Drafting Our Dream Team

Author: Julie Williams, APR, 2018 President-Elect

As I was committing to the presidency last July I had to think about the whole experience: what the merger would be like, how 2018 fit into vision 2020, and especially who I’d work with on the board.

Back then my first thought was pretty typical – recruiting my friends.

As we started validating the Service Draft idea as a new recruitment model for the Nominating Committee and getting traction last fall, I knew we were heading in the right, new direction though the significance didn’t quite hit me yet.

The revelation has slowly revealed itself this year.

New Perspective

We default to our friends, to those who are well known to us, because there’s trust. There’s shared values. There’s accountability. There’s respect. There’s care.

All things that grow through relationship.

I used to think it was necessary to cultivate these relationships personally – one by one.

Now I see that these relationship bonds do not rely on me personally, but can exist with the community. In this case, the PRSA Oregon community of members.

I trust the community. We have shared values. I feel accountable to the community. I respect the community. I care deeply about the community.

And I see now, that it doesn’t matter who I work with or whether I know them in order to do joyful, fulfilling, valuable work together that delivers results.

It’s not about who’s compatible with me, it’s about us all being compatible with what we’re trying to achieve.

If we all have matching levels of commitment, honor our needs, offer the best we can and share grace with each other, our work is achievable, mutually beneficial and fun.

Growing Community From Within

This new way is about building something together, not architecting it. Building teams that work, together.

We may be strangers to start and we might work very differently and we may occasionally get frustrated but we will grow into a team that takes care of us all.

Perhaps this is how everybody on our leadership team and in our committees already looks at their roles. My guess is many still see it the way I did – working with/for their friends and/or for themselves.

Heading into our Service Draft where we’ll draft 35 talented colleagues from our membership pool into roles that will help them grow professionally while helping our community and profession grow, the anticipation is ripe.

I expect that by the end of 2018, I’ll have a lot more friends in our community than I could have made on my own.

Now, I feel more eager than ever before to see who we’ll discover, who will lean in, who’s journey is in sync with ours as we grow PRSA Oregon into a fully engaged chapter for every member next year.

Transition Steering Committee Report: May

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

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 Eugene

Author: Maritza Rendon

To facilitate the transition to PRSA Oregon, chapter officers are visiting the Eugene/Springfield and Salem communities to meet with current and prospective members to hear their needs, concerns and ideas.  

On April 4 and 5, Oregon Chapter President-Elect Julie Williams, APR, and Membership Director Siobhan Taylor visited Eugene for morning and evening listening tour sessions. A mix of current and prospective members attended the sessions, including several past presidents of the Greater Oregon Chapter, based out of Eugene.

Prospective members including myself as current PRSSA President (and also a PRSA Oregon Transition Steering Committee member) and many Univeristy of Oregon (UO)  PRSSA members, participated. We were joined by students from Allen Hall Public Relations (AHPR), the student-run agency at the UO School of Journalism and Communications. AHPR is also the current agency of record for PRSA Oregon and as part of its work for PRSA Oregon, the students provided social media coverage of the event.

In the evening session, a group of PR practitioners and aspiring professionals gathered at Falling Sky Brewery in Erb Memorial Student Union to discuss the merger, voice their concerns and ask questions. The next morning another group gathered, also on the University of Oregon campus, to offer more professionals and students an opportunity to be heard. The PRSA leaders asked for feedback on the same questions at all of the listening tour stops. There were especially engaged discussions on “what are the strengths and weaknesses of being a statewide organization?”

Several themes emerged from the Eugene discussion:

  • Accessibility Opportunities, Challenges: Janice Bohman, APR, commented that one benefit of a statewide chapter was “more opportunities for involvement, [such as] access to more resources like the Spotlight Awards to connect and participate.” However, Jim Barlow expressed that “it is going to be more challenging to connect at an individual level.” Recurring points raised in the discussion included the value and power of connections, with a desire to continue face-to-face interactions.
  • Experienced Guidance, Mentorship: Another topic of conversation mentioned by several attendees was mentorship and the value of mentorship programs. Jennifer Winters shared that when she was working to obtain her Accreditation in Public Relations (APR) several mentors helped her through the process. Similarly, Bohman mentioned that when she entered the world of public relations during a career change, the local chapter was important to her because it provided a way for her to relationships and take part in support groups. Soon-to-be UO grads mentioned that mentorship and a buddy system would be helpful in the transition to the professional world and would make attending PRSA events less intimidating and more inviting.

As a prospective PRSA member, I appreciated the warm, welcoming and invested culture that was set by chapter leaders. Knowing that, as a young professional, I will have access to resources that will aid my learning and growth was motivating. But, most importantly, seeing first-hand that the value of connections will only continue to grow in a professional setting through PRSA was inspiring.

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

 

Transition Steering Committee Report: March

Planning Hones in on 2017 Priorities

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

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
  • Salem: 4/19, 7:30-9 a.m. at Willamette University
  • Eugene: 6/3
  • Portland: 6/10
  • Salem: 6/17

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.

Transition Steering Committee Report: January – February

PRSA Oregon Merger in Full Swing

If you’ve ever worked at a startup or started a family, you know that the first year is mostly about learning and making decisions to build a foundation for the future.

As of Jan. 1, 2017, the three local PRSA chapters in Oregon and Southwest Washington merged to form the PRSA Oregon Chapter, known nationally as the “Greater Oregon Chapter,” for the time being. Now we are busy creating a new and truly unified 501c6 nonprofit organization that serves the needs of all its members.

Steering Decisions and Direction

To get work under way, a 12-member Transition Steering Committee was appointed to develop an action plan. Led by 2018 PRSA Oregon President-Elect Julie Williams (me!), the committee includes board members with oversight of transition-related activities along with representatives who have institutional knowledge. Most important, this group also reflects the diversity of the combined chapters’ membership, both in terms of geography and the stages of their careers. A number of volunteers have also stepped up to help. (If you want to get involved, drop a line to volunteer@prsaoregon.org.)

Transition Team

The Transition Steering Committee includes:

  • Treasurer Dave Thompson, APR, who oversees chapter finances and accounting;
  • Secretary Tracey Lam, APR,  who handles operations, including policies and procedures;
  • Communications Director Beverly Brooks, who is in charge of rebranding and communications channels;
  • Web Strategist David Pan, who is guiding the new website; and,
  • Membership Director Siobhan Taylor, who leads member outreach including the upcoming Becoming PRSA Oregon listening tour.

Joining them on the team are the three chapters’ Immediate-Past Presidents, Jill Peters, Loralyn Spiro and Mark Mohammadpour, APR; John Mitchell, APR, Fellow, as a representative from last year’s Statewide Governance Committee (and 2017 Assembly Delegate); University of Oregon PRSSA President Maritza Rendon; and Student Affairs Director Megan Donaldson (2016 New Professional Award of Excellence recipient) to represent the transition from college to the profession.

transition-plan

The 2017 Transition Steering Committee meets monthly to discuss topics and provide guidance on transition-related activities as outlined in the Transition action plan.

First Quarter Momentum

In January and February, the team began rebranding our social channels, Twitter, Instagram and Facebook, as well as this newsletter. It outlined an interim Policies & Procedures manual, designed a listening tour to hear from current members (kicking off March 14 in Portland), started building the new website (hopefully fully launched by the Communicators Conference in May) and initiated 2016 tax preparation (for three organizations – yikes!). And that’s just a few of the many projects in progress that are important to the 2017 board’s overarching goals of streamlining operations, supporting recent college graduates and retaining our members.

Ensuring a smooth transition is also a priority for the board, but we’re realistic that some unexpected stuff will likely come up. We appreciate everyone’s patience as we get organized and hope to hear from you in person at a listening tour event.

Stay in the Loop

We promise to keep you up to date on progress through the newsletter and blog. And, we encourage you to keep us in the loop! Please email us at listening@prsaoregon.org with questions or any kinks you discover. We may take a few days to respond while we determine who can help, but we so appreciate the extra eyes and ears!

Yours,
Julie

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