The Chapter Communications Director

Guide
The Chapter Communications Director

"The pen is mightier than the sword." Even Napoleon was reported to have said, "I fear three newspapers more than a 100,000 bayonets." As much as we may admire swordsmanship or fear the thrust of the bayonet, there is always a place in the sun for the good writer.

If you are fortunate enough to be selected as the chapter Communications Director, remember that you now occupy a powerful position from which you can do much good not only for the chapter but also for yourself. Accept this challenge and enjoy it.

RESPONSIBILITIES

1. Meet with the previous Communications Director and obtain all past material.

2. Consult with the chapter president and the Board about your objectives, program, budget, timetable, requirements and limitations.

3. Select an editorial committee, consisting of a writer, finance director, webmaster, and reporters.

4. Announce your program to the membership immediately and seek their support. Build in incentives (e.g., best article, best report, etc.).

5. Remember two important goals: stimulate reader interest ("sell the product"), and give maximum news and information coverage.

6. Set up a filing system (e.g., records, articles, photos, past magazines, other chapter publications, reference material, etc.).

7. Research the chapter constitution and the history of the chapter, the region and your National Organization. Learn about Junior Chamber International and investigate Junior Chamber in depth. Study chapter meeting minutes and read releases and newsletters from your National Organization and JCI. Locate important people who are past members. In short, make yourself a knowledgeable editor.

8. Research all websites you can find related to Junior Chamber. JCI’s website has links to most national organization’s websites and some chapter’s sites. Check it out at www.jci.cc.
9. Prepare forms for chapter officers to use to make their reports. Issue them at the start of chapter meetings and collect them at the end. Thereupon you get fresh information in an organized manner.

10. Set up a timetable and deadlines to gather vital information. Enforce your deadlines

11. Strive for effective simplicity in your presentation – don't cram.

12. Plan for the ultimate aim producing a professional publication or website that will add sophistication and quality, while enhancing the chapter image.

13. Make up a distribution list for the publication that includes chapter members; nearby chapters; appropriate national and international officers; local leaders; sponsors and advertisers; the Chamber of Commerce; kindred organizations; past members and chapter Senators; friends of the chapter; and a copy to JCI Headquarters!

14. Include your chapter address, website, email, your name, and the names and addresses of appropriate officers in the front of the publication. Too often non Junior Chamber members are unable to locate the editor, officers or the chapter.

15. Accuracy is vital – simple spelling errors, especially with names of people, detract from the presentation. Therefore, detailed proofing is vital.

16. Include graphics. They can range from simple line drawings to elaborate illustrations. Action photos are also very appealing. Identify people pictured. These items will break up the copy, attract the reader and hold his attention.

17. Once you have produced some notable material in the publication, you may find that your national magazine or website and/or JCI want to include your material in their publications or create links to your site.

RECOMMENDATIONS

1. Content.

Try to include some of the following: cover design, listing of chapter officers, chapter program (e.g., month, quarter), editorial (use guest editorials, too), summary of Board and general meetings, project reports, news from other chapters, news from the National Organization and Junior Chamber International, personality section (especially about new members), page for spouses, an instructional section (e.g., 10 tips on good speech making), president page, pullout page for the children (helpful for family involvement and reader incentive), pictorial section, recognition section, membership application form, the Creed, advertising, promotion for upcoming functions, humor section (or scatter humor throughout the publication, but be careful not to offend the tastes of readers), letters to the editor section, and non Junior Chamber article section.

2. Style.

You will be restricted by such factors as finance, chapter membership, past policies and guidelines, and your own ambitions. However, the potential is enormous and you can select from a four-page leaflet typed and reproduced on a simple copying or reproduction machine; a multi-page publication typed, reproduced and stapled together; a small, flyer-style publication professionally printed; a book-style publication on good quality paper and professionally printed; or a concertina-style publication typed, set out and professionally produced. Whatever style you select, remember it reflects the quality of the chapter. The people who read your publication but do not visit the chapter can only judge the standards of your chapter by the quality of the magazine. That is a big responsibility.

3. Frequency of a printed version.

Ideally, publish at least every two weeks, but never delay longer than one-month issues. If you are going to have a sophisticated monthly magazine, you could produce a typed information sheet in between issues of each magazine. You, as editor, are the best judge in this matter.

4. Website.

To attract viewers, your web site must have new content every day.

5. Broadcast e -mail.

Make sure you send only relevant information to the list. Too many e-mails or lack of content make people unsubscribe.

SUMMARY

Communication work requires good judgment, strong organizational abilities, ample writing and speaking skills, an active imagination, an inquisitive mind, flexibility, a sense of humor and, above all, the ability to work under pressure.