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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.

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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


Communication

IEEE REGION 10 MEETING,SINGAPORE , 2005


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


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


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


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


Material

  • ‘NEWS’ - Interesting, Relevant, Timely

  • Non-Controversial

  • Contributions From Excom

  • Gimme’s /Prizes /Advertising

IEEE REGION 10 MEETING,SINGAPORE , 2005


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


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


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


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


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


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


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


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


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


    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


    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


    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


    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


    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


    Logos – Not Just Any Image

    • What is the correct logo?

    IEEE REGION 10 MEETING,SINGAPORE , 2005


    Logos – Not Just Any Image

    • Correct logo: Size, font, location

      • No animation!

    IEEE REGION 10 MEETING,SINGAPORE , 2005


    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


    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


    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


    Feedback

    • Difficulties

    • Can’t Communicate Enough

    • Technical Meetings are a useful forum

    IEEE REGION 10 MEETING,SINGAPORE , 2005


    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


    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


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