter hubs in March/April to hear your thoughts and will be returning in June to share what we learned and our suggested plans for moving forward together as the founding members of PRSA Oregon.

In Eugene and Salem, we hosted a second session the next morning to make sure members with evening commitments aren’t left out. Those events are part of series of stops planned for collecting input and sharing feedback that include:

  • Portland: 3/14, 5:30-7:00 p.m. at Rogue Ales & Brewery
  • Eugene: 4/4, 5:30-7 p.m. @ Falling Sky Pizzeria & Public House in University of Oregon student union
  • Eugene: 4/5, 7:30-9 a.m. at Starbucks in University of Oregon student union
  • Salem: 4/18, 5:30-7 p.m. at Willamette University
  • Portland: 6/20, 7:30-9:00 a.m. at Elephant’s Deli on Corbett
  • Salem: 8/12, 11:00 a.m. – 1:00 p.m. at Willamette University
  • Eugene: 9/16, 10:00-12:30 p.m. at Valley River Inn

We understand that not all of our members live conveniently close to our stops in Portland, Eugene and Salem. A lot of you live in or near Vancouver, Tualatin, Tigard, Beaverton or Hillsboro, to name a few.

If you’d like us to consider a stop in your community this spring, please contact listening@prsaoregon.org to see if we can arrange one!

This event series is free for members and refreshments will be provided. Stay tuned on Twitter and Instagram (@PRSAOregon), Facebook and LinkedIn to learn more specifics about tour stops and about how to register.

Meeting Agenda 09.08.2016

4 p.m. to 5 p.m. PT Thursday, September 8, 2016
Meeting via Skype

Expected participants

John Mitchell, Colby Reade, Jill Peters, Taraneh Fultz, Harvey Gail, Loralyn Spiro

Anticipated meeting outcomes

  • Monitor member engagement, feedback
  • Review member Bylaws voting polling results (to date), alert nominating committee of any unanticipated trends
  • Progress on road map and implementation plan
  • Next steps

Meeting Agenda 08.23.2016

4 p.m. to 5 p.m. PT Tuesday, August 23, 2016
Meeting via Skype

Expected participants

John Mitchell, Colby Reade, Jill Peters, Taraneh Fultz, Harvey Gail, Loralyn Spiro

Anticipated meeting outcomes

  • Monitor member engagement, feedback
  • Review member Bylaws voting polling results (to date), alert nominating committee of any unanticipated trends
  • Progress on roadmap and implementation plan
  • Plan to activate statewide programming subcommittee, which shall recommend statewide structure of professional development programming, including statewide virtual programming options and opportunities, as well as regional in-person programming committees
  • Next steps

Meeting Agenda 08.11.2016

4 p.m. to 5:30 p.m. PT Thursday, August 11, 2016
Meeting via Skype

Expected participants

John Mitchell, Jill Peters, Taraneh Fultz, Harvey Gail, Loralyn Spiro

Anticipated meeting outcomes

  • Prepare for membership vote: Recommended statewide governance structure for all Oregon PRSA members, including but not limited to, Bylaws, pathway to board service, board terms and term limits
  • Provide direction to research subcommittee, which shall discover member perceptions and preferences for statewide programming, regional programming, and engagement (volunteer) opportunities
  • Finalize roadmap and implementation plan
  • Next steps

Meeting Agenda 07.19.2016

4 p.m. to 5:30 p.m. PT Tuesday, July 19, 2016 & Wednesday, July 20, 2016
Meeting via Skype

Expected participants

Taraneh Fultz, Barbara Kerr, John Mitchell, Dave Thompson, and Mara Woloshin (chair)

Anticipated meeting outcomes

  • Compare/contrast Bylaws of the three Chapters in Oregon
  • Provide recommendation of a single, statewide set of Bylaws
  • Give guidance to nominating committee on board structure, eligibility and composition