1 / 29

Communicating with IEEE Members Newsletters & Other Ways to Communicate with IEEE Members

IEEE Region 10 Meeting, Singapore, Mar 2005. Communicating with IEEE Members Newsletters & Other Ways to Communicate with IEEE Members Observations, Experiences plus Ideas from SC2002 Washington DC Shared Experiences with R7 and R8 NLEs Mr. Harry McDonald, R10 Newsletter Editor 2005.

chad
Download Presentation

Communicating with IEEE Members Newsletters & Other Ways to Communicate with IEEE Members

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript


  1. IEEE Region 10 Meeting, Singapore, Mar 2005 • Communicating with IEEE Members • Newsletters & Other Ways to Communicate with IEEE Members • Observations, Experiences plus Ideas from SC2002 Washington DC • Shared Experiences with R7 and R8 NLEs • Mr. Harry McDonald, R10 Newsletter Editor 2005 IEEE REGION 10 MEETING,SINGAPORE , 2005

  2. Communication IEEE REGION 10 MEETING,SINGAPORE , 2005

  3. Why Electronic Email Newsletters Web Newsletters Material Managing an Email Newsletter Technical Announcements Managing a Web Newsletter Editor /Editorial Committee Practical Guidelines & Help from IEEE Virtual Communities Presence at Technical Meetings Feedback Summary &Challenges Topics to be Disucssed IEEE REGION 10 MEETING,SINGAPORE , 2005

  4. Why Have an Electronic Newsletter? Pros • Lower cost • Fast &easy to reproduce • Up-to-the-minute info • Accessible anywhere, anytime • Accessible to more readers • IEEE is leading the way Cons • Not all members have access • Don’t have email addresses for all members IEEE REGION 10 MEETING,SINGAPORE , 2005

  5. What Combination: Web, Email, Paper? • Paper? • Email • Text or HTML • Full newsletter, pointers to web • Web • HTML or PDF • Newsletter unit or news and events IEEE REGION 10 MEETING,SINGAPORE , 2005

  6. IEEE Electronic Newsletter - How widespread among sections? • Approx 80 % of Sections have web-pages (linked from IEEE site) • 85% US, 70% non-US • 65% of those have news items on their sites • 65% US, 65% non-US • 55% are current • 60% US, 40% non-US IEEE REGION 10 MEETING,SINGAPORE , 2005

  7. Material • ‘NEWS’ - Interesting, Relevant, Timely • Non-Controversial • Contributions From Excom • Gimme’s /Prizes /Advertising IEEE REGION 10 MEETING,SINGAPORE , 2005

  8. Material (con’td) - “Filler Articles - Reinforcement of Key IEEE Messages” • IEEE web accounts • IEEE Email aliases • Fellow & Senior Member elevation process • IEEE Online Store • IEEE Digital Library • IEEE - ‘The Institute On Line IEEE REGION 10 MEETING,SINGAPORE , 2005

  9. Managing an Email Newsletter • Set up a schedule and stick to it • Limit frequency • Issues at regular, predictable intervals • Let everyone know what to expect • Be very selective about the information included • Limit amount of text – one screenful • Need-to-know information • Pointers to location for more detail IEEE REGION 10 MEETING,SINGAPORE , 2005

  10. Managing an Email Newsletter (cont’d) • Plain text or HTML? • “keep it simple” • Plain text • Not everyone has high-end email system • Headlines or short summaries with pointers to additional detail on website • Entire Newsletter as a text message • HTML – Some recommend • Most members do have high-end email • Headlines or short summaries as TOC with pointers to additional detail later in message • Entire newsletter in the email message IEEE REGION 10 MEETING,SINGAPORE , 2005

  11. Managing an Email Newsletter (cont’d) • The Subscriber List • Build it from SAMIEEE • Begin with all members and let them opt-out • Notify all members and let them opt-in • Web subscription form (or email) • About 80% of members have email address in database • About 80% of those are correct IEEE REGION 10 MEETING,SINGAPORE , 2005

  12. Editor /Editorial Committee • Flair /Layout Person • Relentless • Technical management of modern media • Collaborate with Web Page Manager • More participation • Set guidelines and schedules and stick to them IEEE REGION 10 MEETING,SINGAPORE , 2005

  13. Newsletter Editors’ Page • http://www.ieee.org/newsletters • All-Electronic Newsletters • More visibility for best practices • Links to other Section newsletters for ideas • “Filler” articles IEEE REGION 10 MEETING,SINGAPORE , 2005

  14. Section Newsletters - Best Practice + • Toronto • Ottowa • Kansas • Links to Section Newsletters ( R10 - only Queensland is linked) • Sections Congress 2002 Newsletter Presentations - Jean Eason (Fort Worth) & Eric Holdrinet (Montreal) IEEE REGION 10 MEETING,SINGAPORE , 2005

  15. Entity Web Hosting (EWH) • Host your unit’s web site on the IEEE server free of charge • 10 MB space allowed per unit • Templates available for use http://ewh.ieee.org/ IEEE REGION 10 MEETING,SINGAPORE , 2005

  16. Managing a Web Newsletter • Give them the essential info quickly • Limit graphics • Avoid animation, splash pages, audio • Limit scrolling • TOC with meaningful headlines and short summaries • Pointers/links to longer articles and detailed information • Limit articles < 500-600 words • Sub-divide longer articles into short, meaningful chunks • Inverse pyramid – conclusions first, then supporting background info IEEE REGION 10 MEETING,SINGAPORE , 2005

  17. Managing a Web Newsletter (cont’d) • Make it easy for reader to scan • Meaningful headlines, sub-headings • Highlight key words & phrases (bold, color) • Bulleted & numbered lists • Shorter paragraphs, more white space • Link to ancillary information (chapters /student branches) • Opportunity to expand the audience • Add tags for search engines • Not all readers will be members IEEE REGION 10 MEETING,SINGAPORE , 2005

  18. Managing a Web Newsletter (cont’d) • Avoid frames • Browser compatibility • Linking from external sites • HTML wins over PDF • PDFs worse in usability than HTML • Increase download times • Complicates scrolling and navigation Use pdf if you expect the reader to print the file before they read it IEEE REGION 10 MEETING,SINGAPORE , 2005

  19. Technical Announcements • Most Relevant to Local Members • Flyers - for broader appeal to non members • People Networks that feed off IEEE members • Technical Management of email lists and distribution , e-list as an IEEE volunteer resource IEEE REGION 10 MEETING,SINGAPORE , 2005

  20. Practical Guidelines & Help from IEEE • Follow the main links from Volunteer Resource page • Electronic Web Services • Resources for People Involved in Publishing • Plus other detailed support IEEE REGION 10 MEETING,SINGAPORE , 2005

  21. Logos – Not Just Any Image • IEEE Master Brand – Logos: • www.ieee.org/masterbrand • Approximately • 40% of Section webpages have correct logos • 30% US, 50% non-US IEEE REGION 10 MEETING,SINGAPORE , 2005

  22. Logos – Not Just Any Image • What is the correct logo? IEEE REGION 10 MEETING,SINGAPORE , 2005

  23. Logos – Not Just Any Image • Correct logo: Size, font, location • No animation! IEEE REGION 10 MEETING,SINGAPORE , 2005

  24. Does your web site have the “Top Ten”? • Section Officers and an email address • The history of the Section • Calendar of events (Current?) • Section newsletter (pdf or html format) • List of Chapters and contact information • List of Student Branches with contact information • Pages for Affinity Groups if applicable • Pages for awards/educational activities/professional activities • FAQ's • Section By-Laws IEEE REGION 10 MEETING,SINGAPORE , 2005

  25. IEEE Virtual Communities • Tool for online collaboration • Section/Chapter Volunteer Forum • http/www.ieeecommunities.org • Collaborate without Spam • Increase volunteer participation • Gather information/opinions on specific topics • Best practices IEEE REGION 10 MEETING,SINGAPORE , 2005

  26. Presence at Meetings /Local Events • IEEE promotion • Obvious presence, High Profile, Role Model • Rosters for Committee • Other Side Effects? Membership Interest and New Excom Recruitment IEEE REGION 10 MEETING,SINGAPORE , 2005

  27. Feedback • Difficulties • Can’t Communicate Enough • Technical Meetings are a useful forum IEEE REGION 10 MEETING,SINGAPORE , 2005

  28. Challenges • Reaching ‘Silent Members’ • Local, Regional and Global IEEE Identity • Good Communication is Essential for long term IEEE success. IEEE REGION 10 MEETING,SINGAPORE , 2005

  29. Summary • Have a Section web page • For newsletter - have a combination of paper, email and web • Keep electronic information simple and current • Set a schedule and guidelines and follow them • Use the resources available from IEEE IEEE REGION 10 MEETING,SINGAPORE , 2005

More Related