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Best Practices for Implementing a District Communication Strategy

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ClubRunner shares best practices for implementing a District Communication Strategy. This presentation covers:
- How to set your strategy
- The key elements of a good database
- How CASL applies to district communications
- Communication approaches to take
- Website best practices

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Best Practices for Implementing a District Communication Strategy

  1. 1. Best Practices for Implementing a District Communication Strategy Zones 24 – 32 Institute October 16 2014
  2. 2. This Session • High level overview of the system • Best practices on how to build a strong and cohesive communication strategy with your District team. – Build multiple streams of communication based on club leadership, district leadership, or all Rotarians. – Discover the capability of the online directories and how to customize and adapt to your own needs. • Showcase how other districts have setup their online strategy to involve multiple teams and committees to accomplish the District’s goals • Invite participants to share what has worked for them. Slide 2
  3. 3. Agenda • Membership Database • District Communication Strategy • Your website presence • What’s New in ClubRunner • Q&A Slide 3
  4. 4. Set your goals • Assess any weak points or gaps in service E.g. Ask immediate past presidents – Club surveys (anonymous) – Unbiased critique of existing resources • Determine end result and deliverables E.g. Proactively inform key club executives of District strategy in each area – Guide all AGs in promoting DG goals within clubs – Inform every Rotarian of news and available opportunities within District – Promote Rotary to general public within geographical area of District Slide 4
  5. 5. Plan your strategy • Starting with each goal, set a strategy within that area: – Club Support (Presidents, Secretaries and other Execs/Directors such as Foundation chairs) – AG Support – All Rotarians – General public relations Slide 5
  6. 6. The Membership Database and Directory Slide 6
  7. 7. Key elements of a good database • ClubRunner’s features rely on certain aspects of a good membership database Slide 7
  8. 8. RI Integration • Very important that clubs opt-in to have their membership integrated with RI • The club does not need to have ClubRunner in order to opt-in for integration • The District cannot opt-in all their clubs (Rotary needs it on a per-club basis) • Note: RI Integration flows up to RI, but not the other way back down Slide 8
  9. 9. RI Integration • Integration icon in the club list: Slide 9 • Integration status box:
  10. 10. Compare & Synch Slide 10
  11. 11. Dashboard Slide 11
  12. 12. District Directories Slide 12
  13. 13. Download Member Data Slide 13
  14. 14. Anti-Spam Legislation • Canada’s CASL law went into effect July 1 2014 and affects all communication from clubs and districts to non-members • You need express consent (unlike the implied consent in the United States) • 3 year grace period to get consent Slide 14
  15. 15. Communication Approaches Slide 15
  16. 16. Set your goals Slide 16
  17. 17. Communication Approaches • Many ways to do this, some better than others • Here are some examples of what various Districts have done in the past. Slide 17
  18. 18. The Bird’s Nest Slide 18
  19. 19. The Funnel Slide 19
  20. 20. The Ambassador Slide 20
  21. 21. The Bull’s Eye Slide 21
  22. 22. Which is best? Slide 22
  23. 23. Email / ClubRunner / Bulletin? Slide 23 Regular Email ClubRunner Email Service ClubRunner Bulletin Why It’s Great Quick Great if dialogue is expected and all recipients need to receive the replies Lots of recipients Centralized lists Efficient way to send a lot of information without overwhelming people Good for repeated info and reminders Watch out for… Address book is perpetually out of date Easy to have too many recipients Can be risky to allow access Perceived as less urgent
  24. 24. Why have a bulletin? • Traditionally a club feature • Districts can have more than 1 channel: – District Officers (once a month) – All Presidents (once a month) – All Rotarians (once per quarter) • A very under-utilized concept and is great for sharing information • Esp. for repeated content (upcoming events) Slide 24
  25. 25. Communication / PR Committee • In the past, there was a “Webmaster” role in the District • Over the years, this has changed to a “Communications Chair” or committee – Handles website (PR) – Handles emails and newsletters (Comm.) Slide 25
  26. 26. Ex. District 7820 Policy Slide 26
  27. 27. Your Website Slide 27
  28. 28. Leaders Support • Dedicate a page to each leader with full resources • Commit to a monthly or quarterly newsletter sharing ideas (e.g. Membership News) Slide 28
  29. 29. Information Slide 29
  30. 30. District Org Chart Slide 30
  31. 31. Slide 31
  32. 32. Slide 32
  33. 33. Slide 33
  34. 34. Slide 34
  35. 35. Post Good, Current Content • Keep content current • Post events and content, even if it has been emailed or sent in a bulletin • Keep prospective members in mind and invite people to experience Rotary with membership guidelines – many people think you can’t get into Rotary! • Include news from your local clubs, district, and internationally to increase visitor’s perception of Rotary’s scope • Add the Rotary International RSS Feed widget • Don’t assume your visitor knows about Rotary! Slide 35
  36. 36. What’s New • Volunteers Module – Released September 2014 • Attendance Module (Beta) – Currently in Beta – Can be added on request – General release approx. Nov/Dec 2014 • Grants Module – Released last year for Districts Slide 36
  37. 37. Open Discussion and Q&A • Do you have a great strategy that worked? • How do you motivate clubs to keep their membership and officer information up to date? Slide 37
  38. 38. Discussion Groups • To discuss CR features with other users, join a LinkedIn group! Slide 38 ClubRunner Users Group • Started by a Rotarian, and not official • We participate but don’t moderate • Great for best practice topics and sharing knowledge ClubRunner Beta and Early Access Participants • Owned by us • For discussions related to new features in beta before general release
  39. 39. Thank You Slide 39 We would love to get your feedback Blog: http://iloveclubrunner.blogspot.com Facebook: www.facebook.com/clubrunner Twitter: www.twitter.com/clubrunner © 2002-2014 ClubRunner. All Rights Reserved. This presentation is for informational purposes only. ClubRunner makes no warranties, express or implied, in this summary. For Support, please visit: clubrunner.helpserve.com

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