newsletter publicity technology...frisco council of ptas newsletter deadline and publication...
TRANSCRIPT
NEWSLETTER PUBLICITY TECHNOLOGY
FISD COUNCIL OF PTAs CHAIRMAN TRAINING
Overview of PTA Communications
Newsletter, Local/Social Media and Websites are
the primary vehicles for disseminating PTA news and
information to parents, staff and the community.
Communication must be:
Informative and Positive
Timely
Approved by PTA President and Principal, if required
They’re all related…
NEWSLETTERS
Provide direct communication and can remain a reference long after they are distributed.
LOCAL MEDIA
NeighborsGo, Frisco-Online, etc. offer effective ways to reach the community.
SOCIAL MEDIA
Has the potential to reach many people, but the “rules” of use are still fuzzy and undefined.
WEBSITES
Living documents that should always be up to date
• Distribution
• Format
• Content
• Software
• Tips
NEWSLETTERS
NEWSLETTERS – Hard or Soft Copy?
Hard copy requires earlier deadlines to allow for
print time. Contact Sherri Broderick in the FISD
Print Center ([email protected]) for pricing
and order forms.
Electronic is the GREEN way to go! Distribute PDF
file via email using Constant Contact, Mail Chimp,
etc. to accommodate large distribution lists.
Regardless of your method, always
upload a copy to your PTA and/or
school website.
NEWSLETTERS – Distribution
Determine your distribution schedule and establish a
submission deadline for each issue.
This date should allow you enough time to put the
newsletter together and get approval from your
president and principal (about a week).
FRISCO COUNCIL OF PTAs NEWSLETTERDEADLINE AND PUBLICATION INFORMATION
2011-2012
PTA Council Meeting Publication Date Submission Deadline Reminder Sent
Tue, Sep. 20, 2011 Mon, Sep. 19, 2011 Tue, Sep. 13, 2011 Tue, Sep. 6, 2011
Tue, Oct. 18, 2011 Mon, Oct. 17, 2011 Tue, Oct. 11, 2011 Tue, Oct. 4, 2011
Tue, Jan. 17, 2012 Mon, Jan. 16, 2012 Tue, Jan. 10, 2012 Tue, Jan. 3, 2012
Tue, Mar. 20, 2012 Mon, Mar. 19, 2012 Tue, Mar. 13, 2012 Tue, Mar. 6, 2012
Tue, May 22, 2012 Mon, May 21, 2012 Tue, May 15, 2012 Tue, May 8, 2012
NEWSLETTERS – Distribution, continued
Publicize the schedule to PTA board members, school staff and any other contributors.
Announce the next submission deadline date at each PTA board meeting.
A few days before the submission deadline (and often again on the deadline date itself), email a reminder to all contributors.
Proofread your newsletter carefully and have someone else read it if possible!
Forward the completed document to your PTA president and principal for approval.
NEWSLETTERS – Format
Some PTAs are responsible for a newsletter that includes PTA and school news. Others do just the PTA.
If your newsletter publicizes school news, that section might include:
Principal’s message
Staff birthdays
School-sponsored event information
Counselor’s article
Nurse’s article
Librarian’s article
Specials Teachers’ articles (Computer, Art, P.E., Music)
Special Education/Gifted and Talented features
NEWSLETTERS – Format, continued
Your PTA section should include:
President’s message
Calendar of events
Board and Committee articles (Membership, Programs,
Volunteer opportunities, Room Parents, Spirit Store,
Store Program/Community Partner, Fundraising
updates, Book Fair, Cultural Arts, Environmental, etc.)
Frisco Council of PTAs and Texas PTA news (include links
to their websites)
NEWSLETTERS – Content
Consult the Texas PTA Award Criteria
http://www.txpta.org/recognition/local-awards/ in
order to be eligible for a newsletter award.
Newsletter Quality Content (50%), Accessibility
(30%), Effectiveness of Communication (20%)
NEWSLETTERS – Software
For creating the newsletter document:
Microsoft Publisher
Microsoft Word
Adobe InDesign
Others?
For emailing final PDF file to large distribution list:
Constant Contact
Mail Chimp
Others?
NEWSLETTERS – Tips
Create a theme and use it consistently throughout the newsletter and from issue to issue (color scheme, font types, photo borders, headers/footers, etc.)
Include photos and graphics whenever appropriate. They add interest and draw the reader in.
IMPORTANT: Before printing photos of students, consult your school’s list of children whose photos are not permitted to be published.
Double-check various calendar sources (school office, school/PTA website, board meeting minutes, article content that’s been submitted) to make sure all events are mentioned and the newsletter calendar is complete.
NEWSLETTERS – Tips, continued
Include a Table of Contents on the first page for
easy access to specific information.
For electronic newsletters insert hyperlinks for emails
and websites whenever possible.
Use “alias” email addresses for board chairs.
• Local Media
• Social Media
PUBLICITY/PUBLIC RELATIONS
PUBLICITY – Local Media
NeighborsGo
Frisco-Online
Frisco Enterprise
Dallas News blog
Coffee News
Around Town Kids
HOA’s newsletters or websites
Council newsletters or websites
Your school’s regular publicity channels (newsletter, website, email notifications, paper flyers, etc.)
Community Leaders (mayor, city council, FISD Admin.)
Others?
PUBLICITY – Social Media
Guidelines for Facebook, Twitter, etc…no mandated
policy. It is up to local units to manage.
Texas PTA has a suggested Social Media Policy
www.txpta.org/intranet/members/member-forms/
Pros versus Cons...how much is enough?
“Meeting of the Minds” with your Board
• Key Components
• Policies
• Information/Content
• Software
• Policies
• Limitations/Restrictions
• Tips
WEBSITE DESIGN
WEBSITE - Key Components
Understand your PTA goals
Key pieces of your website:
Information
Membership
Volunteering
On-line purchasing
How to market website
WEBSITE - Software
Many choices! (some free, some not)
Web Development: WebPTN, Members and More, Parent Connect, Club Spaces, Grassroots.org, School World (FISD), Googlesites, TeacherWeb, Membership Toolkit, DreamHost
Easy to use: Blogspot (Phillips) or WordPress (Nichols)
Volunteering: LotsaHelpingHands, MySignUp, Volunteer Spot, Google Docs, Sign Up Genius
Email Blasting: Mail Chimp, Constant Contact
Domain Names (some free, some not)
Go Daddy, Network Solutions, others
Part of your software package
.org
WEBSITE - Software
Ex. Of Mail Chimp
Free
Allows users to unsubscribe
Tracks opens, clicks
Download email addresses
Very user friendly
WEBSITE – Policies
No formal policies in place…use common sense
Limit/restrict photos and personal info
Volunteers must complete FISD background check
National PTA requires PWD protection for Bylaws &
Standing Rules
Personal recommendation to PWD protect Minutes &
Financials
Recommend being a “.org”
WEBSITE - Policies (cont.)
Consult the Texas PTA Award Criteria
http://www.txpta.org/recognition/local-awards/
order to be eligible for a website award.
Website Quality Content (50%), Ease of Navigation
(30%), Visual Appeal (20%)
WEBSITE – Policies (cont.)
Review other sites…
Many great sites available locally. Find them on Frisco
Council of PTAs website:
http://friscopta.org/home/directory_of_ptas
Review National PTA, Texas PTA
Contact your local website chairs
Contact Council
WEBSITE - Information/Content
Goals
President’s Letter
PTA Board
How to Join?
Calendars
Newsletters
Forms (Membership, Directory, Kroger Share, etc.)
Fundraising Programs
WEBSITE - Information/Content (cont.)
PTA Legislative
Announcements (RR Spirit Day, Awards/Recognitions)
Sponsors (pros and cons)
Spirit Days
Reflections/Cultural Arts
Bylaws (protected)
Minutes & Financials (protect if deemed by Board)
Related Links
Other (Talent Show, etc.)
WEBSITE - Limitations/Restrictions
Online Directory (pros & cons, PWD protect)
Online Credit Card Processing
PayPal, RevTrak, PayPams & Pay Junction
Texas PTA Policy:
http://www.txpta.org/intranet/members/treasurers-
forms-and-information/
PWD Protection – how much is too much? Member
ID and PWD
WEBSITE - Tips
Alias Accounts - Recommend using them!
Examples: [email protected],
One-way versus Two-way
Linked documents such as PDFs
WEBSITE – Tips (cont.)
Create “buy-in” from PTA Board
Linkage?
Are you linked to your school site?
Are you linked to Frisco ISD Council of PTAs?
Contact Us
Kathy Mecom at [email protected]
Frisco ISD Council of PTAs: Newsletter Chair
Corbell PTA: Publicity Chair
Cobb MS PTA: Website Chair
Marcy O’Neill at [email protected]
Frisco ISD Council of PTAs: Technology Chair
Hunt MS PTA: Technology Chair, Spirit Wear Chair
Allen Elementary PTA: Technology Chair