Jive Meetup & User Group (Jive MUG) Resource Kit

    The following is information and materials regarding the Jive Meetup & User Group (Jive MUG) program for the Jive Community.

     

    Meetup vs. User Group:  What's the Difference?

    Most people are familiar with the concept of a User Group, which is a way for people to come together and discuss like-minded topics.  User Groups typically have an established user base, topic structure, and regularly scheduled meetings, and yet those are typically the hardest elements to start and maintain. As such, we have expanded the role of a traditional User Group program to include the concept of a Meetup.

    ... an online social networking portal that facilitates offline group meetings in various localities around the world. Meetup allows members to find and join groups unified by a common interest, such as politics, books, games, movies, health, pets, careers or hobbies - Wikipedia

    Meetups are a great way to start small, and grow a user base as people make their needs known.  Once established, transitioning into a formal User Group is an option that can be exercised, as needed.  In addition, meetups are a great way to complement User Groups by creating opportunities for impromptu conversations between regularly scheduled meetings.

     

    To further outline some of the key differentiators, see the following table:

     

    Meetup User Group
    • Decentralized Organization
    • On-Demand
    • Self Funded
      • exceptions may apply
    • Informal Jive Support
      • Event Promotion
    • Centralized Organization
    • Scheduled
    • Formal Jive Support
      • Event Promotion
      • Product Previews
      • Financial Assistance

    In short, by embracing this broader spectrum of offline user interaction, Jive hopes to enable more opportunities for face-to-face user interaction in an effort to develop longer-lasting social connections.

     

    Reminder:  Meetups and User Groups are NOT mutually exclusive, they can and should co-exist as demand warrants for a given region.  For more information on User Group Guidelines (see below).

     


     

    Getting Started - Meetups

    To get the most out of the Jive Meetup & User Group Program, we recommend that you follow these steps to insure that you are starting out in the right direction:

     

    Find a Group

    • If one does not exist for your region, you can try ones in the surrounding areas, or reach out to the community manager, and request one be created.
      Note:  The community manager will also work with you to find existing Jive Community users in that area to kick start the group.
    • or, For some of the more popular regions, we have created formal User Groups, such as the:

    Getting started in one (or many) of these groups is a great first step!

     

    Introduce Yourself

    • Joining the group is just the first step, sharing with the group why you are looking to connect is essential to spurring conversation and making those first social connections.  In most cases, there is a discussion already started and featured in each group asking people for introductions.  If nothing else, simply follow the norms of the group, or if your not sure, consider sharing the following details: Your Role, Experience, Needs.

     

    Steps for a Successful Meetup

    Meetups are very informal, and setting one up should be just as informal.  Anyone can setup a meetup; however, here are some suggestions on how to possibly get the most out of your meetup:

    • Check your group for an existing meetup in the works.  Talk to the attendees and see if they would be interested in talking about your topic.
      • If so, RSVP for the Event in the Jive Community. (see right)
    • (optional) Start a discussion in your group reaching out to the members about a specific topic, or simply a desire to meet and chat.
      • Note: This is to try and gauge group interest and coordinate possible dates.
    • Create an Event  in your group that defines the time, location, and details of the meetup. (shown right)
      • Note: Be sure to describe yourself, or have a discernible profile picture, so people have a face to recognize.  (see User Profile Best Practices)
    • (optional) Promote the event in a Status Update in the Jive Community to draw attention of other community members
      • Note:  @mention other groups that may be related to the topic or tangential, you may find someone interested. (see Groups for a list)
    • (recommended) After your meetup, share relevant anecdotes or lessons learned from the offline meeting in the group.
      • This will allow the conversation to extend to others who could not attend.

     

    Beyond that, a meetup should first and foremost benefit the people meeting up.  Do not feel obligated to make it more formal because you are following these guidelines.  In fact, the more informal the better.  Let your personality shine.

     

    Note: If there is anything Jive can do assist with your meetup, please reach out to the Jive Community Manager, to inquire about possible assistance. (see Jive Meetup & User Group Assistance Section, below)

     


     

    Getting Started - User Groups

    User Groups are a commitment, and as such, getting one started takes a little bit of work.  Hopefully, you've managed to leverage the Jive Meetup Program (above) to rally an active user base, but once that's done ... what next?  The following checklist suggests how to get started on forming that first User Group:

     

    • Reach out to the Jive Community Manager and request a new User Group in the Jive Community.
      • Invite your people to the new group and formulate User Group norms, such as leadership, meeting frequency, and topics of interest.
        • Note: Ask the Jive Community Manager to mine the community for people in the area to invite.
      • The Jive Community Manager will help you document this in the group.
    • Kelly Carlsted is your Jive Representative!
      • She is your gateway into Jive, and will help you coordinate resources on joint efforts, event promotions, etc...
    • Reach out to other User Groups leaders in the JC and find out what works and what doesn't work.
    • Work with your Jive Sponsor to schedule your first User Group meeting
    • Rinse and Repeat

     

    Jive User Group - Silver - vert.jpg

    Steps for a Successful User Group Meeting

    Organizing a successful User Group meeting, is not always easy.  In fact it can be quite challenging if you've never done it before.  So in an attempt to make your user group meetings as successful as possible, we've put together a check list to help identify some of overlooked aspects of user group management:

    • Gauge interest in the JC, and ask for help from others to pull things together.
      • Everyone wants to be a part of something great!
    • Work with your Group Sponsor (Kelly Carlsted) to see how Jive can assist with your meeting goals.
    • Early notice to Users (When / Where / What)
      • Even earlier notice to Speakers (if applicable)
    • Promote event in JC and coordinate with group sponsor for Jive Promotion (via document not calendar)
      • Promote in other areas, such as LinkedIn, Facebook, and Twitter (where relevant) to get new eyes on the event.
    • Be sure to include Directions and Parking Logistics.  You did think of parking didn't you? =)
    • Set expectations about food and beverage availability (and cost, if applicable)
    • Leave time to socialize and have fun.  Relationships are the biggest take-away from these events!
    • Log Meeting Minutes to the JC User Group for those interested who could not attend.
      • Continue breakout conversations as discussions in the group.  Keep the thoughts alive!
      • Have a sign-in sheet and include meeting attendees with meeting minutes.
        • Not only does this help people remember who they talked to; however, it also allows the Jive Community to award user group attendance badges and points!
    • Request meeting feedback before, during, and after from both attendees and online participants.
      • Listen and incorporate where appropriate.  Learn from your mistakes, thrive on your successes.

     

    User Group Roles & Responsibilities

     

    RoleResponsibilities

    Chair / Co-Chair(s)

    Responsible for maintaining schedule, and are the official representative(s) into Jive.  (required)

    1. Be the liaison between Jive and the UG

    2. Confirm the agenda

    3. Confirms location or works with Jive to host the meeting

    4. If there is no secretary must be the note taker and handle the attendee list

    Secretary

    Takes meeting notes and shares topics discussed with the Jive Community.  Includes attendees list.  (recommended)

    TreasurerOnly needed for well matured User Groups (optional)
    Sponsor / Co-Sponsor(s)

    Sponsors are employees at Jive (typically regionally located) who serve as the contact point into Jive.  Service include:  logistic, presenters, and general partner in user group. (required)

     

    If a Secretary is not available, Sponsors will arrange this duty.

     

    Agenda Format Templates (optional)

    These templates are provided as a starting point for User Groups.  In the end, User Groups formats and sessions should be catered towards audience need, and nothing else; however, in the event the audience need is unclear, these templates are a great starting point.

     

    NameDetails

    Jive Presentations

    Vendor Presentation(s)

    User Presentation(s)

    • Arrive & Socialize (30 mins)
      • Roll Call/Sign In sheet
    • Welcome (15 mins)
      • Ask for a note taker
      • New Comers Introduction
      • Review pertinent information from last meeting
      • Review Agenda for today
    • Jive speaker presents on the topic for the quarter  (45 mins and includes Q&A)
    • Host Customer Showcase (30 mins)
    • Ask a member (also known as Help a Member Out) - brainstorm best practices around a problem (15 mins)
      • Member tips and tricks
    • Wrap Up/Breakouts (30 mins)
    • Feedback/Industry Insights (15 mins)
      • Members have an opportunity to talk to Jive about issues and questions
    • Social Hour/Hacker (1 hour)
      • Enjoy drinks or lunch after a great time learning

    TOTAL TIME: 3-4 hours

    Vendor Presentation(s)

    User Presentation(s)

    • Arrive & Socialize (30 mins)
      • Roll Call/Sign In sheet
    • Welcome (15 mins)
      • Ask for a note taker
      • New Comers Introduction
      • Review pertinent information from last meeting
      • Review Agenda for today
    • Feature Presentation(s) (45 mins and includes Q&A)
      • If Vendor, requires coordination with User Group sponsor to lock-in appropriate Jive resources.
      • Make sure to schedule breaks between long presentations.  Keeps people engaged.
    • Ask a member (also known as Help a Member Out) - brainstorm best practices around a problem (15 mins)
      • Member tips and tricks
    • Wrap Up/Breakouts (30 mins)
    • Feedback/Industry Insights (15 mins)
      • Members have an opportunity to talk to Jive about issues and questions
      • Social Hour/Hacker (1 hour)
        Enjoy drinks or lunch after a great time learning

     

    Recommended Duration: 2.5-3.5 hours (*varies on presentation length and quantity)

    Breakout Sessions
    • Arrive & Socialize (30 mins)
      • Roll Call/Sign In sheet
    • Welcome (15 mins)
      • Ask for a note taker
      • New Comers Introduction
      • Review pertinent information from last meeting
      • Review Agenda for today
    • Session Breakout Rules of Order (10mins)
    • Session Breakouts (45 mins)
    • Session Breakout Recap (10 mins)
    • Ask a member (also known as Help a Member Out) - brainstorm best practices around a problem (15 mins)
      • Member tips and tricks
    • Wrap Up/Breakouts (30 mins)
    • Feedback/Industry Insights (15 mins)
      • Members have an opportunity to talk to Jive about issues and questions
    • Social Hour/Hacker (1 hour)
      • Enjoy drinks or lunch after a great time learning

    Recommended Duration: 2.5-4 hours

    Getting Started
    • Newbie Introductions& Meeting Overview (10 mins)
    • Help a Member Out (40 mins)
      • Note:  Arrange Members With Topics for Discussion Ahead of Time
    • Technology / Partner Spotlight (10 mins)
    • Open Topic Discussion (40 mins)
    • Socialize (1 hour)

    Recommended Duration: 1.5 - 3 hours

     

    Feel free to mix, match, and even create your own format(s) that work for your User Group.

     

    Jive Meetup & User Group Assistance

    To help promote offline meetups and User Groups, Jive has put in the following mechanisms to assist customers:

     

    Assistance TypeMeetupUser Group
    Promotion

    Jive Community

    Marketo Invites

    Jive Community

    Corporate Twitter

    Corporate Facebook

    Marketo Invites

    Financial

    Contact regional sponsor

    for possible funding.

    Event Funding - Up to $500/quarter

    • Refreshments, Room Reservations, ...
    • Contact your group sponsor for other approved expenses

    Funding Requirements:

    • Minimum 20 attendees
    • Minimum 1 Jive representative in attendance
    • Funds available each quarter, and must be used in that quarter.

     

    If you have other ideas on how Jive can assist making your meeting successful, please reach out to your Jive sponsor or the community manager.

     

    Note: User Group Co-Chairs who maintain regular meetings (minimum 2) of 20+ attendees, or more, will become eligible for the Jive Champions program. (Rules & Restrictions may apply)

     


     

    Frequently Asked Questions (FAQ)

     

    How to include remote users who cannot attend?

    Assuming Internet is available, there are numerous technologies one can use for FREE to bridge the physical distance.  Some examples include:

    • Skype - Offers peer to peer video/whiteboard/screenshare.
    • join.me - Quick and easy Screen Share
    • UStream - Video Broadcasting
    • GoToMeeting - Online Meeting (Free Trial, up to 15 users)

     

    How do I become a chair of an existing User Group?

    User Group chair(s) are very important, as they are responsible for being the groups voice back to Jive and help drive the group's relevant conversations forward.  If this interests you, reach out to the existing chairs and the group sponsor and express interest.  In most cases, chair(s) are offered to those who organize at least 1 User Group meeting.