Publicity / Image Committee (Standing)
Good publicity and good public relations are vital to the growth and development of IAAP. Great care must be taken to present a positive, professional image for both IAAP and the administrative professions. Any undertaking should include a careful examination of its possible publicity value.
Purpose
Publicize the Chapter activities through press releases all media outlets, file the names and addresses of the President and Secretary with the local Chamber of Commerce and the Better Business Bureau and keep such information up to date throughout the year; and shall promote the professional image of administrative professionals in the business community by establishing an avenue of direct communication with management and with non-member administrative professionals.
Time Involvement
5-20 hours per year
Committee Structure (Optimal)
· Committee Chair
· 2-3 Committee Members
Budget
· Refer to the fiscal budget for committee planning purposes.
Skill Building
Attention to detail Business writing
Communication (Written & verbal) Coordination
Decision making Delegating
Follow-through Leadership
Networking Organization
People skills Personal interaction
Planning Project planning
Public speaking Setting & meeting deadlines
Teamwork Thinking outside the box
Guidelines
All IAAP publicity and public relations efforts should be guided by IAAP’s Vision, Mission, and Purpose statements (see Tab 1).
Responsibilities
1. Recommendation: Meet the first part of the fiscal year to determine timelines and delegate responsibilities.
2. Submit meeting details to local newspaper one week prior to monthly meeting.
3. Assist other committees with their publicity needs as requested.
4. Update your Committee binders with pertinent information and bring the binder with you to all Chapter and Board meetings that you attend.
5. Ensure all documentation is in your binder before forwarding the binder to the newly selected committee chair at the transition meeting in July.
6. Attend all Board meetings or provide a report to your Board representative prior to each Board meeting.
a. Dates and location are noted in Tab 1 of this binder.
Timelines
Monthly
· Ten days prior to chapter meeting – Submit meeting details to local papers/media.
· Tenth of each month – Articles/updates due to the Newsletter, Publicity, and Website Committee Chairs, as needed.
· Fourth Monday of each month – Submit your committee report to your Board representative, unless you plan to attend the Board meeting on that Tuesday.
July
· Submit press release about members that passed the May CPS/CAP.
January
· Submit press release about members that passed the November CPS/CAP.
April
· Submit press release about APW events.
June
· 15th – Submit fiscal year-end report to Chapter President.
o Form is located on our website (www.iaap-tulsa.org).
· 30th – All expenses for the fiscal year should have been submitted to the Chapter Treasurer.
July
· Transfer binder to new committee chair at transition meeting.
Tips for Dealing with the Media
Works Cited
Leadership's Guide / auth. Professionals) IAAP (International Association of Administrative. - 2006.
A. The main tool of publicity is the news release. In addition to who, what, when, where, and how information, an effective news release must contain useful, timely information and be no more than two double-spaced pages.
Key in on hot topics, speaker information, and special events; if inviting
people to an event, focus on the “how to” information they would receive by
attending. Include the name of a contact and a phone number, preferably at
the top of the release. Triple check for accuracy. Also include general
information about IAAP.
B. Remember to always treat the media as you would a client. Request politely,
respond in a timely manner, and send a thank you. Be persistent, but do not
pester. In addition to major media, look for community newspapers,
corporate newsletters, cable TV, radio stations, and other media where you
can have more impact.
C. Think quality, not quantity. If you cannot make a quality effort, do nothing.
NEVER invite a media representative to speak for your group if attendance
will be poor. Familiarize yourself with editors’ names and reporters’ bylines.
D. Public relations efforts often are time-consuming and result in little media attention. However, when you finally have a “newsworthy” item, your previous efforts may bear fruit in a cumulative manner.
For publicity ideas, sample news releases, and general public relations advice,
contact the communications manager at headquarters. All units and IAAP
members should also contact the communications manager at headquarters
whenever they are approached by anyone who indicates that they are working
on a project that will result in national or international publicity.
Examples of Publicity Opportunities
Works Cited
Leadership's Guide / auth. Professionals) IAAP (International Association of Administrative. - 2006.
A. Chapter/Division events, programs, seminars, workshops
B. Chapter/Division involvement in community/civic affairs
C. Recognition/Achievements of members/CPS/CAP recipients
D. Future trends/technology/changing administrative roles
E. Responses/editorials against negative administrative stereotypes
F. Advice for students/encouragement to enter administrative professions
G. Membership Recruitment meeting announcements
H. Profiles of employers who offer support for their support staff
I. Anniversaries
J. Election of officers
IV. Administrative Professionals Week
(See the Into the Limelight: Tips and Techniques to Gain Media Coverage and
Build Public Awareness for Your Chapter booklet available on the IAAP
website.) For additional ideas and/or guidance regarding APW, contact the
communications manager at headquarters. Also see the APW/APD section of the
IAAP website for more information, www.iaap-hq.org/APW/APWindex.htm.