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It was such a great idea, why didn't they love it?

8/1/2014

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One of the most satisfying and fun things that happens in a volunteer organization is when you get in an idea flow.

Someone says “ we should … (do something)”, another person says “yes, that’s a great idea! We can do that and …”

The creativity is on a roll, the poor person taking minutes can’t keep up, and everyone is enthused with the creation of a great idea.

The next step is usually putting the idea into action. Volunteers are mobilized, an event is booked, partners are contacted, promotional material is developed (often at a cost), and the word goes out.

If you end up with a huge turnout and a smashing success, you are in tune with your market.

But, what if it didn’t turn out like you thought it would?

Generating ideas for action is a great way to tap into the creativity and expertise of the people around your board table. You are the experts who know the most about your organization’s business, so any idea you generate should be an immediate success right?

Unfortunately, many of these great ideas don’t get the response we expected. Sometimes our event or activity gets little notice, sometimes we find people are critical, with suggestions to do things differently. Worst of all is when everything is misunderstood and goes sideways with a completely unexpected negative response.

We are all in this to help, so we wonder why our ideas and efforts aren’t appreciated.

In the marketing world, actions are called tactics. The mantra is never, never put tactics before strategy.

To be most effective, come up with a strategy before launching into ideas for actions.

Define the issue or problem that you want to address. Talk to your audience, members or customers about how to do that. Find out what they want, what their attitudes and beliefs are. Maybe what they feel isn’t the same as what the experts around your board table think is the best thing to do.

Being in touch with your customers, whether they are your members, or others, is the best thing you can do to come up with the strategy.




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Seven ways to reach your members

8/1/2014

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When local volunteer boards do their work, there is always important information to communicate to members and the public.

How does your board get information out? 

Common ways to communicate include meetings, emails, paid advertisements, news releases or posts on your organization’s website.

When you make the effort to communicate, have you ever found there were some people who don’t receive the information? They may say they didn’t hear about it, or even worse, they may have heard about it, but not in the way your group intended.

This requires board members to spend more time with explanations for those who weren’t aware or who received misinformation.

You felt you did your part by sending out the information. But how can you guarantee your members will hear what you want to communicate?

Here are seven ways to get your message noticed and read:

  1. Keep messages short and simple. Don't send long, rambling emails or post notices that try to explain every nuance. Start with a few points that capture your message and refer readers to further details (a longer document for example) where they can learn more. The shorter and simpler the message, the better the chance it will be read.
  2. Have a heading that summarizes your most important message. Don’t use a generic heading like “Policy Change” when you can attract attention about the change. This goes for the Subject line in an email, or heading on your web post or bulletin board notice.
  3. Use multiple channels. Send a broadcast email with website link, post on the website, and communicate at your meetings. Social media can really help here for your members who are on Facebook or Twitter.
  4. Combine electronic information channels with face-to-face communications. Whether it’s during a meeting, staffing a table at an event, or talking to people you meet as you go about your business in the community – face to face communications are often the most effective.
  5. Be consistent with your message channels. If your members are used to getting a Tweet, Facebook notice, or email to receive information, use the channels they know.
  6. Use influencers. Who are your members who always have an opinion or comment and like to share what they know? Focus on ensuring they understand, and ask for their help in getting the word out.
  7. For substantial changes or other important new information consider developing a communications strategy that includes using your local media and a social media strategy. A news article in your local community media provides something for people to talk about, while social media provide a platform for the conversation to help spread your message. Consider all the angles, however – including ways your message may be interpreted. That’s where a communications strategy will help.
Trying some or all of these tricks will help in getting your message out and ensuring it is understood.











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Tips for school reporters

8/1/2014

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In 2013 the local elementary schools began sending student reports to the Sooke News Mirror. It's a great way for students to practice writing and reporting and the community benefits by learning about school activities.

Writing news stories is a little different than writing essays or other compositions learned at school. Reporting Tips was originally developed to help students at Ecole Poirier Elementary with their first news submission and it has been recently updated with examples from all schools including Sooke Elementary, Saseenos Elementary and John Muir Elementary.

It includes tips on getting ideas about what to cover, background on how news stories are structured and how to write them, and what kind of information to note and include.

Every writer has their own style and students are encouraged to write in the style they are comfortable with, while including the facts to make a great report.

It also includes a few suggestions about newspaper style to help busy editors.

Hearing about school activities from the students helps promote many positive ways local youth are involved.

The local newspaper is one outlet for stories and you may have others such as your school's website or blog.

Good luck and have fun with school reporting!

To download Reporting Tips, see Free Guides and Templates on this site: http://www.saseenos.com/free-guides-and-templates.html.

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Covering your local sports team

8/1/2014

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There is always so much going on in local minor sports. Often, local media don't have the capacity to report on every game for your sports team or organization.

Most local media outlets have few staff and they are not able to get out and cover every event in town. Some media are willing to accept submissions if they can't be there in person, so why not do it yourself?

Sending in stories about games from local soccer, fastball, football or hockey teams helps promote your sport and local players.  Players get to feel like the stars they are as their best plays are reported, and you create a positive association for your organization (which can help with memberships and fundraising too).   

For tips, check out Team Reporting 101. This was first created for all team managers and reporters of Sooke Minor Hockey and shared with Sooke Soccer Club. It has since been adapted to apply to all local team sports with examples from football, fastball, hockey, soccer and highschool basketball.

An important first step before starting team reporting is to check that your local newspaper accepts submitted content. It doesn't hurt to talk to the editor at the start of each season. Ask about their deadlines and who the main contact should be, then promote to team managers so they can recruit a team reporter.

If you can’t publish in the local newspaper, try your organization’s website or social media group to publish stories and images from the games.

Respecting privacy

Ensure your organization has a policy that allows publication and players (or their parents if they are minors) have consented to publication. Most local organizations have that policy, but if you are new to an organization, always check.

For more information, download or share Team Reporting 101 from the Free Guides and Templates section of this site: http://www.saseenos.com/free-guides-and-templates.html



 








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