The Journey
A newsletter for chapter advisors, chapter officers, and regional officers.
May 2000 Issue
Shout It From The Rooftops
The Importance of Chapter Communications
All chapters – large or small – share one common challenge: how to communicate simply and effectively. By following a few easy steps, you can have a chapter communication system that works without overworking your chapter members.
The first step in establishing an effective system is to determine what the needs of your chapter are and what resources you have available. For example, what information is important for you to relay, how big is your chapter, do you have more than one campus, do most members have access to the Internet, are there funds available for mass mailings?
Next, you must decide what you want to accomplish. Are you trying to notify members of meetings and events, share news and ideas, ask for help, get feedback, gain support and recognition? Once you have gathered this information, only then are you ready to determine which mediums of communications best fit your chapter.
Bright Idea! |
| With technology growing ever so rapidly, it seems that there are new communications options almost everyday. The 1999-2000 Texas Regional President, John Valenzano, has taken advantage of one new medium, the CD-ROM. He is collecting original music, artwork, essays, poems, songs, and video excerpts on the Honors Study Topic, "The New Millennium: The Past as Prologue," from members and advisors region-wide. Every chapter in Texas should receive the historic CD-ROM by the end of the spring term! |
If your goal is to keep the chapter members abreast of activities, you have a list of options. Some of these include meetings, letters, phone calls, bulletin boards, posters, e-mail messages, newsletters and web sites. Any one of these will increase your chances of member participation. When members feel as though they are "included" in what is going on, they are more likely to be an active part of things.
If your goal is to inform the college faculty, administration, other students and the community of chapter activities, some of your options are posters, bulletin boards, newsletters and news releases. Your college's Public Relations Coordinator may be able to assist your chapter with preparing news releases.
These types of approaches will increase visibility, help garner faculty and administrative support, catch the attention of prospective members and assist in gaining recognition from the community. Support and praise can translate into funding, assistance and cooperation. Recognition is also a positive reinforcement for members. Newsletters and press releases may also come in handy when assembling Hallmark Awards entries.
If your goal is feedback or interaction with chapter members, your best angle is effective chapter meetings. However, you might also try a web site with a “contact us” option, on-line forums, or an electronic mailing list (also known as a listserver). An electronic mailing list is a powerful way of disseminating information, receiving feedback, answering questions, and promoting an open, ongoing dialogue.
Remember! Always send copies of your printed chapter communications to Theresa Burns at Phi Theta Kappa Headquarters. Or if you have a web site, please send an e-mail message to theresa.burns@ptk.org when you have a major update.
Newsletters vs. Web Sites: Decisions, Decisions …
Many chapters find themselves debating whether to use a printed newsletter or a web site as their primary communication tool. The best advice in making this decision is to let your chapter's needs and resources be your guide. To make the right choice for your chapter, consider the advantages of each:
Newsletters
- The readers do not need a computer or access to the Internet. Also the chapter will not have to keep up with frequent e-mail disconnections and address changes.
- Studies find that people tend to flip or read through more of a publication as opposed to “clicking out” of a web site after only a few minutes.
- Recent studies have also shown that reading on a computer screen is more difficult – and 25 percent slower – for the average person than reading from the printed page.
- Printed materials usually allow for a more in-depth approach to articles and essays and and are more likely to be saved for future reference.
- Printed materials can be easily distributed throughout the campus and community.
Web Sites
- A web site is accessible to absolutely anyone on the web, meaning the general public, potential members and members of other chapters and regions.
- Information can be related in an efficient and easy-to- read format.
- Since most college students have less time to read non-course related materials, “bulleted” information might have more impact.
- A web site allows your chapter to provide its membership with up-to-the-minute news. A printed newsletter can take weeks to produce and mail.
- If a “contact us” option is utilized, a web site can provide immediate feedback and a tool for answering questions that might otherwise go unasked.
In either case keep in mind that you are what you write. An opinion of your chapter is determined to a large extent by your command of the written word. Also, in any written communication, try to infuse as much of your chapter's “personality” into the page or screen as possible. Be conversational, especially on web sites, by using pronouns such as “we” and “our.”