it’s time for the internet and e-mail to become your primary tools of communication! nassced 2007...
TRANSCRIPT
It’s time for the INTERNET and E-MAIL to become yourIt’s time for the INTERNET and E-MAIL to become your
Primary Tools of Primary Tools of Communication!Communication!
NASSCED 2007 – Minneapolis, MNNASSCED 2007 – Minneapolis, MNLou Miller – New Jersey Association of Student CouncilsLou Miller – New Jersey Association of Student Councils
www.NJASC.orgwww.NJASC.org
So, where are we now (part So, where are we now (part 1)?1)?
Does your State Association have a website?Does your State Association have a website?
Yes, with its own domainYes, with its own domain 76%76%Yes, under a parent domainYes, under a parent domain 16%16%Yes, under a school domainYes, under a school domain 2% 2%NONO 6% 6%
So, where are we now (part So, where are we now (part 2)?2)?
Who is responsible for your association website?Who is responsible for your association website?
Executive DirectorExecutive Director 31%31%OtherOther 31%31%Unpaid volunteer within associationUnpaid volunteer within association 20%20%Affiliated or parent organizationAffiliated or parent organization 7% 7%Paid employee within associationPaid employee within association 7% 7%Outside contractor paid by associationOutside contractor paid by association 4% 4%
So, where are we now (part So, where are we now (part 3)?3)?
What website operations do they actually do?What website operations do they actually do?
Periodic revision of contentPeriodic revision of content 91%91%Uploading of filesUploading of files 82%82%Website design/authoringWebsite design/authoring 74%74%Domain name registration Domain name registration 65%65%Maintain e-mail distribution listsMaintain e-mail distribution lists 58%58%
So, where are we now (part So, where are we now (part 4)?4)?
How much do you pay/year for website expenses?How much do you pay/year for website expenses?
Over $500.00Over $500.00 28%28%Under $100.00Under $100.00 26%26%Between $251.00-$500.00Between $251.00-$500.00 18%18%NothingNothing 18%18%Between $101.00-$250.00Between $101.00-$250.00 10%10%
So, where do you want to go?So, where do you want to go?
• Provide OUTSIDERS with a clear picture of who you Provide OUTSIDERS with a clear picture of who you are and what you are all about.are and what you are all about.
So, where do you want to go?So, where do you want to go?
• Provide OUTSIDERS with a clear picture of who you Provide OUTSIDERS with a clear picture of who you are and what you are all about.are and what you are all about.
• Provide MEMBERS with a clear picture of who you are Provide MEMBERS with a clear picture of who you are and what you are all about.and what you are all about.
So, where do you want to go?So, where do you want to go?
• Provide OUTSIDERS with a clear picture of who you Provide OUTSIDERS with a clear picture of who you are and what you are all about.are and what you are all about.
• Provide MEMBERS with a clear picture of who you are Provide MEMBERS with a clear picture of who you are and what you are all about.and what you are all about.
• Facilitate FREQUENT effective communication Facilitate FREQUENT effective communication between you and your members.between you and your members.
So, where do you want to go?So, where do you want to go?
• Provide OUTSIDERS with a clear picture of who you Provide OUTSIDERS with a clear picture of who you are and what you are all about.are and what you are all about.
• Provide MEMBERS with a clear picture of who you are Provide MEMBERS with a clear picture of who you are and what you are all about.and what you are all about.
• Facilitate FREQUENT effective communication Facilitate FREQUENT effective communication between you and your members.between you and your members.
• Create an online FORUM through which members can Create an online FORUM through which members can communicate with each other to share ideas.communicate with each other to share ideas.
So, where do you want to go?So, where do you want to go?
• Provide OUTSIDERS with a clear picture of who you Provide OUTSIDERS with a clear picture of who you are and what you are all about.are and what you are all about.
• Provide MEMBERS with a clear picture of who you are Provide MEMBERS with a clear picture of who you are and what you are all about.and what you are all about.
• Facilitate FREQUENT effective communication Facilitate FREQUENT effective communication between you and your members.between you and your members.
• Create an online FORUM through which members can Create an online FORUM through which members can communicate with each other to share ideas.communicate with each other to share ideas.
• Reduce and eventually ELIMINATE postage and labor Reduce and eventually ELIMINATE postage and labor costs associated with mass mailings.costs associated with mass mailings.
So, where do you want to go?So, where do you want to go?
• STREAMLINE the registration process for your STREAMLINE the registration process for your conferences and eliminate paperwork.conferences and eliminate paperwork.
So, where do you want to go?So, where do you want to go?
• STREAMLINE the registration process for your STREAMLINE the registration process for your conferences and eliminate paperwork.conferences and eliminate paperwork.
• Provide MECHANISMS for collecting/analyzing data to Provide MECHANISMS for collecting/analyzing data to develop or improve your programs.develop or improve your programs.
So, where do you want to go?So, where do you want to go?
• STREAMLINE the registration process for your STREAMLINE the registration process for your conferences and eliminate paperwork.conferences and eliminate paperwork.
• Provide MECHANISMS for collecting/analyzing data to Provide MECHANISMS for collecting/analyzing data to develop or improve your programs.develop or improve your programs.
• PROMOTE the achievements of your association and PROMOTE the achievements of your association and its members to the free world.its members to the free world.
So, where do you want to go?So, where do you want to go?
• STREAMLINE the registration process for your STREAMLINE the registration process for your conferences and eliminate paperwork.conferences and eliminate paperwork.
• Provide MECHANISMS for collecting/analyzing data to Provide MECHANISMS for collecting/analyzing data to develop or improve your programs.develop or improve your programs.
• PROMOTE the achievements of your association and PROMOTE the achievements of your association and its members to the free world.its members to the free world.
• SAVE YOU MONEY!SAVE YOU MONEY!
So, where do you want to go?So, where do you want to go?
• STREAMLINE the registration process for your STREAMLINE the registration process for your conferences and eliminate paperwork.conferences and eliminate paperwork.
• Provide MECHANISMS for collecting/analyzing data to Provide MECHANISMS for collecting/analyzing data to develop or improve your programs.develop or improve your programs.
• PROMOTE the achievements of your association and PROMOTE the achievements of your association and its members to the free world.its members to the free world.
• SAVE YOU MONEY!SAVE YOU MONEY!• SAVE YOU TIME!SAVE YOU TIME!
You want a “first place” You want a “first place” website…website…
Your website should be the Your website should be the FIRST PLACE FIRST PLACE that those that those outside your association look to answer questions about outside your association look to answer questions about who you are, what you do, and how they can benefit who you are, what you do, and how they can benefit from it...from it...
• What are your MISSION and PURPOSE?What are your MISSION and PURPOSE?• What is your HISTORY?What is your HISTORY?• What are the BENEFITS of membership?What are the BENEFITS of membership?• What SPECIAL things does your association do?What SPECIAL things does your association do?• How can they CONTACT you for more information?How can they CONTACT you for more information?
You want a “first place” You want a “first place” website…website…
Your website should be the Your website should be the FIRST PLACE FIRST PLACE that those that those inside your association look to learn about who you are, inside your association look to learn about who you are, what you do, and how they can benefit from it...what you do, and how they can benefit from it...
• Your CONSTITUTION and bylawsYour CONSTITUTION and bylaws• Your OFFICERS, trustees, directors, etc.Your OFFICERS, trustees, directors, etc.• Your CALENDAR of major events and programsYour CALENDAR of major events and programs• Your AWARDS programs and recent winnersYour AWARDS programs and recent winners• How can they CONTACT you for more information?How can they CONTACT you for more information?
You want a “first place” You want a “first place” website…website…
Your website should be the Your website should be the FIRST PLACE FIRST PLACE that those that those inside your association go to get the registration forms inside your association go to get the registration forms and other materials they need to participate fully in its and other materials they need to participate fully in its activities...activities...
• Annual MEMBERSHIP formsAnnual MEMBERSHIP forms• Event REGISTRATION formsEvent REGISTRATION forms• Online COMMUNITY resources like forums, surveys, WikisOnline COMMUNITY resources like forums, surveys, Wikis• Links to NASC and other related organizationsLinks to NASC and other related organizations
Web Design & Maintenance Web Design & Maintenance 101101
1.1. Above all else, keep your website CURRENT in style and Above all else, keep your website CURRENT in style and content.content.
Web Design & Maintenance Web Design & Maintenance 101101
1.1. Above all else, keep your website CURRENT in style and Above all else, keep your website CURRENT in style and content.content.
2.2. Know the PURPOSE for each section of your website, and Know the PURPOSE for each section of your website, and ensure the content and how it is organized stays true.ensure the content and how it is organized stays true.
Web Design & Maintenance Web Design & Maintenance 101101
1.1. Above all else, keep your website CURRENT in style and Above all else, keep your website CURRENT in style and content.content.
2.2. Know the PURPOSE for each section of your website, and Know the PURPOSE for each section of your website, and ensure the content and how it is organized stays true.ensure the content and how it is organized stays true.
3.3. If you don’t have your own DOMAIN yet, start thinking about If you don’t have your own DOMAIN yet, start thinking about it. Make your site as easy to reach as possible.it. Make your site as easy to reach as possible.
Web Design & Maintenance Web Design & Maintenance 101101
1.1. Above all else, keep your website CURRENT in style and Above all else, keep your website CURRENT in style and content.content.
2.2. Know the PURPOSE for each section of your website, and Know the PURPOSE for each section of your website, and ensure the content and how it is organized stays true.ensure the content and how it is organized stays true.
3.3. If you don’t have your own DOMAIN yet, start thinking about If you don’t have your own DOMAIN yet, start thinking about it. Make your site as easy to reach as possible.it. Make your site as easy to reach as possible.
4.4. The HOME PAGE should have single click access to each The HOME PAGE should have single click access to each important area of your site, and fast bypass links to what is important area of your site, and fast bypass links to what is important now.important now.
Web Design & Maintenance Web Design & Maintenance 101101
1.1. Above all else, keep your website CURRENT in style and Above all else, keep your website CURRENT in style and content.content.
2.2. Know the PURPOSE for each section of your website, and Know the PURPOSE for each section of your website, and ensure the content and how it is organized stays true.ensure the content and how it is organized stays true.
3.3. If you don’t have your own DOMAIN yet, start thinking about If you don’t have your own DOMAIN yet, start thinking about it. Make your site as easy to reach as possible.it. Make your site as easy to reach as possible.
4.4. The HOME PAGE should have single click access to each The HOME PAGE should have single click access to each important area of your site, and fast bypass links to what is important area of your site, and fast bypass links to what is important now.important now.
5.5. KNOW YOUR AUDIENCE! Think about why they are visiting KNOW YOUR AUDIENCE! Think about why they are visiting your site, what they expect to get from it, and their level of your site, what they expect to get from it, and their level of knowledge – then plan accordingly.knowledge – then plan accordingly.
Web Design & Maintenance Web Design & Maintenance 101101
6.6. A good site not only PROMOTES, it will become your primary A good site not only PROMOTES, it will become your primary source of COMMUNICATION between you, your members, and source of COMMUNICATION between you, your members, and other visitors.other visitors.
Web Design & Maintenance Web Design & Maintenance 101101
6.6. A good site not only PROMOTES, it will become your primary A good site not only PROMOTES, it will become your primary source of COMMUNICATION between you, your members, and source of COMMUNICATION between you, your members, and other visitors.other visitors.
7.7. Beware of DISTRACTIONS such as dancing icons, Flash intros, Beware of DISTRACTIONS such as dancing icons, Flash intros, automatically activated sound files that get in the way of what automatically activated sound files that get in the way of what you really want to communicate.you really want to communicate.
Web Design & Maintenance Web Design & Maintenance 101101
6.6. A good site not only PROMOTES, it will become your primary A good site not only PROMOTES, it will become your primary source of COMMUNICATION between you, your members, and source of COMMUNICATION between you, your members, and other visitors.other visitors.
7.7. Beware of DISTRACTIONS such as dancing icons, Flash intros, Beware of DISTRACTIONS such as dancing icons, Flash intros, automatically activated sound files that get in the way of what automatically activated sound files that get in the way of what you really want to communicate.you really want to communicate.
8.8. Be careful what you post, especially about students. Create a Be careful what you post, especially about students. Create a MEDIA RELEASE form, incorporate it into your current forms, MEDIA RELEASE form, incorporate it into your current forms, and require it for anyone under 18.and require it for anyone under 18.
Web Design & Maintenance Web Design & Maintenance 101101
6.6. A good site not only PROMOTES, it will become your primary A good site not only PROMOTES, it will become your primary source of COMMUNICATION between you, your members, and source of COMMUNICATION between you, your members, and other visitors.other visitors.
7.7. Beware of DISTRACTIONS such as dancing icons, Flash intros, Beware of DISTRACTIONS such as dancing icons, Flash intros, automatically activated sound files that get in the way of what automatically activated sound files that get in the way of what you really want to communicate.you really want to communicate.
8.8. Be careful what you post, especially about students. Create a Be careful what you post, especially about students. Create a MEDIA RELEASE form, incorporate it into your current forms MEDIA RELEASE form, incorporate it into your current forms and require it for anyone under 18.and require it for anyone under 18.
9.9. If it can be mailed from your office, it can be posted on your If it can be mailed from your office, it can be posted on your site for less cost and MUCH LESS WORK.site for less cost and MUCH LESS WORK.
Web Design & Maintenance Web Design & Maintenance 101101
6.6. A good site not only PROMOTES, it will become your primary A good site not only PROMOTES, it will become your primary source of COMMUNICATION between you, your members, and source of COMMUNICATION between you, your members, and other visitors.other visitors.
7.7. Beware of DISTRACTIONS such as dancing icons, Flash intros, Beware of DISTRACTIONS such as dancing icons, Flash intros, automatically activated sound files that get in the way of what automatically activated sound files that get in the way of what you really want to communicate.you really want to communicate.
8.8. Be careful what you post, especially about students. Create a Be careful what you post, especially about students. Create a MEDIA RELEASE form, incorporate it into your current forms MEDIA RELEASE form, incorporate it into your current forms and require it for anyone under 18.and require it for anyone under 18.
9.9. If it can be mailed from your office, it can be posted on your If it can be mailed from your office, it can be posted on your site for less cost and MUCH LESS WORK.site for less cost and MUCH LESS WORK.
10.10. PROMOTE your site with members every chance you get, until PROMOTE your site with members every chance you get, until they realize the #1 answer is…they realize the #1 answer is…
IT’S ON THE IT’S ON THE WEBSITE!WEBSITE!
Making the most of e-mail Making the most of e-mail 101…101…
Use the Use the DOMAIN NAME DOMAIN NAME as a visible identity for key as a visible identity for key people in your association, letting everyone know who people in your association, letting everyone know who they are to you and who you are to them…they are to you and who you are to them…
• Executive DirectorsExecutive Directors• State Officers – use offices ([email protected]) if you do State Officers – use offices ([email protected]) if you do
not want to use actual student namesnot want to use actual student names• Office StaffOffice Staff• Other KEY people ([email protected]) in your Other KEY people ([email protected]) in your
associationassociation
Making the most of e-mail Making the most of e-mail 101…101…
STANDARD MAILBOXES STANDARD MAILBOXES are actual allocated spaces are actual allocated spaces (usually 5-10 MB) on your server, from which users can (usually 5-10 MB) on your server, from which users can send/receive e-mail using a client program…send/receive e-mail using a client program…
• PRO – users can send from the address you set up for them, PRO – users can send from the address you set up for them, and not use their own personal accountsand not use their own personal accounts
• CON – takes server space, spam filtering entirely up to your CON – takes server space, spam filtering entirely up to your serverserver
• PRO – website administrator can monitor activity, adjust PRO – website administrator can monitor activity, adjust space and filtering as neededspace and filtering as needed
• CON – may be more difficult to access for users, may have to CON – may be more difficult to access for users, may have to provide settings to configure MS Outlook, etc.provide settings to configure MS Outlook, etc.
Making the most of e-mail Making the most of e-mail 101…101…
FORWARDERS FORWARDERS are virtual accounts with no real mailbox are virtual accounts with no real mailbox or server space, messages are instantly redirected to or server space, messages are instantly redirected to another address on another server…another address on another server…
• PRO – does not take up server space, spam goes to and is PRO – does not take up server space, spam goes to and is filtered by the server you forward to.filtered by the server you forward to.
• CON – since mail does not reside on your server you do not CON – since mail does not reside on your server you do not have the ability to monitor, screen, or filter.have the ability to monitor, screen, or filter.
• PRO – allows users to receive mail with their personal PRO – allows users to receive mail with their personal account instead of forcing them into a second account.account instead of forcing them into a second account.
• CON – “send from” address would be personal e-mail unless CON – “send from” address would be personal e-mail unless webmail client allows otherwise (G-Mail does!)webmail client allows otherwise (G-Mail does!)
Distribution Lists The next Distribution Lists The next step!step!
What are the What are the KEY GROUPS KEY GROUPS to whom you regularly send to whom you regularly send e-mail or need to distribute information to on a regular e-mail or need to distribute information to on a regular basis? basis?
• AdvisorsAdvisors• Board of TrusteesBoard of Trustees• State OfficersState Officers• Camp/Conference StaffCamp/Conference Staff• Conference delegationsConference delegations
Distribution Lists The next Distribution Lists The next step!step!
What are the What are the KEY GROUPS KEY GROUPS to whom you regularly send to whom you regularly send e-mail or need to distribute information to on a regular e-mail or need to distribute information to on a regular basis? basis?
• AdvisorsAdvisors [email protected]@njasc.org• Board of TrusteesBoard of Trustees [email protected] [email protected] • State OfficersState Officers [email protected] [email protected] • Camp/Conference StaffCamp/Conference Staff [email protected] [email protected] • Conference delegationsConference delegations [email protected]@njasc.org [email protected] [email protected]
Distribution Lists The next Distribution Lists The next step!step!
Mail delivery software that most server hosts have Mail delivery software that most server hosts have already in place for you to create and manage mail already in place for you to create and manage mail distribution lists will effectively…distribution lists will effectively…
• Make your life MUCH EASIER, with no more cut and paste Make your life MUCH EASIER, with no more cut and paste from Excel for those long lists of addresses.from Excel for those long lists of addresses.
• PREVENT BLOCKING of your messages due to incoming or PREVENT BLOCKING of your messages due to incoming or outgoing server restrictions regarding the number of outgoing server restrictions regarding the number of addressees or spam-blocking rules.addressees or spam-blocking rules.
• Enable FAST and EFFICIENT communication between you and Enable FAST and EFFICIENT communication between you and various constituencies in your association.various constituencies in your association.
Distribution Lists The next Distribution Lists The next step!step!
An important issue that you will need to address is An important issue that you will need to address is MODERATION. In other words, do you want…MODERATION. In other words, do you want…
• OPEN FORUM – where anyone inside or outside the list OPEN FORUM – where anyone inside or outside the list members can send messages to the list address.members can send messages to the list address.
• TWO WAY EXCHANGE – where only people who are TWO WAY EXCHANGE – where only people who are members of the list can send messages to the list address.members of the list can send messages to the list address.
• ONE WAY CHANNEL – where only a designated person (the ONE WAY CHANNEL – where only a designated person (the administrator or moderator) or group of people can send to administrator or moderator) or group of people can send to the list address.the list address.
Distribution Lists The next Distribution Lists The next step!step!
An important issue that you will need to address is An important issue that you will need to address is MODERATION. In other words, do you want…MODERATION. In other words, do you want…
• OPEN FORUM – where anyone inside or outside the list OPEN FORUM – where anyone inside or outside the list members can send messages to the list address.members can send messages to the list address.
• TWO WAY EXCHANGE – where only people who are TWO WAY EXCHANGE – where only people who are members of the list can send messages to the list address.members of the list can send messages to the list address.
• ONE WAY CHANNEL – where only a designated person (the ONE WAY CHANNEL – where only a designated person (the administrator or moderator) or group of people can send to administrator or moderator) or group of people can send to the list address.the list address.
Distribution Lists The next Distribution Lists The next step!step!
An important issue that you will need to address is An important issue that you will need to address is MODERATION. In other words, do you want…MODERATION. In other words, do you want…
• OPEN FORUM – where anyone inside or outside the list OPEN FORUM – where anyone inside or outside the list members can send messages to the list address.members can send messages to the list address.
• TWO WAY EXCHANGE – where only people who are TWO WAY EXCHANGE – where only people who are members of the list can send messages to the list address.members of the list can send messages to the list address.
• ONE WAY CHANNEL – where only a designated person (the ONE WAY CHANNEL – where only a designated person (the administrator or moderator) or group of people can send to administrator or moderator) or group of people can send to the list address.the list address.
And with all And with all that free time that free time after you can after you can
eliminate mass eliminate mass mailings, just mailings, just
relax and…relax and…
DO EVERYTHING ELSE AN DO EVERYTHING ELSE AN EXECUTIVE DIRECTOR DOES!EXECUTIVE DIRECTOR DOES!
And with all And with all that free time that free time after you can after you can
eliminate mass eliminate mass mailings, just mailings, just
relax and…relax and…
If you want to talk or learn more about all this, please contact me:If you want to talk or learn more about all this, please contact me:
Lou MillerLou MillerNew Jersey Association of Student CouncilsNew Jersey Association of Student [email protected] [email protected] (609) 980-8741(609) 980-8741
Get on board Get on board now for the now for the
2121stst century… century…www.BrooklawnSA.orgwww.BrooklawnSA.org
www.NJASC.orgwww.NJASC.org
www.NASSCED.orgwww.NASSCED.org
It’s time for the INTERNET and E-MAIL to become yourIt’s time for the INTERNET and E-MAIL to become your
Primary Tools of Primary Tools of Communication!Communication!
NASSCED 2007 – Minneapolis, MNNASSCED 2007 – Minneapolis, MNLou Miller – New Jersey Association of Student CouncilsLou Miller – New Jersey Association of Student Councils
www.NJASC.orgwww.NJASC.org