Area 05 Training Session Oostkamp, 30 augustus 2014 Liesbet Van Landegem Electronic communications

1. ZI Electronic Communications Policy 2. Guidelines for internet use 3. Access to the Zonta websites 4. District 27 Directory

1. ZI Electronic Communications Policy 2. Guidelines for internet use 3. Access to the Zonta websites 4. District 27 Directory

ZI Electronic Communications Policy = official ZI policy on :  Networking Policies and Guidelines  Policy  Blogging and Social Networking Policy  Policy for Zonta Club and District Websites published on

Main ideas of this new ZI policy  These technologies stimulate the exchange of ideas, build fellowship and provide new avenues for recruiting and fundraising for an international organization  To provide guidelines for communications among Zontians and between Zontians and the general public ZI Electronic Communications Policy

1. Networking Policy and Guidelines Zontians are encouraged to network for:  Zonta purposes  Personal purposes  Professional purposes  Business purposes When networking  take advantage of electronic communications  make sure to participate in positive, productive communications ZI Electronic Communications Policy

1. Networking Policy and Guidelines (cont)  must not violate the circularization policy  must not be used for the purposes of campaigning for a candidate, a bylaws proposal, or a change to the Rules of Procedure  must not be used to solicit business by initiating contact with other Zontians ZI Electronic Communications Policy

2. Policy  make full use of all electronic communications mechanisms, including , to streamline operations, using the same discretion and professionalism that governs all other communications within Zonta International.  must not violate the circularization policy  will be used as a positive and productive communications tool ZI Electronic Communications Policy

3. Blogging and Social Networking Policy  ZI encourages the use of blogs to provide communication to the public and to foster open discussion and communication among members  Blogs can be authored by clubs, districts and committees or linked to Zonta websites at all levels  Membership-only blogs for communication among Zontians  Personal blogs should not link to any Zonta website ZI Electronic Communications Policy

3. Blogging and Social Networking Policy (cont)  Zontians are encouraged to join the official Zonta groups on the various social media sites to provide communication to the public and to foster open discussion and communication among members.  Positive postings by Zontians about our organization on social networks can create a greater awareness of Zonta International and Zonta clubs, and encourage membership growth and donations ZI Electronic Communications Policy

4. Policy for Zonta Club and District Websites  Club and district websites must be updated at least once a month  Password-protected materials should be kept to a minimum to show maximum transparency and information to those who are interested in joining a Zonta club or district. e.g. Club Members-Only page contains things like club roster ZI Electronic Communications Policy

1. ZI Electronic Communications Policy 2. Guidelines for internet use 3. Access to the Zonta websites 4. District 27 Directory

Guidelines for internet use Club websites  Domain name :  Header information  Use District Web site/page templates !

Guidelines for internet use Club websites  Link to on every webpagewww.zonta.org  No copy, but link to ZI information  Link to other official websites (Area website !)  Permanent addresses

Guidelines for internet use communication  « Netiquette »  Use of :cc and :bcc  Watch cc's when replying. Don't continue to include people if the messages have become a 2-way conversation.  Be careful when you reply to messages or postings.  Never put in a mail message anything you would not put on a postcard

Use of internet for Districts and Clubs communication  Emotions   Don't send large amounts of unsolicited information to people Use the « members only » pages for internal communication : club reports, events, invitations Use links, use newsletters on a regular basis Use the internet « cloud » for photos (Picasa, Flickr, …)

Use of internet for Districts and Clubs Electronic communication  The internet is Fun - Dangers  Identity theft (credit cards, crimes) Almost no control over the data that is stored on the web about us Data is used, often for commercial purposes, but sometimes for evil purposes Spreading lies Hoaxes Who are you really talking to?

1. ZI Electronic Communications Policy 2. Guidelines for internet use 3. Access to the Zonta websites 4. District 27 Directory

Access to the Zonta websites  Login To update your profile  receive ZI Newsletter and messages To search the ZI Directory  find zontians all over the world How to login ?  All the other information is freely accessible !

Access to the Zonta websites  Login : ywpa  Gives access to the Governor’s letters, News, Tools, Timetable (+invitations), District directory Submit news articles, programs and activities to (ZC Waasland & District27 webmaster) – in English if

1. ZI Electronic Communications Policy 2. Guidelines for internet use 3. Access to the Zonta websites 4. District 27 Directory

District 27 Directory  Use Complete and update the club and member data Search the district 27 directory Print the district, area, club directory  Who Club membership administrators Club members

District 27 Directory  How Obtain signed autorisation ! Your address and password Instructions document  Update the directory regularly At the beginning of every biennium : new board Check member data at least every year Don’t forget to add new members !

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