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The Society Leaders' BRIEF

Volume 2 Issue 3 - June 2007

Just the Facts

ISA is fortunate to have over 1,200 volunteers working in the various leadership roles available via society units - Sections, Districts, Divisions, Standards - and the society itself. Although dedicated to a particular activity, we are one organization in pursuit of a common objective: serving the membership and industries we represent. To be most effective as a leader, a broad range of information about society happenings is needed. The Society Leaders' BRIEF, a bi-monthly resource, is intended to draw your attention to the facts that can enable and empower your volunteer service.

Recruiting ISA Volunteers

Paul Gruhn, PE, CFSE

Recruiting can be broken down into four tasks:

  1. For each volunteer job description, brainstorm potential people or sources of people having the necessary qualifications. Do this one role at a time!
  2. For each potential source of volunteers, select the most appropriate technique to communicate your message.
  3. Do it! Go out and ask people to volunteer.
  4. Be prepared for applicants to contact you and develop a welcoming system for interviewing, screening, and putting new volunteers to work.

The ability to understand where to find prospective volunteers is at the heart of successful recruitment. In general, there are no rules for where you can (or can't) recruit. It's essentially a given that within ISA we look for volunteers within our membership, but we can easily do the reverse. It may be easier to find qualified and interested candidates who are not members, and then recruit them as both society members and volunteers.

While there are no perfect, right or wrong ways to recruit, it's important to match the technique to the source. Just as one may swear by newsletters, another may swear at them. While some recruitment efforts elicit immediate reaction from volunteers, don't be daunted by an initial lack of response. Recruitment is a process of 'sowing seeds' and takes time.

The most common method of publicity and recruitment within ISA are division and section newsletters. These are not always effective as readers do not feel the message is necessarily directed at them. In order of preference and effectiveness, use the following:

  1. Face-to-face
  2. Telephone
  3. E-mail
  4. List servers (broadcast systems)
  5. Newsletters

Do not waste time and money on unfocused recruitment tools. Concentrate on one volunteer job description at a time. After all, you wouldn't want to join a company that was advertising looking for a President, Financial Director, Sales Manager, Engineering Manager, and Human Resources Manager all at the same time, would you?

When using printed materials, avoid the word 'volunteer' in the headline since it will interfere with getting your message across. Instead, use phrases like 'get involved', or 'become a part of…'. Have a title that grabs the reader's attention. Do not imply that all candidates will be accepted. Instead, ask people to 'apply' or 'call to talk about it'. Be upbeat and stress what the volunteer will get as well as give.

Inviting, Not Pleading

A common, but very poor, message for volunteer recruitment is, "We need help." The truth is, everyone needs help. Whether you're recruiting in person or through written materials, the manner in which you present the invitation to become involved is very important. You're trying to strike a balance between providing enough information to interest a prospective volunteer and furnishing too much data that oversells your case.

Remember that your initial goal is to encourage people to express interest in volunteering. At the recruitment stage, explain only the basics. Be prepared to state or answer the following:

  • Introduce your organization as succinctly and clearly as possible. What do you do? Whom do you serve? What have been your successes? Mention where you're located.
  • Explain how volunteers contribute to the work of the organization. What have volunteers achieved in the past? What kinds of people volunteer?
  • Explain the work that needs to be done and why a volunteer is suited to do it. Go over the main elements of the job description.

Speak to your successes because people like to join enterprises that accomplish something. You want people to self-screen themselves. As clearly - and truthfully - as possible, describe:

  • The tasks that need to be done.
  • The context of the work, or what will be accomplished. Will the person work alone or with others?
  • Time considerations. How long will the tasks take per week or month, and how long of a commitment in terms of duration.
  • Highlight the training you offer, if any.
  • Explain what the ideal qualifications or characteristics would be.
  • Indicate the benefits, both tangible and intangible, the volunteer can expect in return.

Avoid the following:

  • Speaking with forked tongue (i.e., not telling the whole truth and fudging a little to make volunteering sound more appealing).
  • Playing on guilt. You should not have to shame people into volunteering.
  • Asking for a favor. People should want to volunteer because the work itself is worthwhile, not to help you personally. This is connected to playing on guilt.

Recruiting is never asking people to do a favor. Instead, you are offering them an opportunity to do something important and you don't want to see them left out! They should see both a personal and professional benefit in serving. If a candidate seems hesitant, but interested, suggest a way they can 'test the water' by offer a one-time or short-term assignment.

A Continuous Process

Recruitment is a constant, year-round process of keeping ISA's name and its available volunteer opportunities in front of people. Repetition is important for a variety of reasons:

  • Readiness of the prospect. People may not be available when you need them.
  • Changing audiences. People change jobs and may not have heard of your needs.
  • The general value of repetition. Advertising people know that it takes at least three contacts to make an impact.

Don't get too hung up over the details. Sincerity wins out over technique every time.

While you rock on your porch with a cool libation,
ISA ROCKS ON….

Summer suggests a slower tempo, but reality shows that we simply shift to a different season and maintain the same quick pace. ISA training is being held all over the world, staff is selling booth space and getting ready for EXPO in Houston (2-4 October), Divisions continue their symposia, new publications are in development, Standards committees continue to meet and work out just the right wording for a standard or practice, a couple of Districts are developing final plans for their upcoming Leadership Conference, and Sections are transitioning leadership and making plans for the coming 2007-2008 season, though some Sections meet year-round.

There is always something exciting happening at ISA. Some happenings are probably of more interest to you than others, yet it's good to be well informed on a broad range of ISA activity. Having a big-picture view makes you a better informed leader - a better resource for those looking to you for guidance and leadership. Review the items listed on the calendar below to update your awareness.

Mark Your Calendar

Technical Information

Division Symposia are a key information resource for automation professionals. Read about upcoming opportunities at http://www.isa.org/divisionsymposia/schedule.pdf

Wireless Solutions for Manufacturing Automation: Insights for Technology and Business Success - 22 July 2007

Section and District Leaders - District Leadership Conferences (DLC)

Dates and locations are listed online at http://www.isa.org/Content/ContentGroups/MultiUse/2007-DLC-Schedule-Online.doc

Certification

If your section is promoting the ISA Certified Automation Professional® (CAP®), Certified Control Systems Technician® (CCST®) or Certified Industrial Maintenance Mechanic® (CIMM®) at one of your events and you would like some program materials, contact Kristy Becker, CMP, Certification Administrator at (919) 990-9219 or kbecker@isa.org.

All three ISA certification exams will be offered at ISA Expo at Reliant Center in Houston on 4 October, the day after the CAP, CCST, and CIMM review courses are held. Candidates who register for the review course and take the exam at Expo will have the exam application fee waived. You must register for the course and complete an exam application 6 weeks in advance. The deadline for postmarking exam applications to ISA is 23 August 2007.

Monday, 17 September 2007 is the next deadline for applying to take an ISA CAP, CCST, or CIMM exam electronically in Window 3. Completed applications must be postmarked by this date to test in the last window for 2007, 1 November - 31 December 2007.

Standards

Following is the July, August, and September 2007 face-to-face meeting schedule for ISA Standards committees. Contact Charley Robinson, crobinson@isa.org, for more information.

  • July 25-27, ISA-SP100, Wireless Systems for Automation, Vancouver BC.
  • August 14-16, ISA-SP95, Enterprise-Control System Integration, Boston MA.
  • September 17-21, ISA-SP12, Electrical Equipment for Hazardous Locations, Cape Cod MA.

Training

Following is the July 2007 training schedule at ISA regional locations

  • CALIFORNIA

    Los Angeles, CA - Data Train

    • 9-13 July - Installing, Calibrating & Maintaining Electronic Instruments

    Additional Course Details

  • NORTH CAROLINA

    Research Triangle Park, NC - ISA Headquarters

    • 10-12 July - Establishing a Standards-Base Calibration Program
    • 16-18 July - Understanding and Tuning Control Loops
    • 16-18 July - Understanding Electrical Systems
    • 19-20 July - Troubleshooting Instrumentation and Control Systems
    • 19-20 July - Industrial Electronics
    • 24-26 July - Certified Control Systems Technician® (CCST®) Exam Review Course

    Additional Course Details

  • TEXAS

    Houston TX - University of Houston

    • 23-27 July - Installing, Calibrating & Maintaining Electronic Instruments

    Additional Course Details

Please use the links above for more information about these courses or to register, or contact ISA at (919) 549-8411 to speak with one of our training consultants.

Leaders' Fall Meeting (LFM)

Full information about the upcoming LFM in Houston, Texas, 29 September - 3 October, is being posted online at www.isa.org/flm

Council of Society Delegates (CSD)

2 October 2007 - Reliant Center, Houston, Texas - There are noticeable changes happening to the CSD scheduling this year. Note that EVERYTHING happens on the same day - 2 October. District Meetings will precede the CSD. More information will be provided as we move toward 2 October. Right now, make sure that your Section has a Delegate identified and coded in the ISA database.

Opportunity to Contribute

If you would like to suggest or submit for consideration content for the Society Leaders' BRIEF, Laura Crumpler will be happy to hear from you: (919) 990-9232 or lcrumpler@isa.org.