1. IEEE REGION 10 MEETING, ADELAIDE, 2004 1 Communicating with IEEE Members Newsletters & Other Ways to Communicate with IEEE Members Observations, Experiences plus Ideas from SC2002 Washington DC Mr. Harry McDonald, R10 Newsletter Editor 2004 IEEE Region 10 Meeting, Adelaide, April 2004

2. IEEE REGION 10 MEETING, ADELAIDE, 2004 2 Communication

3. IEEE REGION 10 MEETING, ADELAIDE, 2004 3 Why Electronic Email Newsletters Web Newsletters Material Managing an Email Newsletter Technical Announcements Managing a Web Newsletter Editor /Editorial Committee Practical Guidelines & Help from IEEE Virtual Communities Presence at Technical Meetings Feedback Summary &Challenges

4. IEEE REGION 10 MEETING, ADELAIDE, 2004 4 Why Have an Electronic Newsletter? Pros Lower cost Fast &easy to reproduce Up-to-the-minute info Accessible anywhere, anytime Accessible to more readers IEEE is leading the way Cons Not all members have access Don’t have email addresses for all members

5. IEEE REGION 10 MEETING, ADELAIDE, 2004 5 What Combination: Web, Email, Paper? Paper?  Email –Text or HTML –Full newsletter, pointers to web  Web –HTML or PDF –Newsletter unit or news and events

6. IEEE REGION 10 MEETING, ADELAIDE, 2004 6 IEEE Electronic Newsletter - How widespread among sections? –Approx 80 % of Sections have web- pages (linked from IEEE site) 85% US, 70% non-US –65% of those have news items on their sites 65% US, 65% non-US –55% are current 60% US, 40% non-US

7. IEEE REGION 10 MEETING, ADELAIDE, 2004 7 Material ‘NEWS’ - Interesting, Relevant, Timely Non-Controversial Contributions From Excom Gimme’s /Prizes /Advertising

8. IEEE REGION 10 MEETING, ADELAIDE, 2004 8 Material (con’td) - “Filler Articles - Reinforcement of Key IEEE Messages” IEEE web accounts IEEE Email aliases Fellow & Senior Member elevation process IEEE Online Store IEEE Digital Library IEEE - ‘The Institute On Line

9. IEEE REGION 10 MEETING, ADELAIDE, 2004 9 Managing an Email Newsletter Set up a schedule and stick to it –Limit frequency –Issues at regular, predictable intervals –Let everyone know what to expect Be very selective about the information included –Limit amount of text – one screenful –Need-to-know information –Pointers to location for more detail

10. IEEE REGION 10 MEETING, ADELAIDE, 2004 10 Managing an Email Newsletter (cont’d) Plain text or HTML? –“keep it simple” –Plain text Not everyone has high-end email system Headlines or short summaries with pointers to additional detail on website Entire Newsletter as a text message –HTML – Some recommend Most members do have high-end email Headlines or short summaries as TOC with pointers to additional detail later in message Entire newsletter in the email message

11. IEEE REGION 10 MEETING, ADELAIDE, 2004 11 Managing an Email Newsletter (cont’d) The Subscriber List –Build it from SAMIEEE Begin with all members and let them opt-out Notify all members and let them opt-in –Web subscription form (or email) –About 80% of members have email address in database –About 80% of those are correct

12. IEEE REGION 10 MEETING, ADELAIDE, 2004 12 Editor /Editorial Committee Flair Relentless Technical management of modern media Collaborate with Web Page Manager More participation Set guidelines and schedules and stick to them

13. IEEE REGION 10 MEETING, ADELAIDE, 2004 13 Newsletter Editors’ Page http://www.ieee.org/newsletters All-Electronic Newsletters More visibility for best practices Links to other Section newsletters for ideas “Filler” articles

14. IEEE REGION 10 MEETING, ADELAIDE, 2004 14 Section Newsletters - Best Practice + Toronto Ottowa Kansas Links to Section Newsletters ( R10 - only Queensland is linked) Sections Congress 2002 Newsletter Presentations - Jean Eason (Fort Worth) & Eric Holdrinet (Montreal)

15. IEEE REGION 10 MEETING, ADELAIDE, 2004 15 Entity Web Hosting (EWH) Host your unit’s web site on the IEEE server free of charge 10 MB space allowed per unit Templates available for use http://ewh.ieee.org/

16. IEEE REGION 10 MEETING, ADELAIDE, 2004 16 Managing a Web Newsletter Give them the essential info quickly Limit graphics Avoid animation, splash pages, audio Limit scrolling TOC with meaningful headlines and short summaries Pointers/links to longer articles and detailed information Limit articles < 500-600 words Sub-divide longer articles into short, meaningful chunks Inverse pyramid – conclusions first, then supporting background info

17. IEEE REGION 10 MEETING, ADELAIDE, 2004 17 Managing a Web Newsletter (cont’d) Make it easy for reader to scan Meaningful headlines, sub-headings Highlight key words & phrases (bold, color) Bulleted & numbered lists Shorter paragraphs, more white space Link to ancillary information (chapters /student branches) Opportunity to expand the audience Add tags for search engines Not all readers will be members

18. IEEE REGION 10 MEETING, ADELAIDE, 2004 18 Managing a Web Newsletter (cont’d) Avoid frames –Browser compatibility –Linking from external sites HTML wins over PDF –PDFs worse in usability than HTML –Increase download times –Complicates scrolling and navigation Use pdf if you expect the reader to print the file before they read it

19. IEEE REGION 10 MEETING, ADELAIDE, 2004 19 Technical Announcements Most Relevant to Local Members Flyers - for broader appeal to non members People Networks that feed off IEEE members Technical Management of email lists and distribution, e-list as an IEEE volunteer resource

20. IEEE REGION 10 MEETING, ADELAIDE, 2004 20 Practical Guidelines & Help from IEEE Follow the main links from Volunteer Resource page Electronic Web Services Resources for People Involved in Publishing Plus other detailed support

21. IEEE REGION 10 MEETING, ADELAIDE, 2004 21 Logos – Not Just Any Image IEEE Master Brand – Logos: –www.ieee.org/masterbrand Approximately –40% of Section webpages have correct logos 30% US, 50% non-US

22. IEEE REGION 10 MEETING, ADELAIDE, 2004 22 Logos – Not Just Any Image What is the correct logo?

23. IEEE REGION 10 MEETING, ADELAIDE, 2004 23 Logos – Not Just Any Image Correct logo: Size, font, location –No animation!

24. IEEE REGION 10 MEETING, ADELAIDE, 2004 24 Does your web site have the “Top Ten”? Section Officers and an email address The history of the Section Calendar of events (Current?) Section newsletter (pdf or html format) List of Chapters and contact information List of Student Branches with contact information Pages for Affinity Groups if applicable Pages for awards/educational activities/professional activities FAQ's Section By-Laws

25. IEEE REGION 10 MEETING, ADELAIDE, 2004 25 IEEE Virtual Communities Tool for online collaboration Section/Chapter Volunteer Forum http/www.ieeecommunities.org –Collaborate without Spam –Increase volunteer participation –Gather information/opinions on specific topics –Best practices

26. IEEE REGION 10 MEETING, ADELAIDE, 2004 26 Presence at Meetings /Local Events IEEE promotion Obvious presence, High Profile, Role Model Rosters for Committee Other Side Effects? Membership Interest and New Excom Recruitment

27. IEEE REGION 10 MEETING, ADELAIDE, 2004 27 Feedback Difficulties Can’t Communicate Enough Technical Meetings are a useful forum

28. IEEE REGION 10 MEETING, ADELAIDE, 2004 28 Challenges Reaching ‘Silent Members’ Local, Regional and Global IEEE Identity Good Communication is Essential for long term IEEE success.

29. IEEE REGION 10 MEETING, ADELAIDE, 2004 29 Summary Have a Section web page For newsletter - best to have a combination of paper, email and web Keep electronic information simple and current Set a schedule and guidelines and follow them Use the resources available from IEEE