Effective Communications

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Effective Communications

• July 2008
• TDW SUMMER RETREAT
• Waco, TX

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Goal of Effective Communication

• Inform Persuade MOTIVATE!

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Goal of Effective Communications- Inform

• Inform
• Its all about the WHAT, WHERE, WHEN
• WHAT is the event?
• WHERE is the event?
• WHEN is the event?

Phone Email Tree to notify of events.
Use www.tdw.org to publicize
events Create a Chapter Newsletter.
Advertise meetings and
activities Set up an agenda for each meeting.
(include in event notification)

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Goal of Effective Communications- Persuade

• Persuasion isn't all about selling or is it
  trying to convince someone to agree with you.
  It's about getting to shared understanding and
  agreement. From there you work together to reach
  a mutually beneficial outcome. There are 4 things
  to think about when developing the message. Does
  the message have
• Credibility
• Common Ground with the audience
• Evidence to back the message
• Emotional Connection with the audience

Newspaper or OP Ed articles with views
Sponsor Candidate forums or
debates Blogs
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Goal of Effective Communications- Motivate

• Motivate
• If INFORM is all about the WHAT, WHERE, WHEN,
  and PERSUADE builds the case MOTIVATE is the
  WHY
• WHY should I attend this event?
• WHY should I participate?

Provide an agenda before chapter meetings.
Know your audience!
Provide snacks /or entertainment.
Involve/Engage members
attendees Query for suggestions to improve
chapter organization..
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Who do we need to reach?

• Within the Chapter
• Active Members
• Members who pay dues but not not participate
• Lapsed Members
• Between Democratic organizations
• County Democratic Party
• Young Democrats
• Texas Democratic Party
• National Democratic organization
• Outside the Democratic organization
• Independent voters
• Potential voters
• Unregistered
• Registered but not active voters
• Organizations that represent Democratic
  principals

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What methods can we use to communicate?

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How do we get our message across?

• Inform - Persuade - Motivate
• Who is our audience?
• What method of communication should we use?
• What do we want to accomplish?

DEVELOP A COMMUNICATION STRATEGY!
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Develop a Communication Strategy
Planning Preparation

• Communication Plan (See Samples)
• Define goals (For each group and activity what to
  you want to accomplish?
• Establish a Budget
• Communication Matrix (defines activities,
  audience, method )
• List of Contacts
• List of Resources
• Develop Template Library
• Sample Ads
• Invitations
• Editorials
• Press Releases
• Assign Responsibilities
• Committees
• Media Coordinator
• This person makes sure press releases go out on
  time, keeps media lists updated, makes press
  calls, and works actively behind the scenes
  during events.
• Spokesperson
• Writer
• Photographer

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Types of activities to Publicize

• The following suggestions are low-cost or no-cost
  activities. They don't require money to
  undertake, as much as they require time and
  commitment.In addition to announcing events, you
  can send press releases to
• announce activities (meetings, fundraising,
  social, activism)
• highlight particularly effective, unique,
  innovative or interesting activities
• announce how a particular piece of pending or
  recently-passed legislation will affect your
  organization and those it serves
• announce partnerships you have formed with
  another organization/other organizations
• announce awards your organization is giving or
  receiving
• announce an impending visit to your organization
  by guest speakers
• acknowledge a particular day of focus that
  relates to your organization and its work
• Non-press organizations and other non-press
  representatives should also get your organization
  press releases (as appropriate) this is how you
  can build a public reputation and become
  associated with local causes.

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Media Resources

• Television
• Cable Access
• Radio
• Newspaper
• City
• County
• Specialty
• Magazines
• City
• County
• Internet
• Websites
• WWW.TDW.ORG
• WWW.TXDEMOCRATS.ORG
• WWW.DNC.ORG
• TexasVAN.com
• Blogs
• WWW.BLOGNETNEWS.COM

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Building a foundation of Resources

• WWW.TDW.ORG
• Membership lists
• Chapter websites
• Calendar
• Mailing labels
• Links to other resources
• Artifacts/Templates (future)
• WWW.TexasVan.com
• Voter information
• WWW.BLOGNETNEWS.COM
• Top state Blogs

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Helpful hints when working with media outlets...

• Make the reporters job as easy as possible.
  Provide a prepared press-release or text.
• If sending digital photos, use high resolution
  and .jpg format.
• If a reporter is attending an event, have your
  media coordinator meet the reporter when they
  arrive brief them and ask if there is anything
  they need. (make them feel welcome)
• The internet is an excellent place to find
  information. Try a Google search of media
  relations. The websites provide hints on a
  variety of subjects from how to write a press
  release to techniques in helping get your
  articles published.
• www.managementhelp.org/pblc_rel/pblc_rel.htm
• http//www.aboutpublicrelations.net/ucstoller6a.ht
  m

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TDW Mission Statement

• Texas Democratic Women was organized in
  1987 as one response to the growing political
  interest expressed by mainstream women from
  across the state. TDW promotes the increased
  political activity and influence of Democratic
  women in Texas politics and government. TDW
  provides statewide training conferences and
  workshops. In addition, the group serves as a
  communication network for existing Democratic
  women's organizations and promotes the formation
  of new groups. There are many organized groups
  which represent certain segments of women
  Democrats in Texas. Some are tied to a particular
  city or county in the state others reflect
  particular issue agendas or ethnic groups. Some
  groups attract women in a specific age category
  or occupation. Of course, there are professional
  and career women in our party, but there are also
  many women who work in the home or are retired.
  None of these organizations currently represent
  the broad range of women in our Party. Texas
  Democratic Women works to unite this wonderful
  diversity of devoted women behind one common goal
  - the support of our Party and the involvement of
  women in the political process.