1. Going Green: Putting Your Newsletter On Line
The Bayou Tech
The Bayou Tech
vs.

2. ACLS Roundtable Discussion July 2009
Discussion led by:
Cathy Robinson, MSA, MT(ASCP), CLS-G
LSCLS The Bayou Tech
LSUA, ALLH Department
807 Jackson St.
Alexandria, LA
(W)
(H)

3. Objectives: After this roundtable participants will be able to:
Appreciate the differences between paper and electronic newsletter formats
Make an informed decision on which format is best for their state
Create an editor’s support group to refer questions to for assistance

4. How Many of You Currently Have:
Paper newsletter?
Electronic Newsletter?

5. Paper Newsletter: Paper Newsletter Pros Cons
Hard copy to refer to or cut article out of
Satisfaction of finished project/product
Copy for society archives
Easier to create because of status quo
Cons
have to add 4 pages to add 1 page
Allow time for printer to copy and staple
Color added large expense
Hours to arrange by zip code for bulk mailing / extra Kleenex for tears after talking with post office
Allow ~ 2 weeks from finished copy to printer to mail to delivery
Expense Expense Expense

6. Electronic Newsletter
Pros
Changes can be made instantly
NO EXPENSE – is free
Color is also FREE as are animations!
to members only takes a few minutes
Cons
Computer knowledge helpful!
Have to set up groups of ~ to send newsletter (one time only)
Easier to save newsletter as PDF file (members can open PDF files easier) but can’t have animations with PDF files
Larger the newsletter the longer and more difficult for all members to open on home computers
Cons:
I think it’s more like “computer knowledge is an absolute necessity”
I don’t think you really have to set up groups of 10-12?? That is really -type dependent isn’t it (ie: outlook versus yahoo vs. something else)? But the maintenance of the s is a fairly big job, at least that is what we have found here.
Maybe pay for a newsletter on-line software/service

7. Is One Form of Newsletter Better?
Definitely not!
Whatever works for your state is the right form!

8. How Do States Know If / When To Switch From Paper to Electronic Newsletter Format?
Do you have trouble finding or keeping an editor?
Is your budget shrinking as mailing rates are increasing?
Do Bulk Mail directions change everytime you send out your newsletter
You really want to save trees
Your state is ready for a change
If you and your state respond ‘yes’ to the above
questions it may be time to consider converting your paper format to electronic!
Note from an active state: “This information is helpful because we are in the middle of our very own newsletter crisis!! I am putting our newsletter together as we speak, in Word and saving as a pdf, because the person that used to create our on-line newsletter just can’t do it anymore, and no one knows how to do it in the very difficult web-based format she used. “

9. In The Beginning……………..
Beginning is the hardest part-you have a lot of ideas but how do you arrange articles?
Where to find a template?
Online
Create one with Publisher
Create one with Word
Create your own!
Changing your mindset from paper to electronic
In MN we have tried to put a small group (2-3 people) together that solicit and review articles and then edit the entire newsletter – and then we send it to the person that is going to put it in the web format. I’m not sure how good that is working yet, because we have lost a few people, so it has fallen on me, hopefully we can get it going again. This small group comes from our Communications committee that looks at all things about communication, which is mostly our website right now.

10. Links to Template Examples
Click on Toolbox
Google ‘free newsletter templates’

11. Where to find your state members and their email addresses
ASCLS lists members by state societies
Check with your state president to get the password to access your state’s membership
You can create groups from the ASCLS list
Recommend you only put 10 – 15 addresses in each group so the newsletter will ‘send’ quickly in
be prepared to receive some newsletter s returned (changed addresses)

13. Other Comments and Hints
Recruit an editor who is motivated, creative, and willing to spend time on a newsletter
Start small- 1-2 pages in your newsletter
Begin with two editions / year. You can always increase editions if there is more information available.
Encourage your editor to try new ideas in newsletter formats
Congratulate and support your editor
Helps to keep an editor motivated

14. Other Comments and Hints
Ask for short articles
People are less intimidated if they only have to write 300 words
Include a column dedicated to students
Ask MLT/MLS/Phlebotomy students at universities in your state to submit an article, case study, crossword puzzle, etc…
Ask educators to submit articles on student activities and course information

15. Happy Writing, Editing and Publishing