Transcript Communication

Making Communication Work
Eastern Canada and Caribbean
District Convention
Charlottetown P.E.I
May, 2014
What is Communication?
The activity of conveying
information by using speech,
visuals, signals, writing or
behaviour; to complete the
activity, there must be a sender
and a receiver.
Kiwanis Communication Sources
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International
The Governor
District Office
Lieutenant Governor
Club President and Secretary
Committee Chairs
Service Leadership Clubs
Kiwanis International
 Kiwanis Magazine
 Kiwanis International Website
 Kiwanis Webinars
 Kiwanis International Updates
 Call to International Convention
 Proposed KI By-law changes
The Governor
 Our Governor communicates
regularly with the clubs
 Communication from the Governor
flows to the Lieutenant Governor
 LGs forward communication items
to the Presidents and Secretaries for
distribution to the members
District Office
Communication Responsibilities include
 Call to District Convention
 Proposed District by-law
amendments
 Management of District Website
 Responding to inquiries
 Arranging French Translation
Lieutenant Governor
 They are the communication link
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between the Governor and the
members
Division Newsletters
Division Events
Information/Education Modules
Division Announcements – DCMS,
interclubs, training, social, etc.
District Communication
Protocol
The Lieutenant Governor
will send information to
both the Club President
and Club Secretary for
distribution to the members.
THE IMPORTANT PART
The President and
Secretary must
establish a
communication
plan for the club
The Plan for Your Club
 Who will send communications
from sources outside the club?
 Who will send communications
from within the club?
 What is the back up plan if the
agreed upon sender is away for
an extended period of time?
“The Request”
On behalf of the Governor and all the
Kiwanians who put time and effort into
developing communications for the
members- “Please Distribute”
If in doubt, send it out!
Contact Information
The Kiwanis Club
Management System
Is your contact information
up to date?
What Happens in Your Club?
 You changed your e-mail address
 You moved
 You have a new telephone number
Who is responsible for updating
members’ contact information in your
club?
Attention Secretaries
Develop a quarterly
schedule to check if
anyone needs to update
their contact information
Club Communication
 An “Information Update” from
the President at every meeting
 Brief Committee Reports at
meetings as required
 Business Meeting at least
once per quarter
E-mail Tips
 Use “BCC” – the blind carbon
copy option when sending to
distribution lists
 Forwarding e-mail – delete
previous attachments
Easy to read font
Sans Serif Font
Serif Font
Use this
Don’t Use This
G
G
Which
sentence
is easier
to read?
The quick brown fox
jumped over the lazy dog.
The quick brown fox
jumped over the lazy
dog.
E-mail Tips
 Read your message at least
twice before sending
 Never use a font size less
than 12
 Arial font is easiest to read
 Use properly constructed,
spaced paragraphs
E-mail Tips
 Avoid the use of capitals
 Use spell check
 Don’t use all capitals in the
subject line
E-mail Tips
Be aware of tone
“I DID THAT”
PowerPoint Tips
 Use slides only to highlight
speaking points
 Never use a font less than 30
 No serif fonts
 Arial font is best
 Pictures add interest
Websites
Keep club and
division
websites
informative
and up to date
Communication Ideas
 Develop a communication
protocol to contact members with
urgent information
 Encourage members to attend
board meetings
 Invite all members to New
Member Orientation sessions
Publish an
informative,
attractive Club
Newsletter or
Bulletin that
members will
want to read
Remember this?
It still works!
QUESTIONS?