4-H Leadership Team Reporters 2009 Developed by – Becky Walker and Karla Knoepfli Oklahoma 4-H Youth Development Getting the Word Out

Oklahoma 4-H Youth Development Image The 4-H organization, programs, and materials must contend in a competitive service market We must draw people outside our existing market and keep the attention and interest of our current consumer Quality communicates that you: –Know and care about the client/audience, –Are confident in your role as an Educator, and –Understand the purpose and role of 4-H Image is Everything

Oklahoma 4-H Youth Development Image Is it one that will cause people to identify with the relevance of 4-H in today’s society? Or Is it an image which keeps our market small and presents an antiquated picture of an organization which is not changing with the times? What Image do you Communicate?

Oklahoma 4-H Youth Development Audience/Clientele Identify the commonalities and interests of the audience Understand why they would want to receive and read the publication Clientele should look forward to receiving and reading a newsletter, news column or handout Know Your Audience

Oklahoma 4-H Youth Development Purpose Do I want to Educate, Inform, Persuade, Inspire people to act, or Entertain? As you write your publication ask this question…

Oklahoma 4-H Youth Development Quick Reading People want to be able to read and comprehend quickly Use familiar short words Write to express, not impress Write at a level slightly below the audiences capabilities Write to be Read Quickly Practice the K.I.S.S. philosophy

Oklahoma 4-H Youth Development Effective use of Text Provide data Convey an idea or message Announce an event Inform in a timely, accurate, factual, and easy to understand manner Present the following in text

Oklahoma 4-H Youth Development Editing Let copy sit 24 hours One other should read the copy Keep articles brief or break them into two companion pieces Editing –Saves space –Clarifies vague information –Identifies repetition –Removes unnecessary words or statements Make Time to Edit

Oklahoma 4-H Youth Development Make it Readable Bullets – a group of related items with no specific order Apples Oranges Pears Break up lengthy text using: Listings or points – a group of related items with a specific order and/or relevance 1.Remove the lid from the milk bottle. 2.Pour the milk into a glass. 3.Put the lid back on the bottle

Oklahoma 4-H Youth Development Make it Readable Companion articles – information relevant to a main theme or point Break up lengthy text using:

Oklahoma 4-H Youth Development Make it Readable Side bars – brief article or information that relates to other information on the page. Break up lengthy text using:

Oklahoma 4-H Youth Development Make it Readable Departments – sections and headings based on the audience and the purpose of the newsletter Break up lengthy text using:

Oklahoma 4-H Youth Development Using Departments Departments makes it easier to produce and read a publication. Effective departments appear in the same place and have the same format issue to issue. A table of content is a department that lists information or highlights to draw attention to specific articles. Calendars are also considered departments, keep them simple.

Oklahoma 4-H Youth Development Managing Departments Use an outline of the departments to organize materials Departments help the editor recognize and locate information that would make good articles Keep a file of appropriate materials to assist in preparing the periodical Tips for Managing Departments

Oklahoma 4-H Youth Development Eye Appeal Publication is neat, clean and pleasant to the eye Number of columns, column balance, clip art, headlines and text, and side bars effect readability Nameplate and masthead contain pertinent information Publications with Eye Appeal

Oklahoma 4-H Youth Development Effective Page Layout One column is difficult and time consuming to read 2-4 columns allow quicker reading Columns do not have to be the same width Using Columns

Oklahoma 4-H Youth Development Effective Page Layout Using Column Balance A-symmetrical BalanceFormal Balance

Oklahoma 4-H Youth Development Effective Page Layout Nameplate – contains the name, subtitle, origin and date of the newsletter Name Date Origin

Oklahoma 4-H Youth Development Effective Page Layout Masthead – located at bottom of page 2 or at the end. Contains author(s) and contributors; address and phone; publication schedule; date and volume number; and/or subscription or postal regulations Masthead

Oklahoma 4-H Youth Development Effective Page Layout Address and phone Publication Schedule Author Contributors Purpose

Oklahoma 4-H Youth Development Effective Page Layout Font style and size –Rule: the wider the line of text the larger the typeface –11-12 point comfortable for the average reader –Larger type “Ok” for the older and younger reader, but uncomfortable for most people –Minimize CAPITALIZATION –Serif type for text –San Serif for headlines T, t San Serif type face T, t Serif type face Margins assist eye movement – Rule: the wider the column the wider the margins Text –Ragged right is comfortable and contemporary –Justified is formal or business like

Oklahoma 4-H Youth Development Headlines Purpose – “Attract Attention” Well written and bold Readers scan headlines to see what applies to their needs “Cowboys Humble Sooners” Most important information should have the biggest headlines Justifying Headline -Right -Left -Centered

Oklahoma 4-H Youth Development Headlines People like to make and save money People like security People like to save time People enjoy humor People enjoy human interest People like recognition Five Needs of the Reader Reader scans to see what applies to their needs.

Oklahoma 4-H Youth Development Clip Art Art adds to the content of the newsletter Art supports or enhances the message Avoid art out of context Clip Art is Part of the Message Wrap text for space White space is a “good thing” Lines and boxes are a form of clip art –They separate information –Tie stories together –Decorate –Draw attention to an article –Effective sidebars

Oklahoma 4-H Youth Development News Column Purpose –Education Know publisher requirements. Proofread, Proofread, Proofread Choose timely topics. Personalize the message. Include non-discrimination statement and contact information. Read all about it!

Oklahoma 4-H Youth Development Press Release Purpose –Announce Event, Activity, Meeting –Promote Educational Programs –Recognition Utilize Ag Communications Services Personalize Proofread, Proofread, Proofread Include non-discrimination statement and contact information. What’s Going On?

Oklahoma 4-H Youth Development Getting the Word Out Image is everything Know the Audience/Clientele Have Purpose Quick Reading –Make text effective –Edit –Use bullets, lists, and sidebars –Departments Write to be read! Eye Appeal –Layout – columns & text –Headlines –Clip Art News Column Press Release

Oklahoma 4-H Youth Development Getting the Word Out Present a professional image Prepare a periodical people want to read Communicate a clear and succinct message Never be at a loss for timely and appropriate materials What it’s all About