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

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