club nlttnewsletter secrets · 2019-10-28 · club newsletter secrets re vealed with dorian taylor...

Toastmasters District 57 Toastmasters Leadership Institute (TLI) 6/1/2013

Club Newsletter Secrets Revealed with Dorian Taylor 1

Club N l ttClub N l ttNewsletter SecretsNewsletter SecretsSecretsSecrets

with Dorian Taylorwith Dorian Taylorwith Dorian Taylorwith Dorian Taylor



Club Newsletters are a Win-Win-Win Proposition…

Oops, they forgot thereforgot there was one more “WIN”



Your CLUB MEMBERS win…

They learn about ToastmastersCelebrating their wins Makes them feel appreciated Add articles to their “win book”

They will see more opportunities to win



Your CLUB wins…

Creates conversation AND feedbackCreates community and a sense of prideEducates current AND

future membersGreat promotional toolHelps achieve club missionp



YOU win…

Get to know members betterLearn/improve resume-worthy skillsBecome a published authorCreative outletC eat e out etCompetent Leader (CL) creditSpeech project creditSpeech project credit

Yeah baby yeah!



Newsletters, step by step...

Talk to executive team



Talk to executive team

This year’s DCP goalsHow newsletter will help club achieve DCP goalsPresent plan (just the basics)Set up lines of communication

with Pres, VPE, VPM, VPPRSec, Treas and SAA




Talk to executive teamAlign newsletter goals to Distinguished Club

Program (DCP) goals



DCP G l th iDCP Goals, the overview…Education: Members who earn education

awards are reaching their goals

Membership: Enough members to provide l d hi d fill ti / itt lleadership and fill meeting/committee roles

Training: Trained club officers are better able to serve and support your clubserve and support your club

Administration: Fulfilling admin duties helps club run more smoothlyclub run more smoothly

Source: http://www.toastmasters.org/1111_DCP



DCP G l th d t ilDCP Goals, the details…

AND make sure your club either has 20 members, or a net growth of at


least five new members, by the end of the Toastmasters year (June 30).



DCP G l th itiDCP Goals, the recognition…

Q alif ing req irementQualifying requirement:To be considered for recognition, your club must either have 20 members or a net growth of at least five new members as of June 30.




Align newsletter goals to DCP goals

Promote opportunities for extra speechesPromote Leadership Award credit

opportunitiesopportunitiesCelebrate Educational AwardsWelcome new membersWelcome new membersThank members who bring guests

& sponsor new membersPromote events & deadlines




Talk to executive teamAlign newsletter goals to DCP goalsCreate newsletter committee



Create newsletter committee

WOO HOO! We are all getting Competent Leader (CL) credit!



Competent Leader (CL) Credit

PROJECT 6 – Organizing and Delegating Help Produce the Club Newsletter

PROJECT 10 – Team Building Club Newsletter Editor or Webmaster



Speech project creditR i j t i tReview project requirements(any speech manual)Create a speech about your newsletterCreate a speech about your newsletter

committee role Present speech to your clubp yGet it evaluated in your

manual for credit



Newsletter committee jobs

Managing EditorWriterCalendar/Lists EditorProduction ArtistPhotographerProofreader




Talk to executive teamAlign newsletter goals to DCP goalsCreate newsletter committeeDecide on content



“DCP Goals” content suggestions

Minutes from club & club officer meetingsShort (150-300 words) “Toastmasters” storiesOpen house recaps w/thanks to members who

bring guests Member profiles (100-150 words)At least 1 photograph (of a member)New members & member-sponsors



More “DCP Goals” content suggestionsNew members & member-sponsorsNew educational awards, contest wins, etc.Club/Area/Division/District/Int’l events &

deadlinesMembers’ birthdays, anniversariesClub anniversary



Scale ne sletter contentScale newsletter content to your committeeMinimum for monthly newsletter w/ 2-person

committee: Member profile (100-150 words) w/photo New members & member-sponsors New educational awards, contest wins, etc. Club/Area/Division/District/Int’l events & deadlines

Quality is more important than Quantity



Where do you get content?Member profile/pics: MembersMember profile/pics: MembersMinutes of club & officer meetings: SecretaryNew members membership drives:New members, membership drives:

Vice President MembershipEducational awards:Educational awards:

Vice President EducationArea/Division/District events:

d57tm.org/events



More places to get contentDCP info & deadlines:DCP info & deadlines:

Club Success Plan or toastmasters.org/1111_DCP

“Tips” & “Toastmasters story” ideas, International events: Advanced members & toastmasters.org

Other – photos, stories, ideas: Members




Talk to executive teamAlign newsletter goals to DCP goalsCreate newsletter committeeDecide on contentDecide on delivery method



Decide on delivery method

vs.

EmailSnail Mail



Delivery method – Snail Mail“Tech friendliness” of cl b members“Tech-friendliness” of club membersCompeting with junk mailPrinting costsPostage costsDelivery time



Delivery method - EmailHTML or PDF?HTML or PDF?Get permission (subscribers opt-in)Make it easy to unsubscribeMake it easy to unsubscribeKeep list cleanC id t i bConsider opt-in box on

website for non-membersHow to stand out amongHow to stand out among

1000s of OTHER emails




Talk to executive teamAlign newsletter goals to DCP goalsCreate newsletter committeeDecide on contentDecide on delivery methodCreate editorial calendar



What’s an editorial calendar?What’s an editorial calendar?It’s where you plan several issues in advance:Issue Date – when it mails/sendsClose Date – at least 5 days priorStories, member profiles Who writes each story, profile, sectionUpcoming DCP deadlinesEvents, etc. – Club, Area, Division, District, Int’l

“Subject to change”



Sample Editorial Calendar



Why an editorial calendar?

“If you fail to plan, you plan to fail.”

— Dave Orris, DTMDistrict 57 Governor 2011-2012



Newsletters, step by step, continued...Talk to club members individually



Talk to members individuallyA k f ti i ti i i hAsk for participation in person or via phone,NOT via emailSchedule interviews for member profilesSchedule interviews for member profilesMembers can contribute: Photos Photos

Stories, tips

And more!



Newsletters, step by step, continued...Talk to club members individuallyDecide on layout



Layout – PDF or Snail Mail

Toastmasters logo and colors *REQUIRED*Toastmasters logo and colors REQUIREDBranding portal: toastmasters.org/vbpClick “Stationery Templates ” download BOTHClick Stationery Templates, download BOTH

“newsletter” templates:Review with committee



Before you put items in layout, write them somewhere elseUse word-processing program

(Microsoft Word or other)Write stories, spell-checkProofread

t i /li t / l d itstories/lists/calendar items 2nd pair of eyeballs



PDF or Snail Mail layout tools

Basic $$: Word or PublisherAdvanced $$$: Adobe InDesign, etc.



Layout - Email

If PDF pload to ebsite & send linkIf PDF, upload to website & send linkToastmasters logo & colors *REQUIRED*Branding portal:

toastmasters.org/vbpSimple layout is best

(smartphone-friendly)



Layout – Email, continued…Connect to social mediaConnect to social media2-3 images max – OPTIMIZESpecify image width & height in codeSpecify image width & height in codeTest-send to Gmail,

Outlook and iPhoneOutlook and iPhoneMust be readable with

images turned OFFimages turned OFF



Whoops…“ ”Large “unbounded”

top image makes email unreadableemail unreadable when images are turned off

Unbounded = no height/width

ifi dspecified



For Email (HTML or PDF)

Subject line = MOST IMPORTANT thing you will write! Start with NEWSLETTER: or ENEWS: Must relate to content Think “headlines” not complete sentences 35-50 characters max (including spaces)



Free & Cheap HTML email resources

JPEGMini – optimize images jpegmini.comMobilizer – testing springbox.com/mobilizerThemeForest – templates themeforest.com $MailChimp – email engine + templates

mailchimp.comGoogle Analytics – advanced tracking

google com/analyticsgoogle.com/analytics



Image editing resources

Basic FREE: Paint (PC) or Preview (Mac) Advanced FREE: Gimp - gimp.orgAdvanced $$$: Adobe Photoshop



Get permission to use photos and videos

Download release form and add your club’s name in addition to “District 57”o s c 5

(e.g. “… Club Name, District 57…” etc.)

Source: d57tm.org/resources/useful-links/



OR, use stock Toastmasters photos

Source: toastmasters.org/vbp



Newsletters, step by step, continued...Talk to club members individuallyDecide on layoutStart Production 1 month before publishing



Start Production 1 month before publishingFinalize stories & writing assignmentsWrite stories/profiles earlyWrite stories/profiles earlyHave “pocket stories”

already writtena eady tteProofread as you go 2nd pair of eyeballs 2nd pair of eyeballs



Newsletters, step by step, continued...Talk to club members individuallyDecide on layoutStart Production 1 month before publishingRespect deadlines



Respect deadlines

Keep to the planDevelop a routineRespect committee

members’ timeRespect your timeBuild member loyalty



Newsletters, step by step, continued...Talk to club members individuallyDecide on layoutStart Production 1 month before publishingRespect deadlinesNewsletter production



Newsletter productionR i / ti i iResize/optimize pics

Add stories/pics to layoutPrint out layout and Proofread again!Check images,

th ll th ?are they all there?Check stories,

are they complete?are they complete?



Newsletter production

D “ d” if i E ilDo a “test send” if using Email 2nd pair of eyeballs Gmail, Outlook and iPhone Images & stories complete? If PDF, does it download?

If Snail Mail, fold & stuff into envelopes, affix postage



To recap...

Talk to executive teamAlign newsletter goals to DCP goalsCreate newsletter committeeDecide on contentDecide on delivery methodCreate editorial calendar



Still recapping…

Talk to club members individuallyDecide on layoutStart Production 1 month before publishingRespect deadlinesNewsletter production



And thenAnd then…



Let that Newsletter FLY!

club nlttnewsletter secrets · 2019-10-28 · club newsletter secrets re vealed with dorian taylor...

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