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Effective Communications with Clubs and District

Effective Communications with Clubs and District. You Can Effectively Use the District Tools. As a Leader, You are called to Communicate. With Other Club Members With Your Committees With Other Members of District Leadership Success: The Right Tools and a Good Style. First Step.

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Effective Communications with Clubs and District

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  1. Effective Communications with Clubs and District You Can Effectively Use the District Tools

  2. As a Leader, You are called to Communicate With Other Club Members With Your Committees With Other Members of District Leadership Success: The Right Tools and a Good Style

  3. First Step • Keep your own data up to date.

  4. Login: 1) You email address; 2) Your password (Your Rotary #)3) Your Club Number

  5. My Data and Edit – Take Responsibility to Keep Your Data Up to Date

  6. Big Idea: Good Tools and Why They Work • Others maintain the updates • Communicate with others based on their Roles • Send Notes to Entire Committee or Group without worrying you will miss someone • Email Templates for Rotary • You always receive a Copy • System Maintains a Record

  7. What Keeps Us From Engaging with the Technology • You Can’t Break It • Even Data changes can be rolled back • You should become comfortable with all the features • Permissions based on District Role: • Level 1 – Level 7

  8. First Things First:Start with the Subject Line #1 Use the Subject Line to Draw Attention to the Issue • Include the Word “Rotary” • Enough Detail to Help me Find It or At least encourage me to open it Re: Let me Know VS Re: Rotary: Need Reply for Meeting on July 1st

  9. Let The Receiver Know What You Need them To Do #2 If you Need a Response to the Email – Say So • Ask for What You Need • Also, it may NOT be necessary to CC everyone • Tell people what you need them to do 4 C 4 C C 4 C 4

  10. Good Manners are Always Welcomed #3 Even if the Sender doesn’t ask for a Response a Short One is probably Welcomed • Don’t Leave them wondering if you ‘received’ their message • “Thanks…. Will Do” • “Appreciate the Information” • “See you Thursday”

  11. Pmail is Not PrivateNor is any other Email Private #4 Remember that Email is easily Passed Around and Can Live for a Long Long Time • Address Anger or Difficult Topics in a Less Public Way • Think carefully about criticisms of others or programs • REALIZE THAT ALL CAPS ARE THE SAME AS YELLING!!! • Re-read it before sending

  12. Timing is Everything #5 Try not to Send e-mail to Arrive on Monday Mornings or Late Friday Afternoons • Some people receive over 100 e-mails a day • You don’t want your message to get lost • Of course… send a note anytime that it is necessary but general information e-mails tend to be less effective on Mondays or Late on Fridays

  13. ABC DIA DTTS PETS XYZ #6 Avoid Acronyms and Partial Sentences – Use Conversational Tone • Our members have a diversity of backgrounds and experiences • We already share a common language and while typing all the words takes a little more time, it is the most effective

  14. Move Your Art to a Campus #7 Select Type and Colors carefully – Dear Committee There are Many Ways for Miscommunication There are too many Fonts and Colors and ….. You should Never Feel Obligated to Use Them ALL

  15. District Committees – A valuable Resource

  16. What I Ask of You • Maintain Your Personal Data • Review Your Club or Committee Data • Keep Your Club or Committee Data Up-to-Date • Review District Data • Contact Others • Individually http://www.rotary7570.org/ • By Title • As a Group • As a Committee http://www.rotary7570.org/

  17. Other Ways to Communicate • Text Messages – Quick note • Skype – Face to Face with Free Call • GoToMeeting – Online Computers are linked and then a phone call is used • Flavors and Blends of the Above • Let me know your needs

  18. District 7570 NewsletterBill Orndorff, Editor Mission: To provide and distribute for Rotary District 7570 Rotarians a record of club, district and international activities related to Rotarians “doing good in the world”.

  19. District 7570 Newsletter • Using KISS Method • Easier for Everyone • Do’s and Don’ts

  20. District 7570 Newsletter • Do: Write you article in MS Word • Do: Attach your document to email • Do: Remember your audience • Do: Remember journalism rules of: • Who, What, Where, • When, Why & How

  21. District 7570 Newsletter • Do: Submit photos as jpeg attachment • Do: Follow photo sizing guidelines • Do: Limit photos to two per article • Do: Include captions in Word doc. • Do: Send to: 7570newsletter@comcast.net

  22. District 7570 Newsletter • Don’t: Imbed Photos in Doc. • Don’t: Format your article • Don’t: Send newspaper articles • Don’t: Send club newsletters • Don’t: Send pdf documents

  23. District 7570 Newsletter • Deadlines: • Articles for submission as separate • email attachments: must be received • by 7th of month of publication 7th

  24. District 7570 Newsletter • Deadlines: • Attendance: Closes 15th of month 15th

  25. District 7570 Newsletter • Deadlines: • Publish date:  20th of month 20th

  26. District 7570 Newsletter • Limit 2 jpeg photos per article, submitted as separate attachment with size limits 4” 6”

  27. District 7570 Newsletter • Letters on 7570 Website • Notices to all Rotarians • Notifications to 3,575 • Some members opt-out • President’s responsibility

  28. District 7570 Newsletter Questions Thank you

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