Creating an Effective Alumni Chapter Communication Part I

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Creating an Effective Alumni Chapter
Communication Part I

• Jen Goins, IUAA
• Robyn Skowronski, IUAA
• Sara McGoun, Central Indiana Chapter
• Dana Lee Miroballi, Washington DC Chapter

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why is it important?

• Improves chapter board organization
• Keeps alumni connected
• Essential for success!

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Communication Tools

• Event Mailings
• Phone Blasts
• Email Blasts
• Websites
• Web Calendar of Events

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Event Mailings Keep it Simple!

• Primary goal is to communicate simple or
  essential information about one or more upcoming
  activity, concisely!

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Submitting Materials

• 1 Complete Text or Copy for the mailing
• Who Name(s) of sponsors/hosts
• What Name of event
• Where Name, Address, and Phone
• R.S.V.P. Include deadline and information
• Directions Necessary for some mailings
• Cost Member vs. non-member special pricings
• http//chaptersonline.alumni.iu.edu/

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Timing is everything!

• Submit material - 6-8 weeks in advance!
• (It can be done!)
• Design
• One-page flier or postcard one week
• Newsletters two weeks
• Brochures three weeks

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Timing is everything!

• Printing and Mailing
• We only print from files designed at the IUAA
• Print in one or two colors soon to be
  three/four colors!
• Allow four weeks!
• After design, allow two weeks to print, fold,
  tab, label, and get it in the mail.

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What will it cost?

• it varies!
• Size of Chapter area
• Type of mailing being sent
• Examples of different types of mailings and cost
  ranges visit www.alumni.indiana.edu/chaptercenter
  /communications.html

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Tips for Cutting Costs

• Send to IUAA Members only
• Send to IUAA Non-members only
• Send at Bulk Rate
• Use Indiana Day Mailing wisely!
• Utilize Blast Emails

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Indiana Day Mailing

• FREE!
• Usually a signature event
• Sent to all IU alumni in chapter area (some
  exceptions)
• Be smart!

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Phone Blasts

• Why Use Them?
• When lead-time for an upcoming activity is short
• Additional method of promoting an event
• To serve as a final event reminder
• R.S.V.P numbers are low
• Costs similar to price of event mailing

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• Chapter Leaders Website
• http//www.alumni.indiana.edu/chaptercenter/

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• Web Sites
• and e-Communications

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• Why have a web site?
• To communicate with your chapter members as well
  as others (prospective students and members from
  other regions.)
• Print your web site address on EVERYTHING!

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• What is the benefit of hosting your Web site with
  us?
• Turnaround time is 3-5 business days if not the
  same day in some cases.

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• Why 3-5 business days?
• - The chapter staff must edit the content as well
  as verify the dates before your request is sent
  to the Web team.

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• Submitting Web Site Requests
• Have all the information needed to complete the
  job before you submit the request.

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• The IUAA Request System
• Always attach a Word document (.doc only) or a
  Text file (.txt) with all the information.
• Word, Excel, PDF, JPG and GIFs work best as
  attachments.

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• Chapter Calendars

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• E-communications

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• E-mail is the most cost effective form of
  communicating.
• - Why?...Its free!

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• Since 2003,our E-communications have almost
  doubled.

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• Submitting e-mail requests
• Have all your information ready
• Always attach a Word document (.doc only) or a
  Text file (.txt) with all the information
• Word, Excel, PDF, JPG and GIFs work best as
  attachments

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• Creating your e-mail
• Add all your events to your chapter calendar
• People dont read keep your announcements and
  e-Newsletters brief
• No punctuation at the end of a URL or e-mail
  address

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• Creating your e-mail cont
• - Keep paragraphs short or they will break we
  went raf! ting in Morgantown, West Virginia

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• Creating your e-mail cont
• - Attaching PDFs
• - Make sure the body of your e-mail
  contains all the important points that are in
  the attachment.
• - Many cant open attachments
• - Keep the subject line short.

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• Creating your e-mail cont
• - Dont forget to drive traffic back to your
  site
• - Job Postings
• - Housing
• - Member Businesses

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• Creating your e-mail cont
• - Your final line should be
• Membership Matters! Join or renew your IU Alumni
  Association membership today at 800-824-3044 or
  online at http//alumni.indiana.edu/membership/
• - For two reasons
• 1) Promoting membership
• 2) We know that we have all the copy
  for your e-mail

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• Why 2-3 business days?
• All requests are routed through the chapter staff
  first to edit the copy and verify dates.

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Creating an Effective Alumni Chapter
Communication Part 2

• Mark Skirvin, IUAA
• Raj Adhikari, IUAA
• Robyn Skowronski, IUAA