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Technical Directors Resource Center

Important resources, templates, timelines and other information for Technical Directors serving on the SPE International Board

Index

Committees

Page 12

Technical Discipline

Page 20

Role & Responsibilities

Page 6

Updated 26 May 2022

Welcome to the Technical Director Resource Center

This resource center is to help you in establishing and managing your Advisory Committee and well as providing you resources that you can refer to throughout your term.

Technical Staff Contact

Top tips to keep in mind:

• Your term is only three years, so establish reasonable goals and outcomes.

• Primary objective is to identify gaps in content for the discipline and help to fill those gaps

• SPE Staff are your partners, provide historical context and help you navigate the organization.

Chad Timken Technical Programs Manager

INFO

Ways that SPE Staffcan help you and your committee be successful:

• Serve as a primary point of contact for any questions or concerns

• Be the go-to SPE staff person for helping you navigate SPE's structure, governance, programs and content channels

• Assist with Advisory Committee management
• Setting up, maintianing and managing your committee

• Hosting Committee meetings
• Advising on agenda topics

• Ensure collaboration and reduce duplication of effort among:
• Other SPE programs and/or offices
• Technical Advisory Committees
• Technical Sections

Role & Responsibilities

• YOUR ROLE
• YOUR RESPONSIBILITIES
• 3 YEAR PLAN
• COMMUNICATION METHODS
• AVENUES FOR CONTENT
• DATA AVAILABLE TO YOU
• DATES TO REMEMBER

Your Role

As a member of the SPE International Board, Technical Directors have a broad scope of responsibilities including setting the strategic direction of SPE.

Technical Directors’ primary function is to identify content gaps and suggest technical programming.

• Suggest coverage of topics via different delivery methods (Virtual and In-Person Events, Workshops and Publications)
• Encourage new programs that are important to the discipline
• Provide counsel to volunteer committee leaders as appropriate
• Propose candidates to participate in content development (committee volunteers, SMEs and/or speakers)
• Provide guidance and support to the techincal sections.

The TD role is not intended to approve or manage all content developed within a disciplineVolunteer member groups should have ownership and some autonomy over the content they create.

Your Responsibilities

So where do you go from here? Below are a few things to help get you moving in the right direction.

• Develop a 3-year plan
• Establish an advisory committee, appoint leads for key activities, and host regular meetings
• Establish a nomination committee to solicit award nominations (International/Regional)
• Identify topics and SMEs for Webinars, Workshops, Forums, Conferences, and Publications
• Deliberate on issues raised in technical communities and technical sections

• Evaluate new technical section establishment proposals
• Monitor Technical Reports

3 year plan

The keys to a successful term is establishing attainable and concise goals to reach as many members of SPE as possible.

• Identify ONE or TWO strategic objectives to focus on
• What initiatives/activities should we stop doing to make room for new ones?
• Be practical and realistic
• Consider ROI, percentage of membership impacted, level of priority in comparison to other initiatives, and limitations on resources (Volunteers and monetary)
• Create a prioritized list of activities that could to be addressed later
• Appoint advisory committee members who will lead activities

• Map out routine activities

• Determine how many advisory committee meetings will be required to achieve your goals (i.e., bi-monthly, quarterly, twice per year)

Communications Methods

There are several ways in which the Technical Director can communicate to the members, including:

• SPE Live Sessions

• Technical Community Discussion Board
• Real-time, two-way communication
• Does not require staff support

• Technical Discipline webpages on spe.org
• Static communication
• Direct readers to the Technical Community for more information

• Monthly Member Emails Goes to all Members - personalized content by region and discipline
• TDs and RDs can include short messages
• Deadlines and content ideas in following slides
• JPT articles - Secure space in advance with Editor
• SPE Social Media

SPEI Social Media Channels

Technical Directors who are active on social media are encouraged to engage and tag SPEI channels as well as use the #WeAreSPE hashtag.

LinkedIn

YouTube

Facebook

Twitter

Instagram

Avenues for SPE Content

You and your committee have a variety of ways to educate, inform and expand knowledge to SPE members about key topics in your discipline and the industry. Below are a some examples:

• Video and Streaming
• SPE Live, Webinars, & "how-to" videos
• In-Person or Virtual Presentations and Events
• Workshops, section presnetations & DL series
• Publications and Written Content
• Magazine articles, PertoWiki & SPE Connect

SPE Staff can assist you in choosing the best avenue and direct you to the appropriate SPE content person.

See full SPE Content options

Data Available to TDs

• Membership Builder - Each TD has for his/her discipline and for the Technical Sections within their discipline
• Technical Section Officer Rosters – available in Membership Builder (see above)
• Global Membership Demographics – Interactive Dashboard - All Board members
• Technical Section Annual Reports - in TD Team

• SPE Connect Engagement Reports – in TD Team
• Webinar Lists and Attendance Reports – available on demand
• Upcoming Events List and Heatmap – provided quarterly in TD pre-read prior to each board meeting
• Upcoming Online Education– provided quarterly in TD pre-read prior to each board meeting
• Upcoming SPE Live schedule – provided monthly at All-TDs meeting

• Award Statistics – provided annually in June to full board

• Social media Statistics – annually presented to the board
• Annual Membership Reports by Region – provided in April to full board
• Readership Statistics for online journals – by request

Important Dates To Remember

As TD, it is important that you are mindful of the BOD meeting schedule and nomination deadlines so that your discipline is represented.

Board of Directors Meetings:

• January
• April
• July
• September/October*

Nomination Due Dates:

• 15 Feb/1 Mar – Intl/Reg Award Nominations Due

• 15 Mar – DL Nominations Due
• April/May – Standing Committee Nominations Due
• July – Standing Committee Nominations Approved

• July – Award Recipients approved
• Mid-December – BOD Nominations Due

*held in conjunction with ATCE

Committees

• ADVISORY Committee

• Standing Committee Appointments

• Key Technical Committees

• Major Event Programming Committee

Advisory Committee Selection

As the Technical Director of your discipline you will need to select SPE members to join your committee. Below are a few thinging to consider while doing that:

• All AC members need to have an active and meaningful role.
• Most committees work best with a diverse mix of members from the industry in all respects.
• A balance of Academia and Industry
• SPE is global, make sure the committee has diverse representation from as many regions as possible.
• Propose candidates to participate in content development (committee volunteers, SMEs and/or speakers).
• Size should be large enough so the committee is not overwhelmed, but not so big that members are not utilized

Advisory Committee Selection

People you may wish to include

People you want to include

• DLs currently on tour in your discipline
• Select past Award recipients
• Leads for any discipline specific initiatives and other items on your “Things To Do” list (ex: SRMS)
• SMEs in certain strategic topical areas
• Technical Section Coordinator (Optional)
• YP or Grad student to volunteer and help with committee administration (Meeting appointments, notes, roster, etc.)

• Key representatives from discipline specific recurring events
• Programming committee reps for discipline specific tracks of recurring events (ATCE Specialty Coordinator)
• Technical Section Chairs
• Technical Community Champions
• Discipline representative from the DL committee
• Representative from the Forum Series committee

Advisory Committee

Advisory committees are groups of people with expertise in your technical discipline that can provide input and assist you in fulfilling your SPE obligations. Examples of advisory committee activities:

• Lead special initiatives and/or activities for specific programs

• Identify/Vet topics and recommend SMEs for events or publications
• Be a sounding board for ideas
• Encourage participation in the technical communities
• Monitor and guide technical section activities – Coordinate and encourage collaboration
• Promote the nomination of qualified candidates for SPE’s technical awards
• Communicate with Members in the Discipline
• Promote SPE discipline related activities across personal networks

The committee is your team, so delegating the activities to your advisory committee members enables you accomplish more.

Technical Section Coordinator

This is an optional role if you have multiple Technical Sections that fall under you discpline.

Role Description-Advise Discipline Related Technical Sections on:

• Serve as an advisor to help drive/ facilitate development of each technical section and where appropriate, help create cross sectional coordination.
• Best practices to achieve their defined purpose.
• Sharing effective practices from one technical section to another.
• Ensuring the scope of the ‘specific technical topic’ of each technical section corresponds with the other technical sections, avoiding uncoordinated overlap and remaining focused on a topic of high interest to SPE members.
• Coordinate Development a strategic view of the Technical Discipline to guide technical sections to meet future needs

Considerations when having an Advisory Committee meeting

• Is the Meeting Necessary
• Make sure that the meeting has purpose and the member's time is valued.
• Ask the AC members, if they have items to share or that need discussion before scheduling a meeting.
• Insure the Meeting is Productive
• Avoid having sub-committees give updates if not necessary.

• Ask your participants questions and listen to their opinions.
• Encourage Participation
• Make sure everyone has a role and a vested interest in the committee
• Add variety and avoid having the same members speak every meeting.

• Keep the Meeting Short
• The meeting should be no longer than necessary.

Annual Standing Committee Appointments

Board member recommendations are not automatically accepted for a variety of reasons such as:

• Limitation on number of open positions
• Requirement for geographic or technical diversity
• Recommended member ineligible according to committee structure
• Obligation to include new/unknown volunteers

Note: If you feel strongly about a recommendation, speak with the staff liaison and/or the Chair of the Board Committee responsible for the Standing Committee at the beginning of the process.

Link to all Standing Committees

Additional Standing Committee Representation

In addition to recommending members to committees, you will also have direct involvement with the committees below:

• Award Selection Subcommittees - TDs serve as ex-officio (non-voting) members of each award selection subcommittee within his/her discipline
• JPT and SPEJ Chairs (or other representative) are invited to one of the All-TD meetings each year
• DL - Each TD will appoint one official representative to the DL Committee to represent the needs of the discipline and serve as a liaison between the DL and TD Advisory Committee
• OGRC and SRMS – Reservoir TD recommended to join OGRC/SRMS meetings and OGRC/SRMS Chair recommended to join RAC meetings

All standing committees provide written annual reports as a pre-read to the September/October board meeting. Staff can provide updates on demand about other activities occurring in the discipline.

Major Event Programming Committees

Discipline Specific Event Discussions in Advisory Committees (ACs)

Event, webinar, and SPE Live schedules

ATCE – Specialty coordinators (SCs)

Multi-disciplinary Event Discussions in full TD Meeting

• Identified in September/October for each discipline
• Attend ATCE Programming Committee meetings and TD Advisory Committee meetings
• Share information between the two committees

• Drilling Conference
• TD picks rep to attend Drilling AC
• HSE Conference
• TD picks rep and to attend HSES AC

• Schedules available on demand through staff
• Pre-read for each board meeting.

• Forum Series
• HFTC
• IPTC
• OTC SPE Subcommittee
• URTeC

Technical Discipline

• Technical Membership

• Technical Sections

Technical Membership

Membership Breakdown

As a Technical Director it is important to: -Understand the trends in the membership data -Support the society's efforts to increase membership and engage members within the discipline.

Technical Discipline membership data can be obtained through membership builder. Technical Support staff can assist accessing the data and providing customized reports as needed.

Technical Sections

Technical Sections are part of your Discipline, yet are independent groups. Your role is to work with them and provide guidance.

• Technical Section Operations Manual
• Technical Activities Manager – Greg Hickey: ghickey@spe.org – staff lead
• Technical Section Annual Health Check
• Hosted Website with discussion board and event registration system
• Technical Section Email System* – to ensure GDPR compliance
• Online Annual Report submission
• Online Officer Roster submission*
• Twice Annual Officer Orientation-Listen to this
• Training Videos and more resources added regularly

*accessible only by technical section officers