EWB Communication Strategy
2010
Jonathan Bruck
Methods Of Communication
1. Primarily by the use of Email
2. www.ewb.org.au
3. www.Facebook.com
What we communicate
1. Our events
2. Our volunteer opportunities
3. Cross promotion
• If you are organising an event. YOU ARE
RESPONSIBLE for getting all the necessary
information on an EWB event page.
– Facebook is optional
Why strategise?
• Reduce email volume
• Improve email readability
• Improve member engagement
• Reduce executive workload
• Everything here is up for discussion!! Please ask
questions!!
• I am writing this in response to feedback and
mistakes I’ve personally made.
Relationship Database
• Don’t over communicate to people we have a
relationship with
• Make sure we maintain relationships even if the
volunteer leaves EWB
• Organise the relationship by:
– Team->Company/Organisation/Field
• Make sure you include:
– Who is the point of contact for them and us
– What do we expect from this relationship
– How you communicate with them
• Relationship Database page on the NSW Chapter
Events
• Events are listed in up to FOUR places:
1. EWB Event (required!!)
2. EWB Announcement (more detailed than
newsletter)
3. EWB Newsletter (through Vertical Response)
4. Facebook group (optional)
Events – ewb.org.au
• All EWB Events
MUST go on the
EWB webpage
• Details on ewb.org.au
– NSW Chapter
– Event “+”
– Lat and Long can be found by
visiting www.maps.google.com
and right clicking on the
location and going to “what’s
here.” The coordinates appear
in the search box.
– Submit Event
– Share Events with relevant
chapters
Events – facebook.com (optional)
• Details on Facebook
–
–
–
–
Chapter “Groups”
EWB Fan page
Duplicate details
Direct members to
EWB.org.au
Email etiquette
• Write the EWB.org.au Announcement First.
• The rich text editor
• Use the EWB-Style by using headings,
paragraph and body text.
• Try to reduce custom formatting
• Post the newsletter to the chapter (not the
Team) and then share with relevant chapters
Email etiquette
• Frequency
– State Monthly (in the first few days)
– Uni: No more than once a week.
• Usyd: We can email Kay Fielding and have her
send it to the entire faculty.
• When should the newsletter go out?
Email etiquette
Use Word to write the email, you will copy paste it later.
• Greeting
• Introduction sentence. Mention you can unsubscribe
and view the full newsletter on ewb.org.au
• List calendar items in chronological order
• List other items like recent events
• Calendar items providing brief details and linking to the
event webpage on ewb.org.au
• Other items linking more details to the announcement
Emails continued – the hard part
• Each item should in the email (remember full
details are on the announcement) should be
as succinct as possible.
• No item should be longer than ~70words
Sending Emails
• Vertical Response
• Username and Password will be provided by
Patrick on request
• Don’t forget to Delay and Review!
• Detailed instruction on next slide
• Review email readership after it has been sent
Vertical Response
1.
2.
3.
4.
Email
New Email (right top corner)
Custom Canvas
Copy email text into rich text editor and fix any errors
in formatting.
5. Make sure links work by selecting the link and
pressing the link button (looks like chain link or a
sideways “8”)
6. Check the unsubscribe button at the bottom
7. Select the text only tab, and click copy text from
HTML. Fix up any errors in formatting
Vertical Response
8. Select Finish
9. Preview
10.Send test message to yourself and read it
through. Are there silly errors? Are items
ambigous?
11.Distribute. Select a time a few hours from
now, (rec: 6 hours)
Responding to Emails
•
•
•
•
•
https://mail.ewb.org.au/exchange
Be nice.
Tell them about what EWB is.
Tell them about our programs, upcoming events
Direct them to the website to become a member
and tell them all our info will be posted there.
• Add their email to the email list if they want it.
(Ask first!)
Doodle.com
• Used for finding peoples availabilities for times
and dates. Great for volunteer scheduling
• Also used for polls
• Very simple to use. You don’t even need an
account to participate, or even set up a schedule.
• Make sure get the participants to write their
email in the comment section, or send you an
email (with their phone as well?) so you can
contact them after the poll is finished.
Google Docs
• Online collaborative Documents,
Spreadsheets, Presentations, Forms
• www.docs.google.com
• Great for very quick membership forms at
stalls like Oweek.
Web test team
• www.ewb.org.au/webtestteam
• Report bugs in the website, problems or test
new things here.
• Bug reports go as a new discussion item
Inter-Chapter collaboration team
• http://www.ewb.org.au/explore/initiatives/ch
aptercollaborationteam
• Discuss between chapters. The use of this is
yet to be really worked out.
• Used for national teleconf minutes.