Address by Executive Director Don Bretthauer, CAE

2006 International Convention and Education Forum

International Association of Administrative Professionals

Reno, Nevada, August 8, 2006

Delegates, Alternates, Past International Presidents, International Officers, Division and Chapter Officers and Members of IAAP,

It is a pleasure to provide my fifth IAAP Executive Directors report here in Reno. 

Each year seems to be more exciting with new developments and initiatives. After my address to you today, International President Enlow will provide you with the highlights of this year's accomplishments and there are many. 

I will try to focus my remarks on the headquarters operation and provide an update on a few initiatives.  A large part of my presentation will focus on some of the technological improvements we are making at headquarters. While this may not seem exciting to you now-- just wait. 

We will also be talking about technology in the general session presentation on Wednesday when International President Enlow and I provide you with an overview of our new Strategic Plan. In addition, you will learn more from International Treasurer Shamali tomorrow about the financial status of IAAP.  Therefore, I will only touch on this briefly. We broke even on our financials this year, with a slight loss when the Research and Educational Foundation is combined with the primary IAAP financials.  The year-end financial situation improved by more than $45,000 as compared to last fiscal year.  However, our association has less than 25 percent of one year's annual operating budget in financial reserves. And while we are not broke, per se, we should try to increase that amount to protect against a sudden downturn in revenues that could be caused by any number of events.  Most association guidelines recommend a 50 percent reserve when compared to one year's operating budget and no less than 25 percent. I will not plead with everyone regarding tomorrow's proposed dues increase vote, but will say your International Board of Directors has asked you to consider this proposal.  They did so with forethought and a complete vision of where this association is going and what our needs are today and what it is going to take to accomplish our new strategic plan.  I want to give you just one example of how the availability of funds can support our strategic initiatives.  

At their pre-convention meeting, your International Board approved a new Cooperative Marketing Program.  This program will allow Divisions and chapters to apply for and once approved, receive IAAP marketing materials to be used to exhibit at external trade shows or to conduct outreach to corporations and businesses within their area.

These types of efforts directly support the new IAAP Strategic Plan. Divisions will be asked to coordinate the requests with their chapters when possible to strategically target their outreach to employers. This first year, a total of $10,000 has been appropriated for this program. Details will be provided at the Post Convention Leadership Workshop on Friday.  

The board approved this additional budget item for this year trusting that the delegates would support the future direction of this great organization and support this year's dues increase proposal.  The International Board and staff feel there has been a very real and positive momentum built up over the past few years as the association is making progress and I think everyone would like to see that momentum continue into the future.

You may have noticed that we included a note in your attendee packet that explained that IAAP would not be publishing a hard copy annual report this year. Many organizations are going to online annual reports to save fund. This year's annual report will be available to download in the “Members’ Place” section of the IAAP website shortly after the convention. The nearly $4000 saved on this publication will be used to help cover part of the additional budget outlay for the cooperative marketing program I just discussed.  While it is good to document the successes of the past, it is better to apply resources for efforts focused on the future.

IAAP also had a great year for membership growth and chapter development. I firmly believe that this growth is a direct reflection of the entire volunteer leadership of IAAP. Every one of you sitting in the front of this assembly and a good deal many others here had a part in generating the success we have experienced this year. 

This marked the first full year that IAAP published OfficePro magazine in-house. If not for recording expense for advertising sales that were sold by the former publisher last fiscal year, OfficePro would have made a profit for the first time in many, many years. And, hopefully, we will show a profit next year. This is a vast improvement over the past where the magazine showed a loss of more than $100,000 in some years. In the last few years, the R&E helped subsidize the expense of OfficePro by $32,000 each year.  In the 2005-2006 year, OfficePro received no R&E support.  We also published the first Executive Edition within this budget.  In addition to these savings, combined mailings with OfficePro saved both the association and the Retirement Trust Foundation thousands of dollars in postage expense.  The International Board's decision to bring OfficePro in house has paid big dividends and benefited all three of IAAP's entities including the R&E and the RTF.

I would like to thank our sponsors including our convention sponsors and those companies who purchase our marketing packages. This year's convention sponsors are: OfficeTeam, Microsoft, Avery Dennison and Ajilon. In addition, our marketing package sponsors are ACCO/Swingline, Esselte, Fellowes, Office Dynamics, Boston Market, Boise, Booz Allen Hamilton, Corporate Express, Lufthansa, Mead Westvaco, OfficeMax, and UniKeep. Thanks to all these sponsors for their support of IAAP and I encourage you to support them as well and thank them at the Office Expo.

Last year I spoke to you about a revitalization of the Research and Educational Foundation and a proposed program called the IAAP Learning Network. Many may be asking, “What happened to that effort and why haven't we heard more?” To be honest, that effort has been put on hold for at least one year as we are in the developmental stages of a new Web-based Community software program that will change the way we do business as an association. This software will provide the framework for the IAAP Learning Network. The platform programs that have enabled this software development were not even available during this time last year, just to show you how fast technology advances.

I want to take some time to talk about technology and how technology is rapidly changing the way associations are serving members. As you may know, the Internet is constantly evolving and has moved into a new phase recently called Web 2.0 which is also known as the social web. I don't want to get bogged down into technical jargon because, to be honest, I won't know what I am talking about. However, the basic premise of Web 2.0, as I know it, is that users participate and every individual has the opportunity to add content and value rather than just reading and downloading information. Given how IAAP members like to participate, this sounds like an approach all of us will utilize and benefit from.

Seeing these changes and opportunities, IAAP headquarters embarked on creating a Web-based Community software program that I mentioned earlier - a program that will change the way IAAP communicates - from top to bottom. Imagine a web site at your chapter level where the site is as easy to update as a word document. - We are developing the program to make this possible.

Imagine a web community where IAAP members have a  secured area at the chapter, division and international levels with one log-in -- We are developing such a web site hosting system that will allow this to happen.

Imagine if IAAP could push important information down from the international level and it would automatically be updated on your chapter sites -- Headquarters is developing a connected web based system to enable this type of direct feed information and communication.

Imagine if you could automatically send an email to a potential member who had visited your website and provided IAAP with contact information -- We are developing a system that would create this opportunity.

Imagine if headquarters and other leaders could communicate important information to you within this web community without taking up your company's email storage -- This new system will allow for you to communicate with each other and for headquarters, divisions and chapter leaders to communicate with members.

This web-based community will also depend on your participation to be successful. You will help create resource lists that assist other administrative professionals. If you have a particular expertise, you may be asked to moderate a learning channel or create a blog. The great thing about emerging technology is that there are always new and exciting things to learn and you can become an expert in a specific area and help so many others. 

As administrative professionals, you are a key position to learn and share the latest technological applications and IAAP wants to help you take advantage of that position. This web-based community software will take networking to another level and will enable the sharing of information in many different ways. However, what may be even more important is that headquarters is focusing our future efforts in turning that information into knowledge through learning applications.  I also want you to know that the software is not a static program but additional features will be added in the future. A Beta version of the Web-based community software program will be available for viewing at the Office Expo here in Reno. We are in the final development stages at this point and will be testing the software utilizing a few chapters over the next few weeks.  Once the testing is complete, we will announce the availability to all Chapters and Divisions.

Once again, this has been a very successful year at IAAP.  I want to thank all members who volunteered their time and talents to contribute to this success. I would also like to thank the staff team at IAAP Headquarters. Our staff team works in tandem with the International Board and the volunteer leaders at the Division and Chapter levels to move things forward and to provide members with the services and benefits they expect from their dues dollars. I think because of the interaction between dedicated volunteers and dedicated staff, that a unique relationship has been established over the years. I believe that the passion for the profession and for creating greater opportunities and recognition for administrative professionals have molded this bond between volunteer leaders and staff. We all realize there may be times when there is not total agreement or consensus but we shall always resolve all challenges under the backdrop of why IAAP exists: 

to focus on serving career-minded admins and to turn jobs into careers for Administrative Professionals.  I believe that vision provides a foundation for success that is unshakable and ever lasting.

One thing that is certain to be long lasting is the impression that this year's International President, Kay E. Enlow CPS/CAP has made on our organization.  From her first meeting with the staff, a President-Elect planning meeting that took place in January 2005, Kay has shown her unbridled enthusiasm for her opportunity to serve IAAP in its highest position. Kay had a very clear picture of how she wanted to approach this past year. Working with Kay was truly like working with a partner, as each of us would provide expertise and recommendations at different times and on different issues.  There are some very serious decisions that need to be made each year during an International President's term and this year was no exception. With each challenge, Kay saw an opportunity to lead and she did just that. 

With each potential conflict Kay provided leadership to reach a resolution to assure a satisfactory and fair outcome.  Every year, I learn things from the International President that I continue to use in my capacity as Executive Director.  Given the challenges of this year and the overwhelming success, I learned a great deal from a great leader.  Kay thank you for your contributions to IAAP and your support of the headquarters staff this past year. 

I would also like to thank the entire IAAP International Board for their leadership. This year has required an entire team effort in meeting challenges and pursuing progress and this year's board has once again demonstrated their sincere commitment and passion through their actions.

So I say to those of us who have gathered in Reno, stand tall and be proud of your accomplishments. Take a chance at this convention and meet someone who you don't know to broaden your horizons.  Take advantage of the educational offerings that will bring value back to your employer and assist you in your position. Learn and laugh, as those are ingredients that guarantee success. 

Thank you for your attendance here today and this week.