1. Submit updated board information to IABC International and the Pacific Plains Region.

Be sure that IABC headquarters and the Pacific Plains Region have your up-to-date board information so that your leadership team has full access to the IABC Leader Centre and other leadership resources. You’ll need to provide this information both to HQ and PPR separately.

• IABC HQ: Email your board roster to Leader_Centre@iabc.com.
• PPR: Email your board information to info@iabcppr.com or to your designated Chapter Advocate.

2. Welcome your board & schedule a board kickoff/planning meeting.

3. Get signatures changed on your chapter’s bank account(s).

4. Connect with your PPR Chapter Advocate.

• Determine your vision for your chapter. What do you want to achieve during your term, and what does success look like? You have to believe it to get buy-in and inspire your board to go above and beyond the call of duty. Even if you have a clear vision in your own mind, it’s helpful see what your fellow board members envision to increase engagement and build consensus. 
• At your board kick-off, define measurable goals that will achieve your collective vision. Make sure those goals are realistic and meet your chapter’s needs. Choose a few main goals that you think the board can actually achieve. Then focus on those goals. As a volunteer board, time is precious, and the year will go far more quickly than you’d like. However, don’t discard your “wish list.” Once you’ve achieved your primary goals, use those items to supplement the value your chapter provides its members.
• For ideas of what has worked for other chapters, from strategy to tactics, read some of the winning Chapter Management Awards (CMA).

• Determine your vision for your chapter. What do you want to achieve during your term, and what does success look like? You have to believe it to get buy-in and inspire your board to go above and beyond the call of duty. Even if you have a clear vision in your own mind, it’s helpful see what your fellow board members envision to increase engagement and build consensus. 
• At your board kick-off, define measurable goals that will achieve your collective vision. Make sure those goals are realistic and meet your chapter’s needs. Choose a few main goals that you think the board can actually achieve. Then focus on those goals. As a volunteer board, time is precious, and the year will go far more quickly than you’d like. However, don’t discard your “wish list.” Once you’ve achieved your primary goals, use those items to supplement the value your chapter provides its members.
• For ideas of what has worked for other chapters, from strategy to tactics, read some of the winning Chapter Management Awards (CMA).

Planning for board meetings:

• Schedule monthly board meetings and set attendance requirements (e.g. VPs: mandatory; Directors: optional)
• Set expectations for those meetings (e.g. board reports due 48 hours in advance; each VP to provide an update)
• Send a reminder two days before board reports are due and ask for any additional agenda items.
• Distribute board pack and agenda at least two hours before the meeting. Include a recommended amount of time to be spent on each agenda item.
• If your board is not able to meet in person, consider using virtual meeting software (Skype, Google Hangouts, Zoom) to conduct your meeting and help facilitate board connections.

At the board meetings:

• Ensure there is a quorum before voting.
• Take notes if the VP of Administration can’t make it, or designate another board member.
• Move the meeting along quickly, sticking to the times you established on the agenda. Sometimes a discussion can be handled offline or will need to be tabled for a future meeting. If a topic that isn’t on the agenda comes up, give credit where it’s due for the good idea but ask if it can be handled at the next meeting.
• Confirm that people are clear on their action items at the end of the meeting.
• Get meeting minutes out quickly so that people remember their action items.
• Other tips:
  • Remind board members to keep an eye out for potential new board members, and discuss who might make a good member of the team. Succession planning is an ongoing process.
  • Make it fun. If you are able to meet in person, hold one or two board meetings per year at a happy hour venue for additional networking.

Between board meetings:

• Plan a monthly date for a call with your chapter advocate. Consider including your President-elect and Past President. A good time to schedule is before your board meetings so you can update your board on items discussed with your Chapter Advocate.
• Listen to or join in on monthly International Leader call/Leadership Institute session.
• Write a brief President’s column for the newsletter/website. 
• Make sure that board members follow up with potential new members and volunteers. 

Recognize & reward

• Thank your board members often and sincerely. Be specific.
• Consider a volunteer of the month/year award to recognize exceptional contributions.
• If chapter finances allow, send high-performing/high-potential board members to Leadership Institute and/or the PPR Chapter Leader meetings. This can go a long way in helping with succession planning.
• Plan a year-end celebration for your board, and send a thank you note to each board member.

As chapter leaders, you and your board have access to the Leader Centre and Leader Portal (you must  log into this section). Leader Centre includes many resources for managing a chapter. Leader Portal allows access to your chapter’s membership information in a variety of reports.

To access: In the right side of the footer at IABC.com, click Leader Centre. 

Function-specific resources

• Board development
• Membership
• Events/professional development
• Finance
• Governance
• Sponsorship
• Mentoring

In-person events:

• Ask board members if there are any announcements.
• Write your script.
• Your Professional Development/Events VP and Secretary/Admin should do the heavy lifting on the following items, but you may want to make sure the ball isn’t dropped:
  • Make sure someone is available to check people in.
  • Check to see that the name tags and check-in list will be done.
  • Start checking the headcount a week before the event to see if you need further marketing efforts.
  • Give the headcount to the venue.
  • Make sure there is a screen, projector and microphone if needed.
  • Remind board members to sit at different tables, to greet people and to connect them with other attendees.
  • Keep your eyes and ears open at the meetings for potential new members or volunteers and connect them with the VP of Membership.
  • Near the end of the year, negotiate a new contract with the venue if required.

Virtual events:

• Similar to in-person events but:
  • Arrange to hold event over a virtual platform (Zoom, for instance).
  • Rehearse event, especially presentations, videos or other technology, in advance.

Chapter leaders are invited to attend regional chapter leader development events and meetings that offer relationship-building and knowledge-sharing opportunities. Watch for more information from PPR.

For in-person meetings, stipends may be available to help each chapter defray travel and lodging expenses for designees. When available, PPR will provide instructions for submitting reimbursement claims.

• Note: PPR checks are mailed from PPR’s bank in a nondescript self-mailer. These checks must be cashed within 60 days of issue or they are void.
• Scholarships may also be available for Leadership Institute and/or World Conference. Chapter Advocates will provide information about scholarships and deadlines.
• Connect with other IABC chapter leaders: IABC Chapter Leaders LinkedIn Group.
• Follow IABC PPR on Twitter and Facebook.

You may decide to contribute to IABC on the regional level. Members of the PPR Board are chosen for their skills, experience and dedication to fostering excellence in chapter management and professional communication. They are aided by a network of committees whose members plan, execute and maintain crucial region activities, including the Silver Quill Awards program, professional development, member-at-large outreach, and communications and social media.

The benefits of volunteering as an IABC PPR Board member include the opportunity to make decisions that support the health of PPR chapters and affect the future of the profession and IABC. Leaders report they develop both personally and professionally, becoming more valuable to their organizations or clients through their leadership, exposure to professional content and enhanced networking.

IABC members located within the Pacific Plains Region are eligible for board service. To self-nominate, submit a nominee statement form and board composition analysis grid, a current resume or curriculum vitae, a list of IABC or other relevant volunteer service, and a brief statement of why you want to join the PPR board and what strengths you offer the region.