Presentation on theme: "99s Chapter Communication SWS WINTER MEETING JANUARY 2015 MAUREEN KENNEY."— Presentation transcript:
99s Chapter Communication SWS WINTER MEETING JANUARY 2015 MAUREEN KENNEY
99s Chapter Communication – Housekeeping Exits for the room Cell phones – please turn them off or set on vibrate only Approximate length – 50 minutes My contact information is on the final slide This presentation will be posted at http://ninetynines.net
Ninety-Nines Inc. Mission Statement The Ninety-Nines is the international organization of women pilots that promotes advancement of aviation through education, scholarships, and mutual support while honoring our unique history and sharing our passion for flight.
99s Chapter Communications Types of communication Importance of Communication Issues associated with Written Communication
Types of Communication The type of communication often defines how effective it is. Early in the history of the Ninety-Nines, we had ◦written communications, sent by snail mail. ◦Phone communications, one on one oral exchanges ◦Ah Ha! This must have been the birth of the telephone tree – and its direct descendent, the game of telephone. ◦Face to Face Meetings in large or small groups The communications were effective because we know that the goals of the organization were met, more women joined the group, and the world became aware of women as pilots. Historical footnote: It has long been acknowledged that Amelia Earhart and her husband George Putnam were amazingly skilled at mass-communication – making the world sit up and take notice of Amelia and her escapades.
99s Chapter Communications – Issues and Solutions PROBLEMS Dwindling participation in chapter meetings Fewer members participating in chapter activities Fewer chapter members to participate in meetings and activities Unintended consequences such as fewer members overall in the organization and fewer members who participate in the leadership of the organization at all levels. SOLUTIONS Effective Communication Enthusiastic membership
Importance of Communication First and foremost communication is the means for disseminating the goals and accomplishments of the organization. There are multiple ways to achieve communication – so many ways and so many variations, that one can get dizzy contemplating the choices.
Importance of Communication A fact of communication in the organization is the process of one-to-one or interpersonal communication, between individuals. Such communication may take several forms. Messages may be verbal (that is, expressed in words, either written or oral), or they may not involve words at all but consist of gestures, facial expressions, and certain postures ("body language"). Nonverbal messages may even stem from silence.organizationverbalNonverbal
Importance of Communication A number of variables influence the effectiveness of communication. Some are found in the environment in which communication takes place, some in the personalities of the sender and the receiver, and some in the relationship that exists between sender and receiver. These different variables suggest some of the difficulties of communicating with understanding between two people. The sender wants to formulate an idea and communicate it to the receiver. This desire to communicate may arise from his thoughts or feelings or it may have been triggered by something in the environment.effectiveness communicationsenderreceiver
Types of Chapter Communications Intra-Organization Communication Newsletters Websites Forums and Facebook pages Calendars Telephone Email lists Types of email lists Conference Calls Traditional Monthly Meetings External Communication – getting the publicity we crave!
Types of Communications – Newsletters ◦Did you know that 95% of the content of newsletters should be directly related to the Ninety-Nines mission statement? ◦Newsletters are a very popular form of 99s communication. ◦May be snail-mailed, posted on a website or emailed to the chapter members or section members. ◦Digital publication has greatly increased the interest of the newsletters by providing a way to increase the information provided, and the pictures to support that information. ◦Make sure all chapter members get a copy. This may mean someone designated to snail-mail a copy to a short list of members. ◦ Minimize emphasis on purely social. Talk about the educational aspects of activities and about the promotion of flight and pilot mutual support and shared passion.
Newsletters - Excellence Articles in this newsletter focus directly on our mission statement. Here they showcase the upcoming Women of Aviation Worldwide Week. The rest of the newsletter focuses on new student pilots, contacts and activities of the Ninety-Nines Inc. and communication channels for the chapter.
Newsletter - Exceptions At first glance, this article looks purely social. And in fact it is. But it is less than 10% of the newsletter, and is not typical of their focus. Our Guru, Terry Carbonnell, assures us that if we keep social- only articles to less than 5% over the year, then we are in compliance.
Newsletter – Skip this in your newsletter, share it privately
Newsletter – more than 50% Social This newsletter item missed an opportunity to tout the event as support for their local airport facilities and tower personnel. And a plane in the background would have helped.
Types of Communications – Websites (and FB, Twitter, Instagram) ◦Did you know that 95% of the content of websites should be directly related to the Ninety-Nines mission statement? Websites are a very popular form of 99s communication. ◦A simple one-page website, letting the public know where you are located, when you meet, and what activities your chapter provides is a good start. Contact information should also be available. ◦Many chapters and sections have more complex websites. See the list of sites, available on the Ninety-Nines.org website, for examples. ◦Minimize emphasis on purely social. Talk about the educational aspects of activities, list scholarships and community participation. List activities about the promotion of flight and pilot mutual support and shared passion.
Website – Focus on Mission Statement This chapter ties activities together to showcase their commitment to the 99s mission statement.
Website – Missed Opportunity This chapter missed an opportunity, on their website, to tie the Poker Run to pilot skills enhancement and to focus more on the pilots’ passion for flight.
Types of Communications – Forums Examples of Forums, which are one case of an email list are found on the Ninety-Nines website. ◦http://www.ninety-nines.org/index.cfm/email_networks.htmhttp://www.ninety-nines.org/index.cfm/email_networks.htm The 99s Email Network is for the educational discussion and productive exchange of information on topics pertinent to The Ninety-Nines, including being women pilots and 99s members, flying, chapter/section innovations, and 99s events and activities. The 99s Flight Training Forum is for the educational discussion and productive exchange of information related to flight training, flight safety, flight currency, aviation education, and the related activities of The Ninety- Nines - ideal for finding a flight school or instructor, completing a rating, maintaining currency, and becoming a safer pilot. The Pro 99s Network is for the educational discussion and productive exchange of information about pilot careers and the related activities of The Ninety-Nines. This is a virtual meeting place for women worldwide to discuss the benefits and disadvantages of different pilot career opportunities, finding scholarships and jobs, balancing work and family, and being women professional pilots.
Types of Communications – Facebook pages ◦The options for using FaceBook as a communications tool are many and complex. ◦Pages ◦Groups – open or closed ◦Major advantage – immediate communications, ability to post pictures, often as the event is underway. ◦Limitations – it is an unstructured way of communicating. Information can get lost in the list, so it may not be the best way to maintain an events list. ◦Spend time studying the options and getting to know the security levels before setting up your group or page. ◦Discuss this with your chapter or section. Avoid using FB as a primary communications tool, because many otherwise computer- savy individuals have opted not to participate in social media.
Types of Communications - Calendars Calendars are a tremendous way to communicate among your chapter members. Calendars can be as simple as a list of upcoming events. This is often maintained by the newsletter chair, and posted in the newsletter. A more sophisticated calendar can be set up in Yahoo or Google, with a single user and password so that all members can post events and information about the events. ◦This system is particularly useful for sections, where chapters can post events so that all section members are aware of the activities.
Types of Communications - Telephone The telephone still has a major role in chapter communications. The venerable telephone tree is particularly useful in small chapters. Telephone communications are also important in maintaining contact with older members who may be intimidated by digital forms of communications. Call a member that you have not seen for awhile. Invite her to a meeting or event. Offer to arrange transportation. Or just invite her to lunch!
Types of Communications – Email Lists ◦Chapters increasingly rely on email to get information out to their chapter members. This may include simple meeting reminders, or it may include special notifications from local aviation officials, section-level communications sent to the chapter chair, invites to parties…You get the picture. The topics are endless, and because we have email, more of these communications are occurring, bringing our members closer than ever they were before. ◦Mailing to several chapter members at one time has its challenges. Some chapter chairs maintain a private list of member names, and use that list whenever they need to communicate to the whole chapter. This list may be a “group” set up in their own email account. We will not explore personal email groups. They cannot usually be shared with other members.
Types of Communications – Email Lists For a simple text file list, follow these instructions: Create a simple text file, in a text editor such as Notepad: ◦File name: testchapter99s.txt ◦File Content : ◦email@example.com; firstname.lastname@example.org; email@example.com firstname.lastname@example.org email@example.com Note that each email address but the last ends with a ;. This text file can be shared with all other members of the chapter. Each member saves it on her computer. When anyone wants to send an email to everyone, they simply open the file, highlight and copy the list, paste it into the bcc field on the email to be sent. Voila! A group list is born. Updating such a list has a downside. The list manager (yes, there must be a list manager) must modify the list. Then the list must be re-distributed to everyone. The list manager must trust (there is the issue!) that everyone will delete the old list, save the new list and begin using it. Otherwise there may be many bounces and missed communications.
Types of Communications – Email Lists Email Groups – we will discuss google groups and yahoo groups It is not necessary for every member of the group to have a Yahoo or Gmail account. Yahoo Groups - Yahoo! Groups offers free mailing lists, photo & file sharing, group calendars and more. Discuss hot topics, share interests, join online communities. See http://en.wikipedia.org/wiki/Yahoo!_Groups for a list of options and further explanation of Yahoo Groups.http://en.wikipedia.org/wiki/Yahoo!_Groups ◦To start a Yahoo group: http://groups.yahoo.com/start ◦Group messages can be read and posted by e-mail or on the Group's webpage like a web forum. In addition, members can choose whether to receive individual, daily digest or Special Delivery e-mails, or simply read Group posts on the Group’s web site. Groups can be created with public or member-only access. Some Groups are simply announcement bulletin boards, to which only the Group moderators can post, while others are discussion forums.e-mailmoderators ◦It is not necessary to register with Yahoo! in order to participate in Yahoo! Groups. The basic mailing list functionality is available to any e-mail address, but a Yahoo! ID is required to access some other features. ◦Messages can be moderated, and thus spam and inappropriate messages can be “denied”. This is a quick process, usually delegated to the list manager. Google Groups is a free service from Google Inc. that supports discussion groups, including many Usenet newsgroups, based on common interests. The service was started in 1995 as Deja News, and was transitioned to Google Groups after a February 2001 buyout.Google Inc.discussion groupsUsenet ◦Membership in Google Groups is free of charge and many groups are anonymous. Users can find discussion groups related to their interests and participate in threaded conversations, either through a web interface or by e-mail. They can also start new groups, which are inaccessible by NNTP and act more like mailing lists. threaded conversationsmailing lists  ◦More information: http://en.wikipedia.org/wiki/Google_groupshttp://en.wikipedia.org/wiki/Google_groups ◦Start a group: https://groups.google.com/forum/?fromgroups&hl=en#!overview
Types of Communications – Email Lists Setting up a list in one of the above services may at first glance look complicated. In fact, it is a simple process, guided by the service that maintains the groups – either Google or Yahoo. Important – both services require a list manager who will maintain the list, adding new members and deleting obsolete addresses. The list manager may share responsibility with another member of the group. Groups will have a single email address for posts. Examples: firstname.lastname@example.org or VC99s@yahoogroups.com. The List Manager may moderate the group, and may designate other group members to help with this activity. Moderating was explained above. email@example.comVC99s@yahoogroups.com In the case of both groups, administration can be as simple as adding and removing email addresses, or something much more complex depending upon the group wishes. For instance, the sfv99s group is maintained at the simplest level. No moderation is used, and we have had very few issues of spam getting through. We rely upon members to understand that posts are supposed to be aviation related or chapter related, which includes congratulations for accomplishments, announcements of events, etc. We request that nothing of a political nature or religious nature be posted. VC99s on the other hand have a policy guideline and use moderators to enforce the guidelines and to minimize spam.
Types of Communications – Email Lists For the sake of completeness, and for those who like to do it themselves, a third list option is an open source program such as http://www.gnu.org/software/mailman/index.html. This is a free program, not tied to a specific service such as Google or Yahoo. http://www.gnu.org/software/mailman/index.html The group lists presented here have an advantage over simple text lists. Members email to one specific email address. The list is maintained centrally, and does not have to be disseminated to the group.
Types of Communications – Email Lists Addressing E-Mails: 1) To reach everyone, send to firstname.lastname@example.org 2) To reach one person, or just a few: send to their specific e-mail email@example.com Sending and Replying to E-Mails: 1) Reply to Sender rather than “Reply All,” unless it is important for everyone to see your message. Examples: An e-mail asks members to supply cell phone numbers; reply only to the sender. An e-mail asks for volunteers to work at an event; reply only to the Sender. 2) Fill in the Subject line. Never send an email through the List Server with a blank Subject line. 3) Sign your full name. Many people have similar first names and many people have e-mail monikers that bear no relation to their real names
Types of Communications – Email Lists Forwarding E-Mails: 1) Avoid forwarding an e-mail that requires the recipient to follow several links to reach the message. Just forward the original e-mail or do not send it, as most people may have already seen it. Use a cut-and-paste technique so you do not pass on other people’s addresses unless you want the recipients to know the source of the original e-mail. 2) Make sure the Subject line reflects the content. Never forward emails with blank subject lines. 3) Identify the content of all forwarded e-mails at the beginning of your message. Write your own introductory comment: Examples: “Fwd re Class Bravo airspace changes,” or “Fwd SFV99s message re Oct flyouts.” Avoid: “FYI” or “forwarding e-mail”, or “Thought you’d like this one.”Sign your name at the end. Spammers cannot fake your name. 4) Check out whether a story is true BEFORE forwarding. A local favorite which can be used for checking is www.snopes.comwww.snopes.com
Types of Communications – Email Lists – Suggested Topic Guidelines 1) Send e-mails concerning only aviation-related topics or information relating to Ninety-Nines and our activities. 2) Please avoid: ◦Jokes. ◦Anything off color. ◦Anything you’d never want to see in the newspaper with your name on it. ◦Chain letters. ◦Charitable appeals not related to general aviation or the 99s. ◦More than one or two photo attachments. Just upload the photos to Shutterfly, Snapfish, KodakPictureGallery or a similar service and send a short e-mail to the list server indicating that the photos (aviation-related or 99s-related) are available for viewing. Many of the people on our list server have dial up connections and cannot handle large attachments without tying up their e-mail accounts. ◦E-mails with more than one photo embedded. ◦Videos or links to videos through the list server, unless they are videos of 99s. Share aviation videos only with individual recipients. ◦Political commentary, unless the issue/proposal is specifically directed at or affects: airports, pilots or general aviation. ◦Virus and fraud alerts. McAfee and Norton and others are in the virus protection business, we are not. At various times the SFV99s list server has been used to circulate multiple bogus virus and fraud alerts from well meaning members. Almost without exception any e-mail you receive about a fraud scheme or a virus or worm, is false. ◦E-mails with blank subject matter or exclamation marks in the subject matter field. Spam e-mails and e-mails with viruses or worms often have blank subject matters or contain exclamation marks. Most junk mail filters block these e-mails or put them in the junk mail folder.
Types of Communications – Email Lists – References Your sister 99s’ e-mail addresses are listed in the International 99s online directory: www.ninety-nines.org/index.html. The directory is in the “Members Only Area.” It will require you to log in, but once you’re registered, the entire site is a wonderful resource! www.ninety-nines.org/index.html If you cannot read attachments created in Word, PowerPoint, or Excel, download the Microsoft Office Compatibility Pack for Word, Excel, and PowerPoint 2007 File Formats at: http://www.microsoft.com/downloads/details.aspx?Family ID=941b3470-3ae9-4aee-8f43- c6bb74cd1466&displaylang=en. http://www.microsoft.com/downloads/details.aspx?Family ID=941b3470-3ae9-4aee-8f43- c6bb74cd1466&displaylang=en
Types of Communications – Conference Calls Conference calls are an alternative to traditional meetings. They may be the only way for a chapter to meet, or they may supplement the meeting schedule for a chapter or section. Conference calls are easy to set up One Chapter EXAMPLE: Each month on the SECOND SUNDAY, Ambassador Chapter communicates by conference all. This chapter is international in scope and has set an excellent example of flexible communication. Chapter members from all over the chapter area log in for about an hour to chat free over the Internet. A consistent date and time has been found to be the most convenient to include all of the chapter members.
Types of Communications – Conference Calls Conference call EXAMPLE Posted in their newsletter Each month on the SECOND SUNDAY, Ambassador Chapter members from all over the world log in for about an hour to chat free over the Internet. This consistent date and time has been found to be the most convenient to include our international and most western USA members. Our next monthly meeting will be held on: SUNDAY, April 13th at 19:00 Zulu/UTC For questions or downloading instructions of Skype, send an email to Karen Rosier
Types of Communications – Conference Calls Skype - Skype is now offering group video calling free to all users. Group video calling allows you to have group video calls with up to 9 of your friends at the same time FaceTime – Apple – Now available for PC. Google it. One-one only. No groups. GoToMeeting – $$, more formal, but this program provides a very organized meeting option. Many internal setup options. Freeconferencecall.com ◦Conference for Free Anywhere, Anytime! ◦100% Free Conference Call Service ◦No Service Commitments ◦Quick and Easy Group Meetings ◦Available on Demand! No pre-schedule needed.
Types of Communications - Traditional Monthly Meetings ◦May actually be more than once a month, or every other month, once a quarter, etc. ◦Frequency tends to be directly related to size of the membership and/or geographical area of the chapter. ◦Some chapters have a single meeting, others have a board meeting and a general business meeting. ◦Recently, some chapters have re-designed their chapter meetings. A business/board meeting is held once a month. A Social event or a dinner or a seminar/speaker is the chapter general meeting. ◦These re-structured meetings are in response to dwindling participation in traditional chapter meetings.