publishing a newsletter: issues and decisions © pat mcalexander, 2013 editor, olli@uga’s olli...
TRANSCRIPT
Publishing a Newsletter:
Issues and Decisions
© Pat McAlexander, 2013Editor, OLLI@UGA’s OLLI Times, 2010-present
Purposes of newsletters?
Inform — about organization’s business(transparency), events (past, present), members
Entertain—with above, plus photos, creativewriting
“Connect” the organization
Publicize the organization to others
Make money—ads, motivate members to give (Development Fund, Leave a Legacy)
Some newsletters represented here:
Your organization and location?
Title of your newsletter?
How often published?
Approximate length?
Formatting process?
Our OLLI@UGA newsletter (facts, evolution):
We publish six issues a year, usually September, November, late January, March, April or May, and June.
SIZE/LENGTH? Our paper has to have a number of pages divisible by 4 . It has gradually grown from 8 pages to 12, 16, 20, once even 24 as we’ve added more photos, stories, and most recently, advertisements.
One person called it the “OLLI magazine.”
People said, “We need a name for the newsletter.”
I tried to think of one—one that would tie in with our motto: “Having the Time of Our Lives with OLLI@UGA.”
Formatting
Our newsletter material is sent in a Word document, along with separate photos via Picasa email, to a formatter in the UGA College of Education. He puts our material into newsletter form.
Example: MARCH 2012 5,243 words, 26 picsTroy, This should be 12 pages! Front page pictures: put at least one on top half of newspaper. Please at least start the 2 stories below on page 1.
Page 1: Picture of group on stairs. Caption: OLLI artists met with Joanne Roth and Jeani Goodwin to plan the Art Fair. Front row l. to r.: John Weber, Margaret Agner, Cam Bridges, Jeani. Back row: Elizabeth Barton, Joanne, Chip McDonald (photo by Pat McAlexander)picture of coleus—i.e. leaves. If possible, use as inset within story of art fair. Can be small. Caption: Margaret Agner’s silk print “Coleus”
OLLI ART FAIR AND PLANT SWAP ON “LUCKY” FRIDAY, APRIL 13On Friday, April 13, 1:00-4:00 p.m. at Central Presbyterian, OLLI is holding its First Annual Art Fair, which Joanne Roth, who initiated the idea, is whimsically calling “Drawing More Than Flies.” At the same time there will be a "Need More Plants - Garden Plant Swap" on the church grounds. OLLI members are invited to participate in these free events as artists/craftspersons or as gardeners. The events will be open to the public.
How is your newsletterprinted and disseminated?
The UGA College of Education printsThe OLLI Times for us.
A copy is mailed (U.S. Mail) to everyOLLI@UGA member—now over 1,000.
How is your newsletter funded?
We pay for paper, mailing: $5849 lastyear (included a “special” short 7th Fund Development issue) +The UGA College of Education does the formatting and printing.
Newsletter administrative structure:
Who makes decisions about your newsletter?EditorExecutive Director of organizationPresident of organizationCommittee(s)Other?
OLLI Times: First three
How to schedule publication dates for timeliness?
OLLI TimesSetting up the schedule for publication:
Material due by --- but earlier betterMaterial to formatter/printer by--(1-2 days later)Mailing week ---up to 2 weeks later
Problem: how to get “fast-breaking”stories out on time. Example: story aboutthe nominees for organization’s officers
What type of content (besides news offuture events) to include in a newsletter?
Or: What NOT to include?
Our editorial policy:“news about OLLI, its members, and OLLI events”
Placement of content—anyspecial practices here?For example, what goes onthe first page?
PAGE ONE --Decisions to be made:
Eye-catching news (like to have a photo)
Important upcoming events
Important past events
Select in relation to what’s available for that issue…..Important Function: TO GET MEMBERS TO READ IT.
Page 2:
President’s Note
List of organization’sofficers and committee members
Publishing info (deadlines etc.)
INSIDE: Sections on the organization’s
EVENTS (past, future) if not on page 1 (sometimes just separate articles )
CLASSESTRAVELSPECIAL INTEREST GROUPS (SIGS)
Fund-raising articles/appeals
Feature articles on interesting members
5) Creative writing by members
What kind of “creative writing” to include?
Memoirs—often have historical significance
Poems
Other?
5) “OLLI Briefs”
6) Filler boxes
Box--
Editing and proofreading:
Who does it?
Edit for:Content/qualityLength (cutting??)Organization
Factual accuracyClarity
Proofread for:Correct grammarCorrect mechanicsCorrect names/spelling Consistent style (plural of word OLLI=members)
Examples for proofing/editing:
Applications for vendors is not being accepted at City Hall and online.
As a quote-unquote health consciousperson, I am excited about Farm 255.
Caption for a photo:Bill X and his wife, Jane Y, at the Christmasparty
7) PHOTOS—Sources of photos?
Functions of photos?
Make layout of paper look good
Interest/entertain/inform members
Call attention to particular articles
Illustrate the nature of the organization
*Make subjects look good (no unflattering photos)*When possible, give photo credits
Good groupphoto
Formatting photos
Writing captions—note length, parallel structure; sometimeshumor
Photoscropped tosamesize
Caption ProblemforFormatter(two linesVsOne line
Collage(usingPicasa)
PHOTOS: How do you choose photos?Does the subject matter fill a purpose?Quality?Will they look good as black and white?
Some feature photos I chose for The OLLI Times(and how some looked in print):
Advertisements and their placement :Do you have ads in your newsletter?
FullPage--$10,000moneyor in-kind
HalfPage—$5,000Moneyorin-kind
QuarterPage--$2,500moneyorIn-kind
a problemwith thislayout?
Effects of the increasing availability of online material?
Hard copy newsletters vs Online newsletters, websites, social media
Some claimed advantages of hard copy newsletters vs online sources Many members prefer hard copies,
so more members read themThus more attractive to advertisersMore effective in promoting the
organizationMost accessible record of organization’s
history
Disadvantages of hard copy newslettersTimeliness more difficultPictures not in color (yet) for someEXPENSE!!
OLLI@UGA members seem to like and readthe OLLI Times, as shown by the songsung at a dinner group’s meeting tothe tune of “Cover of the Rolling Stone”(see next slide)
THE END