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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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Presentation Transcript
slide1
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
Communication

IEEE REGION 10 MEETING,SINGAPORE , 2005

topics to be disucssed
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

slide4
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

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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

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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
Material
  • ‘NEWS’ - Interesting, Relevant, Timely
  • Non-Controversial
  • Contributions From Excom
  • Gimme’s /Prizes /Advertising

IEEE REGION 10 MEETING,SINGAPORE , 2005

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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

slide9
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

slide10
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

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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
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

slide13
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
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

slide15
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

slide16
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

slide17
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

slide18
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
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

slide20
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

slide21
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

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Logos – Not Just Any Image
  • What is the correct logo?

IEEE REGION 10 MEETING,SINGAPORE , 2005

slide23
Logos – Not Just Any Image
  • Correct logo: Size, font, location
    • No animation!

IEEE REGION 10 MEETING,SINGAPORE , 2005

slide24
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

slide25
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
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
Feedback
  • Difficulties
  • Can’t Communicate Enough
  • Technical Meetings are a useful forum

IEEE REGION 10 MEETING,SINGAPORE , 2005

challenges
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

slide29
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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