Transcript Province Governors` Council Meetings

Province Governors’
Council Meetings
Friday, July 9, 2010
General Meeting II
Communication and The Millennials
John Israel, PG Chair
Overview
The challenges of communication in our
provinces
 Communication Tools
 Expectations/the role of the PG in
communication
 Troubleshooting
 Questions and Answers/Discussion

Things to Keep in Mind:
Provinces
Many chapters are geographically
separated, PGs supervise chapters that are
100s of miles away
 The Province Governor cannot visit
constantly, nor be the only person
initiating communication
 When chapter issues occur, can’t instantly
get everyone together and figure things
out!

Things to Keep in Mind:
Province Governors
Being a PG is not a 40 hours a week
occupation…but….
 A PG must be in touch with his
chapters/colonies/alumni association, be
able to be contacted
 Communication from chapters:
Good/Bad, cycles

Things to Keep in Mind:
Collegiate Members
Texting and facebook taking the place of
everyday social interactions
 Difficulties with formal written
correspondence
 Why call when you can text?- is this ease
or something to hind behind?
 Emails- checking them and length

Things to Keep in Mind: Alumni
Members
Need advance notice of events and several
reminders
 Some of our alumni are in the dark, emails
have changed, addresses and some do not
know what is occurring
 Convenience factor in participation
 Major generation gaps to keep in mind

Communication Tools
Traditional: Formal/Informal Written
Communications, Phone Calls, Email,
Websites
New School: Text Messaging, Twitter,
Facebook, Conference Calling, ENewsletters
Traditional Communication

Formal/Written Correspondence:

Use when performing a formal function
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Approving something- PM Documentation
Changing a Chapter’s Status- Active/Inactive/Re-org/Probation
Highlight a special event/accomplishment
Faculty Advisors- beginning/end of year
Phone Calls

Use to get to the heart of an issue- opens up dialogue

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President phone calls- once a month
Confirming visits/Official Visits
Email Communication/Websites
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List-serves, membership and management:
effective, convenient
Length of Emails important, want members to
read
Great way to disseminate information
Can be difficult to get response back at times!
Websites
New School Communication

Text Messaging
 Great way to remind chapters about
reports!
 The best way to get an instant answer
 Short, concise communication
New School Communication

Facebook/Twitter
 Great way to inform others of your
happenings
 Instant message/post events/invite people to
events
 Great way to keep a “watchful eye”
 Can be a great tool if used correctly, can be
devastating if not used or abused!
New School Communication

Conference Calling
 www.freeconference.com
 Free service with a long-distance number, most
actives have cell phones with free long distance
 Can be set up in minutes
 Can be used to schedule events/plan events/discuss
issues/meet without traveling
 Must have a purpose- don’t have a conference call
just cause!
 [Show Free Conference.com]
New School Communication

When is Good
 www.whenisgood.net
 Free, web-based program that helps schedule
conference calls/events
 Set up a grid of times and/or dates
 Participants get a code emailed to them, they click
on this, fill out the boxes, and submit
 The program emails the creator- simple way to
determine a meeting time
 [Show When Is Good?]
New School Communication

Constant Contact

www.constantcontact.com
Fee/web-based program that provides the user with a
database, html formatted emails
 Province 19 uses this to send out province e-newsletters
 Has a reporting system, can give you statistics on how
many individuals have read your emails and how many
times it was opened
 $150 a year for 0-500 contacts, charged by contact- not
by the amount of items you send out
 [Show Constant Contact]

PG’s Role in Communication
Set Expectations- make sure everyone
knows them and communicate them in
various ways
 Develop a way to communicate with
everyone in your province, use many
different resources
 Be there and set the expectation that they
must do the same- two way street

Communication
 Troubleshooting
 Question/Answer
 Discussion