Newsletters Other Ways to Communicate with IEEE Members

IEEE Region 10 Meeting, Adelaide, April 2004 • Communicating with IEEE Members • Newsletters & Other Ways to Communicate with IEEE Members • Observations, Experiences plus Ideas from SC2002 Washington DC • Mr. Harry McDonald, R10 Newsletter Editor 2004 IEEE REGION 10 MEETING, ADELAIDE, 2004 1 Communication IEEE REGION 10 MEETING, ADELAIDE, 2004 2 • • • • • 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 IEEE REGION 10 MEETING, ADELAIDE, 2004 3 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, ADELAIDE, 2004 4 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, ADELAIDE, 2004 5 IEEE Electronic Newsletter - How widespread among sections? – Approx 80 % of Sections have webpages (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, ADELAIDE, 2004 6 Material • • • • „NEWS‟ - Interesting, Relevant, Timely Non-Controversial Contributions From Excom Gimme‟s /Prizes /Advertising IEEE REGION 10 MEETING, ADELAIDE, 2004 7 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, ADELAIDE, 2004 8 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, ADELAIDE, 2004 9 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, ADELAIDE, 2004 10 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, ADELAIDE, 2004 11 Editor /Editorial Committee • Flair • 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, ADELAIDE, 2004 12 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, ADELAIDE, 2004 13 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, ADELAIDE, 2004 14 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, ADELAIDE, 2004 15 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, ADELAIDE, 2004 16 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, ADELAIDE, 2004 17 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, ADELAIDE, 2004 18 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, ADELAIDE, 2004 19 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, ADELAIDE, 2004 20 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, ADELAIDE, 2004 21 Logos – Not Just Any Image • What is the correct logo? IEEE REGION 10 MEETING, ADELAIDE, 2004 22 Logos – Not Just Any Image • Correct logo: Size, font, location – No animation! IEEE REGION 10 MEETING, ADELAIDE, 2004 23 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, ADELAIDE, 2004 24 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, ADELAIDE, 2004 25 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, ADELAIDE, 2004 26 Feedback • Difficulties • Can‟t Communicate Enough • Technical Meetings are a useful forum IEEE REGION 10 MEETING, ADELAIDE, 2004 27 Challenges • Reaching „Silent Members‟ • Local, Regional and Global IEEE Identity • Good Communication is Essential for long term IEEE success. IEEE REGION 10 MEETING, ADELAIDE, 2004 28 Summary • Have a Section web page • For newsletter - best to 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, ADELAIDE, 2004 29