1 How to Start a Local User Group... and Keep It Going!

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How to Start a Local User Group...and Keep It Going!

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Agenda

User group purpose ISUG structure Creation of a user group Formalization of a user group User group maintenance

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User Group Purpose Provide mechanism for sharing

common experiences Technology and knowledge

transfer– Case studies/experiences– Tools (Sybase and 3rd party)– User created utilities

Direct link to Sybase Influence product direction

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International Sybase User Group (ISUG)

Independently incorporated entity ISUG Mission

– Establish a communication network amongst Sybase, Inc. users and Sybase management

– Provide a strong advocate for user issues– Institute a forum for users to influence future directions of

all Sybase, Inc. products– Maintain an effective channel for Sybase to communicate

important information to users

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ISUG Entity-Relationship Diagram

ISUG

LocalUserGroup

HASMANY

RegionalUserGroup

HASMANY

1

m 1 m

SpecialInterestGroup

HASMANY

1

m

EuropeNorth AmericaJapanAsia/PacificLatin America

Sybase DatabasePowerBuilderAny Sybase, Inc. Product

Internet Mailing ListsMeetings at Conferences

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Regional User Groups (RUGs)

Defined on geographical boundaries Provide communication mechanism

between local user groups and ISUG Structure of RUG varies by region

– North America is subdivided into 5 smaller regions

– Europe has elected officers at the RUG level

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Regional User Groups (RUGs)– Europe– North America– Virtual User Groups/SIGs

RUG Director is a member of ISUG Board of Directors

New regions will form where there is interest and demand, run by committee

RUGs (continued)

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Local User Groups (LUGs) Established on a geographic location Users within a small geographic location (1 to 2

hours travel) Self-governing, independent organizations ISUG does not mandate the organization or

structure of a LUG Chartered LUG status granted if 60% of a LUG’s

membership, mailing list, or average meeting size are ISUG members

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Chartered LUG Benefits

The Sybase User Group Formation and Operations Guide

Access to Sybase Speakers Bureau Interaction with other LUGs

– Presentation/Newsletter ideas and samples

– Meeting advice (such as “how to run a vendor fair”)

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Chartered LUG Benefits (continued)

ISUG Technical Journal 1 Free User Conference Registration 1 Free Advertisement in the ISUG

Technical Journal or Assistance with 1 Mailing

New Benefits Continually being Developed

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Special Interest Groups (SIGs)

SIG Director is member of ISUG Board of Directors

Electronic Forums SIGs utilized in Enhancement Requests

Process Meetings held at conferences

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Initial Steps ofUser Group Creation

Identify other dedicated users– Assist in identifying interested members– Organize initial meeting

Coordinate an organizational meeting Plan in detail the first meeting

– Agenda– Location– Date/time

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Contact Sybase Contact Aline Martin (User Group Marketing) at

[email protected] or 925-236-7525 Contact local Sybase account manager(s)

– May provide contact names of potential members– May send mailing to customer base announcing initial

meeting– May arrange for or provide the first meeting site,

speakers, and refreshments

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Advertise Initial Meeting Bulk Mailings Post agenda on Internet

– Sybase-L listserv– comp.databases.sybase– Sybase, Inc. sponsored newsgroups

(www.sybase.com) ISUG will post meeting announcement on web

site Notify local newspaper with press release

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Formalization

Establish timetable for ratifying the organizing committee– Elect officers (President, V.P., Treasurer, Secretary,

etc.)– Elect a steering committee or board of directors

Organize Committees– Bylaws– Enhancements– Communications/Newsletter

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First Meeting Feature one prominent speaker in order to draw

users Invite local Sybase office staff Allow time for user interaction

– Have each members introduce themselves and their involvement with Sybase products

– Provide breaks which allow users to interact– Encourage questions

Survey users in order to identify topics of interest

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Determine Membership Qualifications

Organizing committee or group members determine the membership qualifications

Some qualifications may include– Sybase license holders– Individuals associated with Sybase licenses– Sybase employees– 3rd party vendors– Software consultants– Employment recruiters

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Incorporation

Process varies by state and country Provides members a limited liability Provides centralized management Clarifies the duties of officers/directors Corporation will require by-laws Filing of tax return probably required Consult local insurance broker

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Meeting Frequency

Determined by members Most LUGs meet quarterly or monthly May meet more frequently as group

becomes more organized Some SIGs have only electronic forums

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Meeting Sites

User sites Vendor sites Sybase offices Hotels and meeting centers Universities

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Finances

Finances required vary by group 2 main cost items

– meeting sites– newsletter/mailing costs

Ways to minimize cost include– Conduct meetings at user sites– Utilize email and web sites to announce

meetings and publish newsletters

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Finances (continued)

Alternatives for member provided funding– Collect annual membership fees– Collect meeting attendance fees

Alternatives for non-member funding– Allow vendors to sponsor meetings and

mailings– Sell advertisements in newsletter/mailing– Sell advertisements on web site

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Presentation Ideas

Other LUG newsletters and agendas ISUG Technical Journal Speakers Bureau ISUG Conference presentations

– Utilize Speakers Bureau benefit– Identify local presenters

Solicit ideas from members on an individual basis

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User Group Maintenance Delegate responsibilities!!! Continually recruit new volunteers Incorporate new activities

– Panel discussion– Exhibit hall

Discuss new products and technologies (e.g. internet or application servers)

Establish meeting dates and locations in advance (maybe for entire year)

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Delegate, delegate, delegate, delegate!!!!No task is too small to delegateResponsibilities that can be delegated

–Phone calls–Vendor presentations–User presentations–Newsletter editor–Newsletter mailings

YOU DON’T HAVETO DO IT ALL!

– Advertisements– Exhibit hall– Formatting agenda– Membership– Sybase contact

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Summary

ISUG structure allows for independent local user groups for all Sybase, Inc. products

User group organization and maintenance is the same no matter which Sybase, Inc. products are discussed

ISUG can assist in creation of any user group Each user group has its own personality and structure

(ISUG does not mandate any structure) Key factor in success is the group of dedicated

organizers

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Read More About It

User Group Formation & Operations Guide