Effective Communication Techniques OrgSync Workshop Effective Communication Techniques

The goal of the first part of the training is to increase effective communication between the organization’s exec board and organization members. The goal of the second part of the training is to show a better way to work with OrgSync to effectively communicate between officers and to brainstorm for an organization’s success. Objectives

Content: Communication with Membership Groups Roster exportation and utilization News posts Linking in files General usage Polling/Discussions General polling – usages Voting polls Discussions - usages Content: Communication with Membership

Content: Communication between Officers In addition to the previous… To-do lists Creation Assigning different tasks Officer privileges Content: Communication between Officers

Groups

When you become an officer in an organization, you are adopting a diverse membership of students, at different levels of their academic career. Some students may have graduated, some may be on rotation and out of the city, and others may still be on campus. Groups

Using OrgSync you can put your members into different groups in order to more effectively communicate with current and past membership. Groups

Why put students into groups? Engage current membership Separate current students from alumni and faculty In large organizations, communicate separately to specific committees Why put students into groups?

Log-in to get started Log-in to UNTHSC orgsync Try this link https://orgsync.com/login/university-of-north-texas-health-science-center Or you can go here and search for the school Click on My Memberships in the upper right hand corner Go to your organization’s OrgSync Page Log-in to get started

In the upper right hand corner you will see a gray link with the number of members you have in your organization. Click there first.

You will pull up a screen that looks like this You will pull up a screen that looks like this. From this page there are quite a few things you can do. Let’s look at inviting people. Click ‘invite people’.

This is the screen that should pop up This is the screen that should pop up. There are various events or venues on campus in which your organization can hold sign-ups. This is the place where you would enter in multiple emails and you would be able to send out a message to potential members as an invite. Please note that there– at the bottom – you can put the student who answers the invite in a specific group or committee. For example, say you were holding a sign-up specifically for an upcoming service event. You can put the students who accept this invite into a specific group meant for the service event. In future communications, you can also send emails and updates to this group only. So lets look at how to make these groups!

Go back to this page and click on the bar which shows your number of members and currently says ‘all people’.

This menu will pop up. You may already have a few groups which have been created. Click create group.

Here type in a new group name and just hit enter to create the group.

The new group should look something like this The new group should look something like this. Now lets add some members. Click on the bar again.

You should have the option to go back to your membership or the “all people” screen. Here you can select the people you want to go into your new group.

You can click in the box to the left of the names of those you want to add to the group. Then all you have to do is click add to group for these members to be added!

Click submit to add the selected people to the group Click submit to add the selected people to the group. You may have to click back on your members number and view your groups again to notice the change.

If adding an individual click the check mark box next to their name or search for them, and click manage.

Then you can click the group you want to add that person to.

Content: Communication with Membership and Officers Groups Roster exportation and utilization News posts Linking in files General usage Polling/Discussions General polling – usages Voting polls Discussions - usages Let’s continue. The remainder of the training will go over both working with membership and officers. Content: Communication with Membership and Officers

Content: Communication between Officers In addition to the previous… To-do lists Creation Assigning different tasks Officer privileges Content: Communication between Officers

News Posts, and More from the ‘More’ Tab

Lets go back to your organizations homepage Lets go back to your organizations homepage. First hover your mouse over the “More” tab and click on messaging.

This is the page that will show up This is the page that will show up. Use these tools for other messaging options when appropriate. Working on a long term project or a reoccurring event within your org. may be examples of instances when you may explore these options. Member messaging will take you to the general messaging page where you can select members and send messages. Accessing it here rather than through your account (click on your name – click ‘inbox’ – click send a message) will pull up only the membership of the org. portal you are in, rather than in all your memberships. This will also include an option to send a message to any additional groups you have created. Clicking here will allow you to send a text to your members as a whole or to a specific group if they have included their phone number in their profile. I would recommend letting your members know first, if you are going to text them. Clicking here will take you to a page where you can create an “address book” for vendors or sites you commonly work with. This is useful if you are a service organization which volunteers at the same events every semester. Here you can also find the vendors list of preferred and restricted vendors compiled by student development. These individual pages will not be shown as of now in this PowerPoint, but if you have any questions about utilizing these pages, feel free to contact student development at studentdevelopment@unthsc.edu or at 817-735-5006. Let’s continue. Click on News.

A news post when shared through your portal is like a headline which will appear on your organization’s front page. This is useful to share information with any person who is not only a member or your organization, but also who visits your page. You can use this to let visitors or members know current events or opportunities easily. News posts?

After you click on ‘news’ this page should show up After you click on ‘news’ this page should show up. Click ‘create news post’.

This is the screen that will show up This is the screen that will show up. Here you will have to fill in a title and fill in the content of the news post. Most likely you will want to keep it relatively short. Longer messages are often sent in email, and shorter blurbs here will work well to entice interest! Think about newsletters: hitting the highlights. The tiny button (in the shape of a chain link) on the bar beneath the post content REQUIRED sign will allow you to post a link to another url. This is useful if you want to send a link to a website for sign ups or even to another page in your portal (if you want members or visitors to fill out a poll or a form). Here’s an example.

Click on ‘forms’ at the top of your organization’s page Click on ‘forms’ at the top of your organization’s page. And select a form which you want to share. I’ve selected a closed form here called “trinity trash bash’.

If you’re in ‘forms’ click ‘go to form’ on the right to look at the actual form your organization has created (creating forms is not included in this training, but additional help with forms can be given on request).

Here on the right is the url you can link into your news post which will take viewers straight to this form. This same process work similarly for sharing files and events. For each go to the file or event page and find the url on the right. Copy it.

And you can paste it here And you can paste it here. This is the window that pops up when you click the chain link. After you’ve pasted your url in the box, click ok. Now back to the news post page.

If you scroll down you will see the header photo and ‘who can see this’ options in this page. Uploading a header photo is useful for drawing interest to your news post, especially if it is an event. The ‘who can see this’ options are also useful if you are trying to appeal to a specific group or community of people. The default is UNT Health Science, but you can change this according to your event or organizational needs.

Scrolling down farther you will see the email newsletter option Scrolling down farther you will see the email newsletter option. This means that you can email your members and let them know about the news letter. Be careful not to email them about the newsletter, and also message them about the events. You don’t want to antagonize your members with too much communication or too many modes of communication at once. When you are ready you can click ‘post’ to post your newsletter on your front page!

Your post will show up here in your page’s front page under the ‘feed’ tab. Scrolling down will have prior news posts your organization has made as well as organizational events and activity.

Discussions and polls

Why use discussions and polls? As students we are often busy and as you get closer to graduation it can become increasingly difficult to meet to discuss ideas. Discussions and polls allow the conversation to go on from afar. Discussions are useful for brainstorming sessions or to address minor housekeeping issues. Polls are useful in a similar manner, but can also help with elections and easy decisions. Why use discussions and polls?

To access discussions, go back to the ‘more’ tab on the homepage and click discussions.

Click ‘create a forum.’ This will create a sort of room in which many conversations can begin under one larger umbrella.

Here you will see a page similar to the news post page Here you will see a page similar to the news post page. You must enter a title and a description. If this discussion is meant only for officers, make sure to select your officer group in the ‘selected groups’ option at the bottom of the page. When you are finished, click submit at the bottom (not shown here.)

Your discussion will look like this Your discussion will look like this. In order to post to it, you first have to click on the title. Note the umbrella title is Spring 2015.

And then you will click create a topic on the right.

After you create a topic the discussion will begin After you create a topic the discussion will begin! Those in your chosen group(s) or visitors (if it was made more public) will be able to read and post to your discussion!

Now lets go back to the main page and click on ‘polls’ under ‘more’.

Click ‘create a poll’ on the right.

Here you can create a poll Here you can create a poll. The REQUIRED box is for the question you want to ask such as: favorite vendor for end of the year party? Or t-shirt colors etc. The box below allows you to add in the answer choices.

Scrolling down you will see more options for the poll Scrolling down you will see more options for the poll. You can choose who can see the results, how long the poll is open, and whether or not voters can see the settings of the poll (the options you have chosen).

Scrolling down farther, reveals your ‘who can see this’ option, as explained previously. When you are finished click create poll!

To-do lists

To-do lists are very useful for big or even small events. A great way to check progress on planning or implement large events or actions. You can easily assign tasks to specific people. Perfect for large executive boards or working in committees. Why use to-do lists?

Now lets go back to the main page and click on ‘to-dos’ under ‘more’.

Click ‘create a list’ on the right.

This is the page that will come up This is the page that will come up. Create a title and choose who you want to see the list. I have chosen admins. This controls who can see the to-do list NOT who can be assigned tasks. Click ‘save-to-do’ at the bottom when you are done. (not shown.)

It should look like this.

Click ‘add a task’ on the right.

This is the page which will show up next. Here you can create tasks (eg. Pick up food from vendor, meet with advisor), give them due dates, and even assign specific people to the task. They can also be given priority. Click add task at the bottom, when you are done.

Here’s an example of what a task can look like Here’s an example of what a task can look like. Notice that to the left of the title, you can check off the task just as you would your own to-do list!