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Using Technology to Strengthen Chapter Communication
How do you communicate with members?
Change In Communication
• Just as the heart sustains the human body, communication is the key to sustaining strong chapter and regional programs.
• There was a time when a chapter could only depend upon the U.S. Postal Service or a phone call to communicate the latest chapter and regional news. Now there are many other options from which to choose...e-mail, voice mail, the World Wide Web, list serves, bulletin boards, just to name a few.
Internal Communications• Within the Chapter
– The local chapter is where the majority of communication takes place, through high-tech methods such as online forums or email lists, or more traditional channels, such as phone trees, newsletters and bulletin boards. Effective communication in the chapter ensures that members are informed of upcoming events and opportunities to get involved.
– Headquarters offers several resources to facilitate communication within the chapter. Members may get chapter officer and advisor contact information from the Chapter Directory at www.ptk.org/directories/chapter_directory/.
– Many chapters maintain a website to help members communicate with each other and stay up-to-date on chapter news and events. A toolkit for Phi Theta Kappa websites can be found at www.ptk.org/sitetoolkits/ to help chapters create an effective site that will provide all the information chapter members need.
• Within the Region – The next place that communication is most prominent is on the
regional level. Regional Coordinators and regional officers are important influences in determining much of the programming that a region does, therefore, they are valuable information resources for chapter advisors and officers.
– The Regional Directory offers contact information for regional leaders just as the Chapter Directory features chapter leaders. The Regional Directory can be found at www.ptk.org/regions, and not only contains the contact information for your region, but links to the regional website to help members stay up-to-date with the latest regional news.
– Regional Coordinators and officers serve as a liaison between Phi Theta Kappa Headquarters and the chapters
Internal Communications
What do you share?
• Newsletters• Chapter & Regional Calendar• Chapter & Regional Goals• Contact Information
Newsletters
• Creating and distributing a newsletter can be a simple and cost-effective method of sharing chapter news. Chapter newsletters need not be lengthy to be effective. Newsletters which contain concise and pertinent information are the most effective.
Consider addressing the following topics in your next newsletter:
Details on upcoming chapter events Congratulations to new inductees
Progress reports on current events Regional news
Highlights of the last chapter meeting News from Headquarters
Recognition of special contributions by members
Regional officer or faculty member guest columns
Newsletters• A chapter newsletter which includes these elements can be the
core of communication among members and the public relations connection with constituencies beyond your chapter. Most chapters designate a public relations officer or newsletter editor to oversee the production.
• If your chapter is large enough, your newsletter team may include the following positions: – Contributors - officers, advisors, guest writers to supply articles – Graphic Designer - an art major to make the copy come to life– Proofreader - an English or journalism major to catch mistakes
prior to printing
NewslettersNewsletters can be shared in several different ways:•Email•Website•Blogs•Bulletin Boards•Social Networking Sites•BlackBoard
Build lines of communication
• Membership Drives– Obtain email addresses of new members– Encourage new members to “Add you as a friend”
on MySpace or Facebook.
• Create and maintain an email account just for the chapter.– This allows for multiple people to access the
account to update it.– Ensures that members from pervious semesters
are still receiving emails even after officer terms end.
Email• Email communication is one of the most widely used forms of
communication today, and in many cases, is the preferred means many reporters wish to use. The greatest benefits are that email is convenient, and instantaneous.
• Below are elements of effective email. – Use a consistent tone and keep it positive. – Mind your manners. If you would not say something in someone’s
presence, do not say it in an email. – Use correct spelling and proper grammar. Review the email before it is sent. – Be concise; don’t use a whole page to say one sentence of information. – Always include a subject in the subject line. – Do not use abbreviations or emoticons in a professional email. – Always ask permission to send an attachment, or let the receiver know that
an attachment has been sent.
MySpace
MySpace
• Benefits of Using MySpace:– Free website– Allows you to create an easy to remember link– Great way to share photos and videos– Use the Blog sections to share your newsletter– Add events to your calendar– Messaging tools allows you to add files, links, etc.– Network with other chapters
MySpace
MySpace
MySpace
MySpace
• Benefits of Using Facebook:– Free website– Once you have 100 friends you can create your own
web address (URL)– Great way to share photos and videos– Use the “Notes” section to share your newsletter– Add events and invite guests– Messaging allows you to communicate with friends– Network with other members & chapters
Great way to share photos and videos
Notes
Events
• Facebook Groups– Allows you to add officers– Multiple Administrators– Easy access to “Message All Members”– Members can also add links, photos, videos. – Discussion Board– Option to Create Events– Only downfall is you can not select a web address
• Free service• Store Documents (Word, Power Points, etc.)• Create Surveys• Discussion boards•
Creating an E-Community
Other Useful Sites
Regional Sites
• MySpacehttp://www.myspace.com/ptkky
• Facebookwww.facebook.com/kyregionptk
• Websitehttp://kyregionptk.webs.com/
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