From modernising membership applications to taking secretariat services from paper-based to digital. A case study of how Dot-The-Eye’s solutions helped grow INCOSE UK’s membership from 300 to over 1,600 members.

Client Overview

INCOSE UK is a professional association dedicated to advancing the field of Systems Engineering (SE) in the UK.

Client Needs

In 2008, INCOSE UK approached Dot-The-Eye with a proposition to manage their secretariat. For over a decade, their Secretariat services had been managed by an administrator who was now retiring. With the society's membership growing from under a hundred to just over 300 during that time, INCOSE UK sought a transition to manage their secretariat.

Service Engagement

Dot-The-Eye embraced the challenge and committed to a phased handover with INCOSE UK. Together, we outlined initial priorities to alleviate administrative burdens and modernise operations:

Membership Process Modernisation
Transitioning from paper to electronic applications and introducing online payment options streamlined the membership application process, enhancing convenience and accessibility for prospective members.

Online Membership Renewal
We implemented an efficient online renewal system, simplifying the renewal process for existing members and ensuring continuity of membership.

Rebranding Initiative
To rejuvenate the society's image, a comprehensive rebranding effort was undertaken, giving INCOSE UK a fresh and updated look that resonated with its evolving membership base.

Global Collaboration
Building a robust relationship with INCOSE, the partner organisation based in the United States, facilitated collaboration and alignment of objectives between the two entities, fostering synergy and mutual growth.

Implementation Approach

To execute these transformative changes, Dot-The-Eye embarked on designing and developing a new, database-driven website for INCOSE UK. This integrated platform served as the foundation for managing membership data and supporting future society activities, aligning with best practices for growth in membership societies.

Results

Today, the impact of these initiatives is evident in INCOSE UK's operational efficiency:

• Membership applications are seamlessly processed online, with options for online payments or Direct Debit mandates, enhancing accessibility and convenience.
• Members enjoy personalised dashboards on the INCOSE UK website, offering insights into their membership history, involvement in working groups, professional status, and access to Continuing Professional Development (CPD) systems.
• Individual membership has surpassed 1,500 and continues to grow steadily, reflecting the success of the modernised processes and enhanced member experience.

Dot-The-Eye works with INCOSE to amplify its global presence and boost follower numbers by 87% on LinkedIn. A Case Study of Dot-The-Eye’s tailored solutions to increase INCOSE’s digital global presence.

Client Overview

The International Council on Systems Engineering (INCOSE) is a not-for-profit global professional association founded to develop and disseminate the transdisciplinary principles and practices that enable the realisation of successful systems.

Client Needs

INCOSE required comprehensive management of its communication channels to amplify its global reach and enhance engagement. Specifically, they needed assistance in social media management, newsletter design, marketing collateral production, press release drafting, and video editing.

Our Solution

Dot-The-Eye adopted a holistic approach to address INCOSE's communication needs and drive impactful results:

Social Media Management
Dot-The-Eye developed and implemented a comprehensive social media strategy tailored to INCOSE’s objectives. We took full responsibility for the day-to-day management of their social media accounts, including LinkedIn, X, Facebook, and Instagram. Our efforts focused on creating engaging, high-quality content that resonated with INCOSE’s diverse audience, fostering meaningful interactions, and consistently growing the community across all platforms. Additionally, we introduced the use of paid social media advertising.

Newsletter Design and Production
Our team revamped INCOSE's quarterly Members Newsletter, updating it with a modern design and ensuring accessibility for all recipients. We focused on delivering valuable content that resonated with the diverse interests of the global membership base.

Marketing Collateral Production
We produced both digital and printed marketing materials that effectively conveyed INCOSE's message and promoted its initiatives to a wider audience. We focused on ensuring that INCOSE’s branding was consistent on all marketing collateral.

Press Release Drafting
We crafted press releases to highlight INCOSE's key achievements, events, and industry insights, garnering media attention and fostering public interest.

Accomplishments

Our comprehensive approach yielded significant achievements for INCOSE, including:

• An 87% increase in LinkedIn followers over a span of two years, bolstering INCOSE's presence and influence within the Systems Engineering community.
• Successful implementation of paid LinkedIn campaigns to promote events and attract non-member audiences, expanding INCOSE's reach and fostering engagement.
• A modern and accessible redesign of the Members Newsletter, enhancing readability and engagement among recipients.
• Grew advertising revenue across INCOSE’s digital platforms.
• Consistent branding across all marketing channels.

Visit our Publications & Communications page to find out more about our offering.

From venue procurement to speaker coordination, discover how our event management expertise has helped the INCOSE UK conference grow attendee numbers and increase revenue.

Client Overview

INCOSE UK is a professional association dedicated to advancing the field of Systems Engineering in the UK. The Annual Systems Engineering Conference (ASEC) is INCOSE UK’s flagship conference.

Client Needs

INCOSE UK needed a comprehensive event management service tailored to meet the diverse needs of their annual conference.

Service Offerings

Dot-The-Eye's Event Management service for INCOSE UK encompasses a wide range of tasks and responsibilities, including:

Venue Procurement
We handle the entire venue selection process, from distributing Request for Proposals (RFPs) to potential venues to conducting site visits to ensure the ideal location is secured for ASEC, every year.

Content Sourcing
Dot-The-Eye serves as the primary point of contact for authors submitting paper/tutorial extracts for ASEC. We keep authors informed throughout the submission process and notify them of their submission status, ensuring a smooth and transparent experience.

Speaker Coordination
Our team gathers biographies and headshots of keynote speakers for promotional material and manages the invitation process, ensuring that ASEC features a diverse lineup of industry experts and thought leaders.

Enquiry Management
Dot-The-Eye manages all incoming event enquiries, providing timely and informative responses to attendees, sponsors, exhibitors, and other stakeholders. We facilitate the distribution of booking codes and address enquiries related to event logistics and participation.

Event Registration Management
We design and implement an online registration system, handling all aspects of booking management. Our team ensures that payments are processed efficiently, deadlines are met, and the unique needs of each delegate are addressed, providing a smooth and hassle-free registration experience.

Event Collateral Production
Dot-The-Eye produces all the event collateral including badges, signage, handbook, printed and digital marketing materials.

Results

Dot-The-Eye has been the driving force behind the success of ASEC since its inception in 2007. With our unwavering dedication and attention to detail, ASEC has grown in popularity and acclaim, attracting attendees and participants from across the Systems Engineering community. ASEC 2024 achieved the highest number of delegates with over 240 delegates.

Visit our Event Management page to find out more.

Client Overview

The International Data Links Society (IDLSoc) is a not-for-profit professional association that represents the international tactical data links community through individual, government and corporate membership.

Client Needs

The International Data Links Symposium (IDLS) is the premier global event for the tactical data links community, bringing together industry leaders, government representatives, and technical experts. Held in different international locations each year, the symposium requires seamless event management to maintain its reputation for excellence.

Since 2007, IDLS has been managed by Dot-The-Eye on behalf of IDLSoc, ensuring smooth execution and continued growth.

Our Solution

Dot-The-Eye provides a comprehensive end-to-end event management service for IDLS, covering every aspect of planning, execution, and post-event evaluation. Key areas of support include:

Venue Procurement
We handle the entire venue selection process, including distributing Request for Proposals (RFPs), conducting site visits worldwide, and negotiating contracts.

Content & Speaker Management
Dot-The-Eye manages the paper and tutorial submission process, acting as the primary contact for authors and presenters. We also oversee the selection of speakers, ensuring high-quality technical content. Our team gathers biographies and headshots of speakers for promotional material, which are produced by the Dot-The-Eye team.

Enquiry Management
We handle all incoming event enquiries, providing timely and informative responses to attendees, sponsors, exhibitors, and other stakeholders. We facilitate the distribution of booking codes and address enquiries related to event logistics and participation.

Event Registration Management
We design and implement an online registration system, handling all aspects of booking management. Our team ensures that payments are processed efficiently, deadlines are met, and the unique needs of each delegate are addressed, providing a smooth and hassle-free registration experience.

Event Collateral Production
Dot-The-Eye produces all the event collateral including badges, signage, handbook, printed and digital marketing materials.

The Impact

• IDLS has successfully run with Dot-The-Eye’s support since 2007, welcoming up to 600 delegates per event.
• The symposium has taken place in over 20 international locations, increasing accessibility and participation.
• In-person events have been consistently profitable for over 15 years, ensuring the symposium’s sustainability.

Dot-The-Eye's role in creating and growing INCOSE UK's publications service.

Client Overview

INCOSE UK is a professional association dedicated to advancing the field of Systems Engineering in the UK. The organisation supports professionals, researchers, and students through various resources, events, and publications that contribute to the continuous development of the discipline.

Client Needs

In 2009, INCOSE UK sought to enhance its value to members and generate additional non-dues revenue. To achieve this, they envisioned a new publication aimed at the education sector but needed support to ensure a smooth process from concept to publication. Dot-The-Eye was engaged to facilitate the launch and ongoing management of this initiative. Dot-The-Eye now manages a portfolio of over 25 eBook and paperback publications on behalf of INCOSE UK.

Our Solution

Dot-The-Eye provides end-to-end administrative and logistical support, ensuring the seamless production, distribution, and growth of INCOSE UK’s publications. Our services include:

• Collaborating with authors, reviewers, and the Technical Director to guide publications from inception to completion.
• Providing dedicated support to authors throughout the publishing process.
• Handling all necessary documentation and ensuring adherence to publishing regulations.
• Coordinating with printers to maintain the quality and consistency of printed materials.
• Overseeing stock levels, managing the online shop, and ensuring timely global distribution of both physical books and copyrighted eBooks.
• Tracking sales, maintaining records, and ensuring accurate and timely royalty payments.
• Keeping publications up to date with the latest editions and revisions.

The Impact

Dot-The-Eye’s expertise has played a crucial role in the expansion and success of INCOSE UK’s publications service. Key achievements include:

• INCOSE UK has published 15 titles, ranging from educational resources and beginner friendly Don’t Panic! guides to advanced applications in Systems Engineering. The collection is still growing.
• Publications are one of the key sources of income for INCOSE UK.
• INCOSE UK has collaborated with chapters in The Netherlands, Japan and Germany to provide translations of the publications, increasing reach and income.