IoIC Network Volunteers

This group is for IoIC volunteers involved in networks

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Thank you for being an IoIC volunteer, helping our members and our profession develop & prosper. This community page is designed to give you all the information you need to help you in your volunteering role.

Our volunteers play a vital role in our success, providing valuable activities, resources, and input into our work as an Institute.  We are owned by our members and as a not-for-profit organisation our volunteers help us reach our goals, deliver great membership experiences and influence the future of internal communication.

The bigger our community, the bigger our impact. 

This group is for IoIC volunteers involved in networks - regional or career stage.

 

Network Structures and Roles

Network Structures - Network Leads

Responsible for network overall:
  • Set out the vision and agenda of the network and ensure details of the committee are shared with HQ to publicise the network and receive relevant communications
  • Regular posting and respond to all queries in the relevant area(s) of the IoIC Community
  • The liaison between HQ and their committee
  • Leads must be shown to be active in their network with activity every quarter
  • Attendance (if available) to HQ/Board update sessions and any activities and policies are shared with their committee
  • Where relevant, vacancies for Network Leads will be advertised across the IoIC’s channels, and any potential Lead may be subject to an informal interview

Network Structures - Network Subcommittee

‘Report’ to the Lead, taking ownership for elements of the group e.g events/blogs

  • All members of committee must be IoIC members
  • Meetings – it would be expected the Chair and subcommittee would hold planning meetings, letting HQ and then members of the network know the outcome/how they can be involved e.g. book onto a event, blog writing

Network Structures - network members

  • Encouraged to take part in IoIC initiatives and suggest their own via the dedicated online network space
  • Encouraged to share their findings/outcomes/ideas with the wider IoIC Community through their dedicated online network space
  • Not a volunteer role
Role of a network lead

What does it mean to be a Network Lead?

We hope you’ll get a great deal from your volunteering experience. Some of the benefits our volunteers tell us they get from working with us are:

  • An increased personal network of like-minded individuals
  • Career development and CPD - see how many points you earn for being a volunteer
  • A higher profile within IoIC and the wider profession
  • An opportunity to contribute to the IC agenda and the development of the profession
  • First sight of key strategies and activities before other members
  • The opportunity to learn skills outside of the ‘day job’
  • Having fun!

What we ask of you

Here is an idea of what we expect from our Network Leads:

  • All Network Leads should be an active member of IoIC
  • We anticipate that you’ll spend an average of  1-2 hours per week on IoIC activities – obviously this will vary according to what events or activities are going on
  • You’ll lead the network in arranging a programme of activities. We expect each network to be responsible for at least 4 activities per year - these don’t just have to be events, they can be blogs, guides, website pages, case studies
  • Regular posting and respond to all queries in the relevant area(s) of the IoIC Community
  • Help in promoting your area’s activities throughout your networks
  • Promotion of IoIC membership to non-members (information on membership is available on the website and you will find slides to display at events within this group)

Work with your committee:

  • You will lead your network to deliver activities for IC people within the network
  • You should keep your committee up to date with the latest from HQ and encourage them to keep themselves up to date with IoIC activities
  • Ensure HQ know who the committee is, so they can be kept informed and added to the group pages -  forms are on this page
  • Plan network event activities (in person or online) and liaise with HQ on the details, ensuring governance policies are adhered to for uploading on the network and event pages
  • Liaise with any speakers and/or guests to brief on the content
  • Ensure online events are recorded (where format allows) to share on the network pages
  • Draft blogs to reflect on activities and update network members on activities in dedicated group
  • Create any potential resources (dependent on the network) based on inputs from network, i.e., guides/top tips/case studies, share with HQ for final approval

IoIC Community pages:

  • Ensure your Network’s website and communtity pages are kept up to date and share your latest news with HQ for sharing in IoIC’s regular communication channels
  • Provide any updates on the dedicated group to include meetings outcomes, and relevant discussion documents
  • Generate and respond to any comments/discussions within their group pages on the website – if you are unsure how to respond or would like any guidance please speak to the HQ team

How we will connect and communicate with Network leads?

Each Network Lead will be given access to their dedicated online community to collaborate with members who have joined their network (see here) and other volunteers/networks (you are in it!).

The HQ team will also have access to this space and share relevant information, policy documentation and support the work of the networks, such as: content plans; marketing materials; IoIC branded templates; Expense Claim form; Pricing Policies; Budget Planners; Current promotions; Badge and/or Banners to put on social media. These can all be found in the resources and events sections of this group.

 

The role of a committee member

What does it mean to be a Network Committee Member?

We hope you’ll get a great deal from your volunteering experience. Some of the benefits our volunteers tell us they get from working with us are:

  • An increased personal network of like-minded individuals
  • Career development and CPD - see how many points you earn for being a volunteer
  • A higher profile within IoIC and the wider profession
  • An opportunity to contribute to the IC agenda and the development of the profession
  • First sight of key strategies and activities before other members
  • The opportunity to learn skills outside of the ‘day job’
  • Having fun!

What we ask of you

Below is an idea of what we expect from our committee members:

  • All committee members should be an active member of IoIC (we can arrange discounted membership)
  • We anticipate that you’ll spend an average of  1-2 hours per week on IoIC activities – obviously this will vary according to what events or activities are going on
  • Promotion of IoIC membership to non-members (information on membership is available on the website and you will find slides to display at events within this group)

Working with the Network Lead and other committee members:

  • Help in arranging a programme of events and activities in your network.  We expect each area to organize at least four per year - these don’t just have to be events, they can be blogs, guides, website pages, case studies
  • Plan network event activities (in person or online) and liaise with HQ on the details, ensuring governance policies are adhered to for uploading on the network and event pages
  • Liaise with any speakers and/or guests to brief on the content of activities
  • Ensure online events are recorded (where format allows) to share on the network pages
  • Draft blogs to reflect on activities and update network members on activities in dedicated group
  • Create any potential resources (dependent on the network) based on inputs from network, i.e., guides/top tips/case studies, share with HQ for final approval

IoIC Community pages:

  • Provide any updates on the dedicated group to include meetings outcomes, and relevant discussion documents
  • Generate and respond to online discussions - – if you are unsure how to respond or would like any guidance please speak to the HQ team
  • Update any related dedicated external social media platforms i.e., Twitter or LinkedIn

 

Network Governance

Network Governance - We require all volunteers to abide by the following governance

It is essential  that our networks are run on the basis of good governance to protect the IoIC and the interests of our members. It is part of our constitution as a professional body and also enables us all to moved forward with clarity and shared goals.

We require all volunteers to abide by the following governance:

  • All volunteers and network members must be members of the IoIC
  • Require networks to ensure a minimum level of activity on a quarterly basis, should a network become dormant after 12 months discussions will be had with Network Lead to determine the way forward
  • For network events there will be a nominal charge for non-members to attend
  • For in person events no venue costs are to be incurred, however HQ will allocate each network an annual budget for any refreshments/speakers a budget planner form, which you can find in the resources section, must be completed prior to this spend being committed
  • All dates for any event must be checked with HQ first to ensure no clashes are made, an event planner form can be found in the resources section
  • Under no circumstances can IoIC funds be committed without prior PO approval, should this occur then, under the governance rules, Network Leads and committee members may be subject to dismissal
  • Should a network wish to run a large-scale commercial event, i.e. incurs costs and subsequent charging model, a budget planner form must be completed prior to this spend being committed or a date advertised
    • HQ must be involved at the initial planning stage for the organisation of all large-scale network events (those that have a financial commitment and need planned marketing) to ensure the message is consistent, the event fits with the tone and expectation of IoIC events, health and safety is followed and the monetising of events is maximised from ticket sales and/or membership conversion – Networks may still have autonomy on speakers, sourcing venues

Planning and Financial Process

  1. Scheduling your event date – ensure you liaise with HQ to ensure that your proposed dates do not clash with other IoIC activity
  2. Please give HQ as much notice as possible of your events to allow for marketing to our members and non-members.
  3. Complete budget planner if necessary. Any payments must be authorised by Events, Networks & Awards Manager/Chief Exec/Board in advance.
  4. Agreement to be reached with venue – if permission is given for a high value event, all contracts and documentation should be forwarded to Events, Networks & Awards Manager.  Any contracts need to be between venue/supplier and IoIC (with Chief Exec as signatory).
  5. All invoices, expense claims and other requests for payment, relating to a event, to be sent to Events, Networks & Awards Manager in the first instance

Payment to be made on standard 30 day terms unless specifically requested otherwise by the venue/other supplier  

 

Running Events

Running events on behalf of the IoIC

We know most of our volunteers will have organized events before, but each organisation does things slightly differently, so we want to be sure all volunteers feel prepared and confident when running an event on behalf of the IoIC.

Prior to the event

  1. Please check the IoIC website to ensure that your proposed date does not clash with any other activity
  2. Complete the event planner form to inform HQ of your event - please give HQ as much notice as possible of your events to allow for marketing to our members and non-members
  3. If your event may incur costs, the budget planner section of the event form must be completed before any spend is committed and prior to the event being advertised*
  4. HQ will review form and come back to you to confirm event – usually the event will be advertised on the website and across social media, but this may vary for conferences and social events. Network Leads/Committees are responsible for advertising meet-ups on their group pages
  5. HQ will manage the booking process, keeping the event booker updated on numbers
  6. If permission is given for a conference, all contracts and documentation should be forwarded to Events, Networks & Awards Manager.  Any contracts need to be between venue/supplier and IoIC (with Chief Exec as signatory)

Day of the event

  1. Usually, booking will be kept open until 5.30pm the day before (in person events) and 2 hours before (online events) – HQ will send a list of names to the event booker prior to the event
  2. For an in-person event there must be a person overall responsible for the event, who will:
    • Manage the health and safety – explaining to people fire exits and procedures
    • Mark an attendance list of all those there, for both fire purposes and so the IoIC can report event attendance
    • Usually ‘chair’ or host the event e.g. welcoming people
  3. For online events, HQ will open the Zoom (due to the booking on the website, the Events zoom needs to be used) and then usually pass hosting to the person overall responsible for the event, who will:
    • Mark an attendance list of all those there so the IoIC can report event attendance
    • Usually ‘chair’ or host the event e.g. welcoming people, facilitation Q&A
    • End the Zoom

After the event

  1. List of attendees is to be sent to HQ
  2. All invoices, expense claims and other requests for payment, relating to an event, to be sent to HQ
  3. Consider the outcome of the event – could a short blog be produced, are the attendees expecting any follow-up e.g. slides – HQ will send any follow-up emails
If you have any queries please email [email protected].

 

Forms - events and adding/removing members

Event Planning form

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Adding a committee member to the Network (to be completed by Network Leads only)

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Tell us if a committee member is no longer part of a Network (to be completed by Network Leads only)

Please log in to access this form.

 

 

Thank you for volunteering as part of the IoIC Networks, it is a really important role and helps us to ensure that we support IC professionals from different areas, sectors and at different stages in their careers. We glad to have you on board at what is an exciting time for our profession.