Section Electronic Newsletters Jean Eason Fort Worth Section Signals Editor

1. Section Electronic NewslettersJean EasonFort Worth SectionSignals Editor

2. My Research Expert Advice Communicator�s organizations: IABC, STC, IEEE-PCS Consultants: Ragan, Jakob Neilson Survey of IEEE Section web pages All sites accessible under IEEE �local activities� Q&A with selected Section Newsletter Editors

3. Why Have an Electronic Newsletter? Lower cost Easy to produce Fast to produce Up-to-the-minute info Accessible anywhere, anytime Accessible to more readers IEEE should be leading the way On the other hand. . . Not all members have access Don�t have email addresses for all mbrs Push vs. pull . . . ?

4. How Many Sections Have Electronic Newsletter? On the average: 78% of Sections have webpages (linked from IEEE site) 85% US, 68% non-US 64% of those have news items on their sites 65% US, 63% non-US 55% are current 62% US, 43% non-US Aqui es una lista de las cosas que quiero discutir esta manana Los comites del IEEE (siempre los voluntarios quieren saber quien esta tomando las decisiones, hoy, ustedes sabran) Reconocimiento es la unica cosa que se gana cuando usted es un voluntario, trabajando por el IEEE.Aqui es una lista de las cosas que quiero discutir esta manana Los comites del IEEE (siempre los voluntarios quieren saber quien esta tomando las decisiones, hoy, ustedes sabran) Reconocimiento es la unica cosa que se gana cuando usted es un voluntario, trabajando por el IEEE.

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

6. 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 when (or before) they subscribe Be very selective about the information included Limit amount of text � one screenful Need-to-know information Pointers to location for more detail

7. Managing an Email Newsletter Plain text or HTML? Most experts and IEEE NLEs say �keep it simple� Plain text Not everyone has high-end email system Headlines or short summaries with pointers to additional detail on website Entire NL as a text message HTML � Some IEEE NLEs recommend Most members do have high-end email Headlines or short summaries as TOC with pointers to additional detail later in message Entire NL in the email message

8. Managing an Email Newsletter The Subscriber List Build it from SAMIEEE (it�s better than you think) Begin with all members and let them opt-out Notify all members and let them opt-in Web subscription form (or email) Maintaining the list Majordomo � well, it�s free Inconvenient to build, inconvenient to update Not so easy to self-subscribe/unsubscribe Soon to have commercial product

9. Managing an Email Newsletter �But not all members have email� About 80% of members have email address in database About 80% of those are correct All NLEs reported: Very few complaints from members When asked, members preferred electronic Almost no members insisted on paper newsletters

10. Managing a Web Newsletter Content is King Studies show people look at text first Limit graphics Avoid animations, splash pages, audio Give them the essential info quickly Limit scrolling � people don�t like to read online 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

11. Managing a Web Newsletter Make it easy for reader to scan Meaningful headlines, sub-heads Highlight key words, phrases (bold, color) Bulleted, numbered lists Shorter paragraphs, more white space Link to ancillary information Note: links are highlighted, be selective

12. Managing a Web Newsletter Avoid frames Browser problems Linking from external sites HTML wins over PDF PDFs rate 300% worse in usability than HTML Increase download times Complicates scrolling and navigation The only reason for pdf is if you expect the reader to print the file before they read it

13. Making the Most of Electronic Communications Involve the reader Web promotes interaction, dialog Take advantage of quick turnaround Keep info current Opportunity to expand the audience Add tags for search engines Keep in mind not all readers will be members

14. Making the Most of Electronic Communications ALL electronic may not be the answer 1-2 paper issues per year Is electronic as effective as paper? NLEs say �yes� and �no� Don�t have �hits� online to match mail distribution Email meeting reminders seem to work for most Web needs the email �push� Meeting attendance both better and worse

15. Dos & Donts: Advice from IEEE NLEs Set guidelines and schedules and stick to them Include/link to Chapter and Student Branch activities Keep in mind the time constraints of the reader Consider setting up special distribution lists for categories of members or interest areas Keep info short, to-the-point

16. Practical Guidelines & Help from IEEE Newsletter Editors� Page www.ieee.org/newsletters Newsletter Editors� email list newsletter-editors@ieee.org IEEE Email Policy eleccomm.ieee.org/email-policy.shtml

17. Logos � Not Just Any Image IEEE Master Brand � Logos: www.ieee.org/masterbrand On average 37% of Section webpages have correct logos 30% US, 47% non-US

18. Logos � Not Just Any Image What is the correct logo?

19. Logos � Not Just Any Image Correct logo: Size, font, location No animation!

20. Practical Guidelines & Help from IEEE IEEE web page templates www.ieee.org/web/developers/design

21. Electronic Newsletters Summary Have a Section web page For newsletter - best to have a combination of paper, email and web Keep electronic info simple and current Set a schedule and guidelines and follow them Use the resources available from IEEE