A Guide to Successful Newsletter Publishing!: Newsletters and Beyond

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From the 2010 Alliance to Save Energy Green Campus Energy Efficiency Summit – Greening the Campus, Building the Workforce …

From the 2010 Alliance to Save Energy Green Campus Energy Efficiency Summit – Greening the Campus, Building the Workforce

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  • 1. Green Campus Newsletters A Guide to Successful Newsletter Publishing! Morwenna Rowe UC Berkeley Green Campus Team morwennar@gmail.com
  • 2. Newsletter Template • Tips for a good template – Keep it professional – Use clear fonts (nothing wacky or hard to read). Good Bad • Verdana Chiller • Calibri Snap ITC • Times New Roman Matisse ITC – No clipart – Professional does not have to mean boring • Keep things interesting with: – Vivid colors – Great photos (always put borders on photos) – Exciting news about your fantastic projects and results!
  • 3. Newsletter Template • How to find a good template – Microsoft Publisher features several pre-made templates – Ask a design group on campus to help – Hold a contest
  • 4. Catchy Newsletter Names • Main Title – Be sure to specify the volume, issue, and month – Come up with a creative name • incorporate the name of your mascot • use words reminiscent of magazines and newspapers like “Chronicles” or “Times” • Example Titles: – “Green Campus Chronicles”- UC Berkeley – “The Green Aztec”- SDSU – “Green Pastures”- Cal Poly Pomona – “Green at a Glance”- CSU San Bernardino
  • 5. Features- Trivia and Fact Boxes Keep readers intrigued and informed with text boxes filled with: Your team’s data and results Upcoming Green Campus Events Sustainability tips Event quotes Stakeholders of the Month November 2009 Cal Poly SLO Cal Poly Pomona Vol 1, Issue 4, April 1st, 2008
  • 6. Features- Trivia and Fact Boxes CSUSB Issue 36 Fall 2009
  • 7. Features- Trivia and Fact Boxes CSU Chico SDSU August 2009 Vol. 1, Issue 10. Oct. 10 2008
  • 8. Tips for Writing Good Articles • Catchy Titles – A well-placed exclamation point never hurt anyone! • “RSP Collaboration Saves Big!” • “North Reading Room Lighting Audit is Underway!” • “Blackout Battles Winner Unit 1 Earns Ice Cream Party!” • Include plenty of data and numbers within articles • Try to extend your vocabulary – Use an online thesaurus – “Synonyms” option for Microsoft Word – (BUT! Be sure the new word is still appropriate for the sentence!)
  • 9. Tips for Writing Good Articles Active vs. Passive Writing What’s the difference? Active Voice: The subject of the sentence is the one doing the action. Passive Voice: The subject of the sentence is now being acted upon. Basic Rule: Use ACTIVE VOICE unless there is a good reason not to. Active voice can make your writing more vivid, in part because it require strong, active verbs. Active voice adds clarity and places responsibility where it belongs. Source: University of Minnesota
  • 10. Tips for Writing Good Articles Active vs. Passive Writing Examples 1. According to the U.S. Department of Energy, roughly 90% of energy used for washing clothes in a conventional top- loading laundry machine is used just for heating the water! 2. According to the U.S. Department of Energy, heating the water in a conventional top-loading laundry machine uses roughly 90% of energy used for washing clothes. 1. Armed with lux meters, interns measured the amount of light in different areas of the North Reading Room. 2. The amount of light was measured in different areas of the North Reading Room by interns armed with lux meters.
  • 11. Metrics Tables and Data Presentation Tips: •Report both hard and soft metrics •Include clear, specific numbers •Include the fine print to back up your data •Feature data on the front page! Spreadsheet Info (from page 1): Assumptions: Cost per kWh = $0.10 (UCB current rates) CO2 per year (Source: Energy Star) 44.44 lbs CO2 emissions per MWh from PG&E (UCB electricity provider) (Source: PG&E Corporate Responsibility Report 2005) For reference, national average is 1,342 lbs CO2 / MWh and the California average is 804 lbs/MWh (Source: PG&E Corporate Responsibility Report 2005) 0.06 lbs Nox emissions per MWh from PG&E (UCB electricity provider) (Source: PG&E Corporate Responsibility Report 2005)
  • 12. Include All Necessary Logos • The Banner of Alliance to Save Energy sponsors and logos of other funding sources such as campus grants need to be included on all Green Campus Publications. Required for all GC Teams: The Alliance to Save Energy's Green Campus program is funded by the ratepayers of California under the auspices of SCE, PG&E, and Sempra Energy. UC Berkeley example:
  • 13. Include Team Contact Information • Whether it’s at the end of the newsletter or in a side-bar, be sure to include your team’s contact information in case your readers have any questions or comments! c
  • 14. Example Newsletter- UC Berkeley
  • 15. Any Questions? Thank You and Happy Newsletter Writing! Morwenna Rowe UC Berkeley Green Campus Team morwennar@gmail.com
  • 16. Email Etiquette Guidelines Joel Martinez Team Email: lasc.greencampus@gmail.com Personal Email: joer310@msn.com Note: Any email address used hereon is made up for presentation purposes. Please do not use these since they are fake.
  • 17. Introduction Email being a non-verbal communication tool can lead to misunderstanding and miscommunication of the intended message. Many tend to neglect the tone and style of writing emails. This practical workshop will highlight the barriers to effective email communication, how to write accurately and understanding the importance of using appropriate style and tone in emails and email etiquette.
  • 18. E-mail Guidelines “The Don’ts” DO NOT write emails like text messages. •Just wanna let u kno we’ll b available 2morrow @ 4. Thx. DO NOT write generic subject lines. BE specific. •Bad: the meeting the other day •Better: Summary from Green Campus’s Stakeholders meeting on January 21, 2010. DO NOT leave blank subject lines. •Subject: <none> •Most likely this email will not be opened DO NOT send spam or forwards. •Fwd: Send this to 10 ppl or you’ll have a bad love life for 10 years. DO NOT provide personal notes/information in emails. •Bad: I’m gonna b late cuz my car broke down & I’m broke & I'm waiting on my mom to send me money so that I can’t fix it after the meeting.” •Better:“Please note, I will be unavailable to attend the meeting on January 21, 2010.”
  • 19. E-mail Guidelines “The Dos” DO use a formal email address. •Bad: mrcasanova@myspace.com •Good: johndoe@msn.com DO spell check. •Use spell check, spelling errors are unprofessional and lead to confusion. DO write concise emails. •Bad: “Please confirm that you will be able to come to the meeting because we have limited space and we need to know exactly how many people are going to be coming in case we need to get a bigger room and also we need to order enough food for everyone that confirms their attendance.” •Better: “In order to provide appropriate accommodations, please confirm your attendance by Friday, January 22, 2010.” DO avoid attachments. •Attachments may create technical issues for the recipient. DO use legible fonts. •Bad: Our next meeting will take place in room 125 •Recommended: Times New Roman, Century Gothic, Calibri
  • 20. Bad Email Example 1 For Stakeholders only Campus Lead is missing Address properly Body is way too informal and unprofessional Uncalled for Joel who?
  • 21. Bad Email Example 2 Properly addressed Improper form of salutation In the body you can find misspelled words, wrongful capitalization of words, and inappropriate tone Good Signature
  • 22. Good Email Example 1 Make sure to include all potential Stakeholders Don’t forget to cc your team and campus lead Address email to all Stakeholders What, When, Where, Time Dietary preference Don’t forget your signature along with your title
  • 23. Good Email Example 2 Always cc your team and Campus Lead Address properly What’s it regarding? What would you like to do? When? Don’t forget your signature along with your title
  • 24. E-mail Tips So what can I do?  First make sure you know all the guidelines referred within the Green Campus Handbook.  If you find yourself writing in anger, save a draft, go get a cup of coffee, go for a walk, let someone proofread it, etc… just don’t hit “Send.”  Proofread. If you are asking someone else to do work for you, take the time to make your message look professional.  Identify yourself clearly. When making a cold “call”/e-mail, always include your name, occupation, and any other important identification information in the first few sentences.
  • 25. In the End…  We can all do our part to make sure these errors are corrected when we communicate with our stakeholders and/or groups from the Green Campus Program. Designed By: Joel Martinez Joer310@msn.com Los Angeles Southwest College January 31,2010
  • 26. Alliance Writing Guidelines (the Short Version!) Ellie Kim Senior Program Associate Alliance to Save Energy ekim@ase.org
  • 27. Overview Grammar/Punctuation Concise Writing Overview Packaging Your Product
  • 28. Grammar/Punctuation • No LOL Catz Plz! Iz NoT Cute! The Alliance generally follows Associated Press (AP) style – a commonly-used journalistic style of writing on matters of – Capitalization Grammar/Punctuation – Abbreviation – Punctuation – Use of numerals – Etc. • GC Writing Field Guide
  • 29. Grammar/Punctuation • Which of these sentences is correct? 1. The ASE is a non-profit organization. (Acronyms, hyphens): The Alliance to Save Energy is a nonprofit organization. 2. The President, Kateri Callahan has often said “Efficiency is the wave of the future”! (Capitalization, quotations): The president, Kateri Callahan has often said, “Efficiency is the wave of the future!” 3. Since the 1970’s support from Senators has been given to us. (Numbers, commas, capitalization, passive voice): Since the 1970s, senators have given us support.
  • 30. Grammar/Punctuation • Tougher Calls: 1. We save more energy than any organization in our field. We save more energy than any other organization in our field. – Need to add “other” when making comparisons. 2. We support energy efficient products and energy-efficiency policies. We support energy-efficient products and energy efficiency policies. – Here, energy-efficient is an adjective, so it gets a hyphen. – Here, energy efficiency is a compound noun that describes another noun (practices) so it does not get a hyphen.
  • 31. Concise Writing 31 Traditional Writing Style – Pyramid Method Top of Article History/Background Put the most essential Supporting Information message first Main Point or Conclusion Bottom of Article
  • 32. Concise Writing Inverted Pyramid Method: Typical Journalism Style Top of Article Main Point Most readers take in this part Put the most essential Supporting Information Fewer readers stay for this message first History/ Background Only a few get all the way to the end Bottom of Article
  • 33. Concise Writing Eye-tracking Studies The areas where users looked the most are colored red; the yellow areas indicate fewer views, followed by the least-viewed blue areas. Gray areas didn't attract any fixations.
  • 34. Packaging Your Product Tools: • Headings (statements make great headings) • Short paragraphs (one sentence is OK) • Bulleted lists • KISS (Keep It Simple Silly) Avoid: • Lots of acronyms (alphabet soup) • Jargon • Passive voice and dead words • Too much formatting (let your words make the point, not Microsoft Word)
  • 35. Packaging Your Product Dear _____________: Please furnish medical evidence in support of your pension claim. The best evidence to submit would be a report of a recent examination by your personal physician, or a report from a hospital or clinic that has treated you recently. The report should include complete findings and diagnoses of the condition which renders you permanently and totally disabled. It is not necessary for you to receive an examination at this time. We only need a report from a doctor, hospital, or clinic that has treated you recently. This evidence should be submitted as soon as possible, preferably within 60 days. If we do not receive this information within 60 days from the date of this letter, your claim will be denied. Evidence must be received in the Department of Veterans Affairs within one year from the date of this letter; otherwise, benefits, if entitlement is established, may not So…what ONtoALL EVIDENCEreceipt. SHOW VETERAN'S FULL NAME AND VA FILE exactly do you be paid prior the date of its NUMBER SUBMITTED. want meAct Information: The information requested by this letter is authorized by existing Privacy to do? law (38 U.S.C. 210 (c)(1)) and is considered necessary and relevant to determine entitlement to maximum benefits applied for under the law. The information submitted may be disclosed outside the Department of Veterans Affairs only as permitted by law. ____________________ Adjudication Officer
  • 36. Packaging Your Product Dear _______________: We have your claim for a pension. Our laws require us to ask you for more information. The information you give us will help us decide whether we can pay you a pension. What We Need Send us a medical report from a doctor or clinic that you visited in the past six months. The report should show why you can't work. Please take this letter and the enclosed Guide to your doctor. When We Need It We need the doctor's report by January 28, 1992. We'll have to turn down your claim Let’s we don't getagain…by that date. if try that the report Your Right to Privacy The information you give us is private. We might have to give out this information in a few special cases. But we will not give it out to the general public without your permission. We've attached a form which explains your privacy rights. If you have any questions about this letter, you may call us at 1-800-827-1000. The call is free. Sincerely,
  • 37. Packaging Your Product Calls to the Veterans Administration for clarification or explanation of the letter: • Old letter: Sent 750 times/month – 1,128 calls Revised letter got results • New letter: Sent 710 times/month – 192 calls Work by Reva Daniel with Veterans Administration Counselors, Jacksonville, Miss.
  • 38. Questions/Comments? That’s the end…