Effective Communications with Clubs and DistrictYou Can Effectively Use

the District Tools

As a Leader, You are called to Communicate

1. With Other Club Members2. With Your Committees3. With Other Members of District

Leadership

Success: The Right Tools and a Good Style

First Step

• Keep your own data up to date.

Login: 1) You email address; 2) Your password (Your Rotary #)3) Your Club Number

My Data and Edit – Take Responsibility to Keep Your Data Up to Date

Big Idea: Good Tools and Why They Work

Others maintain the updates Communicate with others based on their Roles Send Notes to Entire Committee or Group

without worrying you will miss someone Email Templates for Rotary You always receive a Copy System Maintains a Record

What Keeps Us From Engaging with the Technology

– You Can’t Break It– Even Data changes can be rolled

back– You should become comfortable

with all the features – Permissions based on District

Role: • Level 1 – Level 7

First Things First:Start with the Subject Line

#1 Use the Subject Line to Draw Attention to the Issue – Include the Word “Rotary”– Enough Detail to Help me Find It or At least

encourage me to open it

Re: Let me KnowVSRe: Rotary: Need Reply for Meeting on July 1st

Let The Receiver Know What You Need them To Do

#2 If you Need a Response to the Email – Say So– Ask for What You Need– Also, it may NOT be necessary to CC everyone– Tell people what you need them to do

C

CC

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444

4

Good Manners are Always Welcomed

#3 Even if the Sender doesn’t ask for a Response a Short One is probably Welcomed

– Don’t Leave them wondering if you ‘received’ their message

– “Thanks…. Will Do”– “Appreciate the Information”– “See you Thursday”

Pmail is Not PrivateNor is any other Email Private

#4 Remember that Email is easily Passed Around and Can Live for a Long Long Time

– Address Anger or Difficult Topics in a Less Public Way

– Think carefully about criticisms of others or programs

– REALIZE THAT ALL CAPS ARE THE SAME AS YELLING!!!

– Re-read it before sending

Timing is Everything

#5 Try not to Send e-mail to Arrive on Monday Mornings or Late Friday Afternoons

– Some people receive over 100 e-mails a day– You don’t want your message to get lost– Of course… send a note anytime that it is

necessary but general information e-mails tend to be less effective on Mondays or Late on Fridays

ABC DIA DTTS PETS XYZ

#6 Avoid Acronyms and Partial Sentences – Use Conversational Tone

– Our members have a diversity of backgrounds and experiences

–We already share a common language and while typing all the words takes a little more time, it is the most effective

Move Your Art to a Campus

#7 Select Type and Colors carefully – Dear CommitteeThere are Many Ways for Miscommunication

There are too many Fonts and Colors and …..

You should Never Feel Obligated toUse Them ALL

District Committees – A valuable Resource

What I Ask of You

Maintain Your Personal Data Review Your Club or Committee Data Keep Your Club or Committee Data Up-to-Date Review District Data Contact Others

Individually http://www.rotary7570.org/ By Title As a Group As a Committee http://www.rotary7570.org/

Other Ways to Communicate

• Text Messages – Quick note• Skype – Face to Face with Free Call• GoToMeeting – Online Computers are linked

and then a phone call is used• Flavors and Blends of the Above• Let me know your needs

District 7570 NewsletterBill Orndorff, Editor

Mission: To provide and distribute for Rotary District 7570 Rotarians a record of club, district and international activities related to Rotarians “doing good in the world”.

District 7570 Newsletter

• “Rotary Informer”• Combined July-August Issue• New format & distribution

District 7570 Newsletter

• Using KISS Method• Easier for Everyone• Do’s and Don’ts

District 7570 Newsletter

• Do: Write you article in MS Word• Do: Attach your document to email• Do: Remember your audience• Do: Remember journalism rules of:

» Who, What, Where, » When, Why & How

• Do: Submit photos as jpeg attachment• Do: Follow photo sizing guidelines• Do: Limit photos to two per article• Do: Include captions in Word doc. • Do: Send to:

7570newsletter@comcast.net

District 7570 Newsletter

District 7570 Newsletter

• Don’t: Imbed Photos in Doc.• Don’t: Format your article• Don’t: Send newspaper articles• Don’t: Send club newsletters• Don’t: Send pdf documents

District 7570 Newsletter

• Deadlines:

• Articles for submission as separate • email attachments: must be received• by 7th of month of publication

7th

District 7570 Newsletter

• Deadlines:

• Attendance: Closes 10th of month

7th

District 7570 Newsletter

• Deadlines:

• Publish date: on or by 15th of month

7th

District 7570 Newsletter

• Limit 2 jpeg photos per article, submitted as separate attachment with size limits

4”

6”

District 7570 Newsletter

• Letters on 7570 Website• Notices to all Rotarians• Notifications to 3,575• Some members opt-out• President’s responsibility

District 7570 Newsletter

• Additional Newsletter distribution• Printed or Hardcopy production• To produce black & white version• Limited distribution to clubs, etc

District 7570 Newsletter

Questions

Thank you