Effective User Groups, Part 2

Following up on Part 1 of my tips for organizing and maintaining effective user groups, this post will cover the physical and virtual spaces that support great interaction.

Meeting Locations

Where you host your meetings is probably the biggest variable in the equation for an effective user group. There’s no perfect answer because you must find the best balance of function, space, and cost that meets your needs. I’ll offer my own experiences for your evaluation.

Offices

Probably the most common place to start a user group is at the leader’s office. If you have a large enough conference room or even a lobby space with plenty of stacking/folding chairs, this might be all you need. Sometimes it’s fun to rotate locations of a user group meeting to various participating companies. The main drawback is the number of people you can pack into a space. Meetings can get disrupted when attendees are standing or sitting on the floor (yes, I’ve had that experience!)

Issues: Building security, space set up & clean up, limited number of attendees

Hotels

The DC Revit Users Group meets at a beautiful space atop the Key Bridge Marriott in Arlington. I’ve done some research in the past into meeting spaces in New York City and the cost may be $1,000 – $2,000 per event.

Issues: Cost

Showrooms

These kinds of spaces are likely only available in major metropolitan centers, but they are an interesting option. Product manufacturers like Steelcase may have showrooms in your region that can be utilized for group functions. In NYC, I’ve attended events at Steelcase, The Gunlocke Company, Haefele, and the McGraw Hill Auditorium. I’ve never organized a meeting at a showroom, so I can’t speak to the costs involved.

Issues: Cost?

Restaurants

Why not mix learning and networking with some food? I’ve attended a few user group meetings held at restaurants over the years. One of the early NYC Revit User Group meetings was held at a bar which was actually an old bank. Our ‘private meeting room’ was actually the old vault and I recall giving a presentation where the ‘screen’ was actually a backdrop of safe deposit boxes! The Ontario RUG used to meet at a restaurant called Alice Fazooli’s. This was fun because they had a large dedicated space and the food was great.

Issues: Cost, A/V equipment

Academic Institutions

Our group was really fortunate to connect with Pratt Institute and use their lecture space on a monthly basis. For two years, we were able to utilize this space without cost because they enjoy the exposure for Pratt’s continuing & professional studies programs in the building. Recently we were asked to provide insurance coverage for our meetings and yet again, an interested company came to the rescue to provide this contribution as a group sponsor. More on this to come in Part 3…

Personally, I think an academic location is the best option because it seems that it is the most mutually beneficial solution. You can bring potential students in and they can provide a space well-suited to learning events. So reach out to your local university or technical college and see if they are willing to share some space.

Group Websites

Now that we’ve covered the physical space, let’s talk about virtual space. As I mentioned in Part 1, there are so many free social tools available on the web today that can support groups. When we got the NYC RUG started in 2006, Google Groups was a pretty good option. This free service is still around, but its functionality is somewhat limited. You can create custom pages, upload files and manage members – but that’s about it. I’d keep an eye on Google+ and see how it evolves.

In addition to an Internet home for your group, you should also think about how you want to handle events. In the past I used Evite.com to manage events while we were on Google Groups. It’s a free service and does a nice job handling RSVP’s and automated reminders; however, it wasn’t integrated with the group website, so I had to manage two member databases.

Facebook seems to have highly functional group tools where you can create and manage events, have discussions, post links, photos and videos. It’s all free, but you have to be a Facebook user to join a group. Some people like to keep their personal interactions on Facebook, so they may not want to mix business-related stuff there. Also, some offices may even block access to social sites like Facebook. LinkedIn has groups as well, but I haven’t found them as easy to use as FB.

The NYC Revit Users Group uses a site called Meetup.com. It’s a paid service ($45 every three months), but our members seem to really appreciate the functionality. It has discussion boards, file/photo uploads, topic suggestions, and it’s event management is great. Automated email reminders, dues collection (if applicable), name tags, sign-in sheet, and more.

I’ve only discussed a few web-based group platforms here, but there are so many more out there. Do some homework, look at other group sites and pick one that suits your taste such as Ning.

Effective User Groups, Part 1

I’ve been thinking about sharing my user group experiences for some time now and an email came in asking me about just such information. (How do you approach businesses or individuals to attend and then speak at the meetings? How do secure sponsors for venues and food? How do you deal with topics specifically geared towards a particular discipline without losing the rest of your members?…) Needless to say, I am taking the initiative to write about the evolution of the New York City Revit Users Group.

In a series of posts, I’ll discuss the following topics:

• Getting a group started
• Organizing topics and speakers
• Meeting locations
• Group websites
• Sponsors
• A/V technology

I hope you will find my opinions interesting and I welcome comments about your experiences.

Getting a Group Started

There’s quite a bit of a story leading up to April 2006 that I now realize will have to be yet another series of posts on my journey with BIM. That said, I was 2 years into implementing Revit on World Trade Center Tower One at SOM and each of the New York area Autodesk resellers were starting to ramp up their own Revit user groups. As I recall, there were at least two – maybe three – separate groups and they all wanted me to speak at their events at one time or another. I thought, "there has to be a better way.”

Lesson #1: By the people, for the people

Users don’t need to sell anything. There…I said it. I have the utmost respect for the VAR’s (value-added resellers) and trainers with whom I’ve collaborated in my career, but (in my opinion) they don’t have that grassroots, real world, in the trenches, battle-scarred approach to the tools. Whether a VAR has an agenda or not, I frequently get that feeling when I attend a VAR-organized user group. We’ll talk more about sponsorship later…

The first step in creating a successful user group is finding some local people in your industry who share the same passion. Look at your current or most recent project team, consultants, contractors…did you make some new friends as you worked through the last all-night deadline? Get together for lunch a few times and you might have the seedlings for a user group!

Back in 2006, we didn’t have Twitter or Facebook, so getting the word out about new user groups was either by word of mouth or mass e-mailings (but you had to know your recipients first!). And websites were pretty expensive back then…if GoDaddy.com was around, you sure couldn’t buy a site for $9.99 and be up and running in a matter of minutes.

Today, you can create a group presence for free on Facebook with just about everything you’d need to get a group going. More on technology in a forthcoming post…

Lesson #2: Maintain regular meetings

Research has shown that the leading cause of user group death is apathy. OK, that’s my own observation, but I’ve seen it happen. Even if you just get together and have a roundtable discussion about BIM standards, it’s still a meeting and your attendees will come to expect the next regularly scheduled meeting.

Organizing Speakers and Topics

So, what’s the magic formula for finding interesting speakers and topics? Sorry, there isn’t one. In the early days, we did two things: spoke about our own experiences; and had VAR trainers give how-to lectures. The best advice I can give to new organizers is to network, network, and then network some more. I’ve met so many people at events like Autodesk University and those connections inevitably lead to memorable guest appearances for our group.

Lesson #3: Get help

We have been conducting regular monthly meetings for almost 5 years and with over 770 registered members, we only recently have achieved 10 volunteers on our advisory board. The overwhelming majority of user group attendees just want to receive content – not participate in creating the content. The best thing our group did was to assign vice presidents (those who were the most active and available to co-organize the meetings), and create an advisory board of members who just wanted to help contribute topic ideas and perhaps suggest some contact connections for guest speakers. The burden shouldn’t rest squarely on one person.

Lesson #4: Lock in dates for guests early

When you are speaking to potential guest speakers, try to get them to commit to a date far in advance. They may not know what their schedules look like two months or more ahead, but they will know when they have agreed to present at your group.

Stay tuned for Part 2 of this series, coming soon…

New books in the new year

I hope everyone is having a good holiday, getting rested, and recuperating from a lot of fun. We, on the other hand, are using some holiday slow time to work through some new changes to Mastering Revit and Revit Essentials for the new year. Some exciting stuff!

I wanted to drop a quick note and tell you to follow us on Facebook (or keep checking the blog) as we’re soon going to be doing some give aways for the new year.

Happy Holidays!

Last Minute Gift Idea

Whether you’re celebrating Christmas or Hanukkah this time of year, consider this for the architect or designer in your life…

Both Mastering Revit Architecture 2012 and Revit Architecture 2012 Essentials are still on sale from most online retailers and in your local book store. They are also available in the iTunes Store (Mastering/Essentials) and on Amazon for the Kindle (Mastering/Essentials). There are some really great prices available now…(check out Mastering on iTunes!)

‘Mastering’ is the perennial best seller that takes the casual Revit user above and beyond the basics into Jedi status. This is much more than a ‘picks and clicks’ book – it includes so much insight into the reasons and workflows for using various tools and settings.

‘Essentials’ is a new venture for the Mastering author team. It is designed for an academic or training environment and is targeted for beginners who have had little or no experience with Revit. Each chapter contains detailed step-by-step exercises that can be used in 90 minute lessons. Various chapters can be combined to create a customized 3-day training program to get yourself, your students, or your employees up to speed with Revit Architecture.

Protect the fluffy kittens

Have you ever been frustrated when people say "ATM machine" or "department of redundancy department?" I feel your pain. Since the building industry has adopted the acronym BIM, it has generated a new phenomenon…the "BIM model." If you’re reading this and thinking to yourself, ‘hey, what’s wrong with that?’ then perhaps you mean to say ‘building information model model?’ Some of my friends and colleagues have suggested that saying ‘BIM model’ implies the verb interpretation of BIM so you get ‘building information modeling model,’ but I think that’s a thin argument.

In an attempt to relieve some of our pain and mental anguish, some of us have taken to social media channels to clarify this sampling of techno-speak. John Tocci, Jr (@tocci2) tweeted: "Every time someone says ‘BIM model’ a fluffy kitten dies.’ Being a big fan of dramatic statements as a vehicle to get a point across, I shared this theory during my presentation at the Washington, DC BIMForum and it seems to have gone viral. Check out the hashtag #fluffy_kittens.

The ‘fluffy kitten’ theory has even expanded beyond the borders of ‘BIM model’ into the realm of Levels of Development or LOD. Jim Bedrick now evokes the kitten theory when someone refers to an ‘LOD### model.’ This will be a full topic I’ll discuss in a future post, but let’s just say Jim gets equally upset with this as he does with ‘BIM model!’ Other folks such as Dan Russell from Sundt Construction prefer to apply a more positive spin to the kitten theory. Instead of ‘killing kittens,’ Dan says that every time someone says ‘BIM model,’ a coyote gets lunch!

Now, before you go out to the next BIM conference and start heckling the speaker by meowing every time he or she says…that phrase…let me explain a better solution to the problem. As an involved member of the National BIM Standard-US project committee, I have been a staunch supporter of the definition of standard terminology for industry BIM uses. Although BIM uses, workflows and information exchanges have been under specific development by buildingSMART international for quite some time, definitions were published in Penn State University’s BIM Execution Planning Guidelines (bim.psu.edu). Without describing this effort in too much detail in this post, I encourage you to become familiar with these definitions.

Instead of abusing the redundant term ‘BIM model,’ perhaps we could start using some of the following terms:

• Design Authoring model
• Energy Analysis model
• Existing Conditions model
• 3D Coordination model:
• Discipline Design Model
• Aggregated Design Model
• Trade Fabrication Model
• Aggregated Fabrication Model

Of course, the industry is gradually starting to look at model servers to support collaboration and information exchange, so these ‘model’ terms may be short-lived. In the meantime, do the world a favor and help protect our fuzzy, little feline friends…don’t say ‘BIM model.’

Making More $$$ in Tough Times – AB2340

PDF Download: http://tinyurl.com/bsoyp2l

iPad Download: http://tinyurl.com/87d8w39

Please enjoy and feel free to leave comments.

Up, Up and Away

Calling All Abstracts!

Great Location:

EVERGREEN MARRIOTT CONFERENCE RESORT
STONE MOUNTAIN, GEORGIA

Dates:

THURSDAY 28 – SATURDAY 30 JUNE, 2012

Abstracts Due:

WEDNESDAY 30th NOVEMBER 2011

Links to Abstract Submission:

HERE

One More Thing (™)

Viva Las Vegas!

Have you guys seen this!!??

3Dconnexion is offering a trip to Autodesk University in Las Vegas on Nov. 29 through Dec. 1. This includes airfare, accommodations and a SpacePilot PRO 3D mouse! But you have to register by midnight PDT on November 7, 2011.

To enter this drawing, please complete fill out the brief form over at 3Dconnexion.

Link here.

The winner will be contacted by email or phone on November 8, 2011 and will have 3 days to claim prize.

And if you get to go to AU 2011 compliments of 3Dconnexion via the link on this blog, you hereby agree to share the goodness by offering to have a drink with James, Eddy and Phil. Okay – this last paragraph is not found in the official terms and conditions of 3Dconnexion’s offer, which can be found over here.