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The Journey Start Spreading the News!
Communication Strategies for Your Phi Theta Kappa Chapter and Region Just as the heart sustains the human body, communication is the key to sustaining strong chapter and regional programs. As we move toward the new millennium, the means by which we can communicate with fellow Phi Theta Kappans are expanding. 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, listserves, bulletin boards, just to name a few. "Communication within the chapter and the region takes persistence and a little bit of time," says Stacie Harp, former Oregon Regional Vice President and president of her Phi Theta Kappa chapter at Clackamas Community College in Oregon City. "During the last year I have used e-mail, letters through the mail and the telephone to stay in contact with chapter members and officers in various chapters throughout the Oregon Region." Chapters and regions are no longer leaving the responsibility of chapter communication to communications officers and public relations officers who are often responsible for coordinating chapter communications, including event publicity, correspondence with other chapters, and member communication. Phi Theta Kappa chapters are taking advantage of technological advances and including the position of Webmaster or Web Designer. According to Alexander Blauvelt, Middle States Web Team Leader and Regional President for the state of Maryland, "It has become mission critical to have your chapter or region online. Without a web site, the Middle States Region would not have been able to establish the strong line of communication between regional officers, advisors, and members that exists today. In a moment's notice we can send a message to over 100 of our region's advisors, and over 300 of the region's members just by sending a single e-mail." In the past, "You've got mail," used to mean the arrival of a letter through the postal service, but now it is synonymous with e-mail. To reduce mailing costs, Haywood Community College in Clyde, North Carolina, has begun sending information to members via e-mail. If a member does not have e-mail, the college will provide a free account. "We have asked all of our members to get an account. Thus far, only about a third of our members have established accounts," says chapter advisor Joseph Fox. "However, we hope to have at least half of our members on e-mail by fall. Some of the members who do not have an account right now have never used e-mail. Therefore, in the fall, the officers will be doing a workshop on e-mail." The use of technology has revolutionized the way we communicate with one another. "The Internet has opened up exciting new possibilities for enhanced communication within individual chapters and between chapters. The use of web pages and e-mail groups allow chapters to readily disseminate information to large numbers of people and provides 24-hour access for its members," says Martha Vines, Phi Theta Kappa advisor at Richland College in Dallas, Texas. When developing your chapter's web site, be sure to provide a link to Phi Theta Kappa International Headquarters' web site at http://www.ptk.org for official information concerning international policies and Society programs. The telephone will forever be an effective means of communication. Not only does it allow direct communication with fellow members, but also provides a means for making new members feel right at home. Utilize phone trees to personally share with students the exciting programs your chapter offers. Phone trees are particularly effective for chapters wishing to increase their membership acceptance rates. Prior to a new member orientation, phone tree members will divide the list of potential members among themselves. Each phone tree member then calls the students on his list and extends a personal invitation encouraging eligible students to attend the upcoming orientation meeting. Phi Theta Kappans at Santa Fe Community College in Gainesville, Florida, have used the telephone to establish a Phi Theta Kappa Hotline. The hotline is updated every Monday morning, and members are encouraged to call the hotline before any event to ensure the event has not been canceled or changed. "We tried a buddy system, and with several hundred members, this did not work," says the chapter's advisor, Dick Cohen. "Because the chapter is so large, the hotline is an extremely effective means of communication among chapter members." Another way to communicate
effectively is through a newsletter. 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:
Ideas for fillers include:
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:
To help fill their chapter newsletter pages, the Society chapter at Truckee Meadows Community College in Reno, Nevada, provides an incentive to its members for their newsworthy contributions. Each time a member contributes to "The Informer," their name is placed into a drawing for a $15 Barnes and Noble Gift Certificate. Breaking chapter news should not break the chapter's bank. Chapters may mail newsletters to members, faculty, community leaders, alumni, or college administrators depending on the chapter's economic resources. Mailing newsletters to the chapter's entire membership may become very costly, especially for larger chapters. To reduce postage costs, some chapters reduce their mailing lists to only include supportive alumni, community leaders and college officials. These chapters also establish distribution sites in high traffic areas on campus for members to pick up a copy of the newsletter as they travel to and from class. This ensures that chapter news is accessible to all members. Another option is to transmit the newsletter electronically to those individuals who have e-mail addresses.
Ideas To Try Extra! Extra! Write All About It! While chapter newsletters are often the most popular method of sharing chapter news, newspapers are another great resource. Utilize the talents of journalism majors and writers in your chapter to write articles about upcoming chapter programs. Then, send the articles along with photographs to community and campus newspapers. You may be surprised how eager newspapers are for copy-ready filler articles. With a little effort of chapter members the chapter can easily use these avenues of communication to travel beyond its members to the entire campus and community sharing the chapter's outstanding accomplishments and programs. A Banner Idea Displaying Phi Theta Kappa banners and flags on campus is an excellent way to increase the chapter's visibility. One chapter gained permission from their college's administration to design a Phi Theta Kappa flag. The flag is flown alongside the college, state, and national flags on campus on days of Phi Theta Kappa meetings or activities to serve as a reminder to students. Your chapter may also consider investing in Society banners or tablecloths available through the Recognition Services Department at Headquarters. These items can provide an added punch of visibility for any chapter. Phi Theta Kappa Radio Check with community and campus radio stations for information on promoting your chapter by using public service announcements or community bulletin boards. Many stations will welcome information about your upcoming events to include with their community bulletin board announcements. Give Them Something to Talk About Word of mouth is often the best publicity your chapter can have. This communication tool costs the chapter no extra time or money and can often be its most influential method of communication. When the chapter hosts exciting and meaningful events, people will automatically talk and spread the news of what a great job the chapter is doing. Capture Unforgettable Memories Although chapter yearbooks are optional, your chapter's yearbook may be a fun way for your group to chronicle its journey through the year's activities. An attractive yearbook can also be an excellent tool for promoting Phi Theta Kappa on campus and recruiting new members. Chapters may wish to display their yearbooks in college libraries and during orientation meetings for new members to review. "The chapter yearbook aids in chapter communications in three distinct ways," states Dr. Shelby Harris, chapter advisor at East Central Community College in Decatur, Mississippi. "The yearbook provides a pictorial record of the year's activities; it bridges the past with the future; and it serves as a great tool for public relations."
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| via email: To change your address or inquire about delivery: data.manager@ptk.org Inquires/comments about "The Journey" publication: Jennifer Westbrook, Editor Inquires/comments:member.services@ptk.org Technical questions about the Web site: webmaster@ptk.org |
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| Copyright 1999 by Phi Theta Kappa, Inc. All Rights Reserved. The name,
logo and various titles have been registered with the U.S. Patent Office. This page last modified -- Friday, 14-Nov-2003 11:00:11 CST (llm) |
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