December 2004 — Exclusive
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Creating and Facilitating a Handheld Users Group
Next Steps
The next item of business was to create a logo. My partner in crime created our logo in color so that it looked more appealing. Then I created a template on which to include the Agenda, Alerts! (Web addresses and contact information for items discussed and demonstrated in the meetings) and Notes, a blank area in case anyone wanted to jot anything down. I also created Q-Cards, which are question cards to hand out at the meetings. The Q-Cards are worded: "If you have a question about handhelds, please write it on this card and turn it in during the meetings. We will answer your question at the next meeting. If you are wondering about it, chances are good that someone else is also." In addition, I've found that sign-in sheets are a good idea for these meetings. I created one in Adobe PageMaker with the date of the meeting at the top of the sheet so that it can be changed each month. Reminding all group members to sign in is necessary so that there is no need to take a headcount. Data is then available to show which months are better attended than others.
Adding Incentives
Since it is always necessary to market professional development, Oakland Schools is fortunate to have a weekly electronic employee newsletter. An announcement is included in the newsletter indicating that our group is open to all levels of handheld users, the date and time of a meeting, as well as listing some of the agenda items. RSVPs are requested because it gives us some idea of how many people will be attending. There are always people who will not RSVP yet attend, and there are always people who do RSVP but, for various reasons, don't show up for the meeting. However, a ballpark headcount gives us an idea of how many agendas and handouts are needed, as well as how much food to bring.
An e-mail distribution list is also extremely helpful for marketing and reminding people about upcoming meetings. We started with several people who were interested in attending such a group and added names from the sign-in sheet for each meeting. This built up the distribution list to a much larger group. If anyone shows the slightest bit of interest, they are immediately added to the list.
As for door prizes, I check out the local electronics stores for great sales. Some handheld software is on sale for less than $3 a piece. I purchase many of these myself, while I have also had some friends and family members provide some similar items. I generally give out some software and maybe a stylus pen or T-shirt. There are also usually two or three door prizes per meeting. I created tickets for these prizes in PageMaker, but you could always use the perforated roll of tickets that is available at any office supply store. The most important point to remember here is that there is no cost to Oakland Schools for any of our foods or supplies.
Another tip, which I have not been completely successful with so far, is to ask a software door prize winner to demonstrate the application at a future meeting. I believe someone will take me up on that offer someday.
