Electronic Communications in Rotary

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Electronic Communications in Rotary

• PDG Brian Foley
• May 2009

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Electronic Communication

• Email
• District 9810 website
• Rotary International Website
• Club websites

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Email why do we use it?

• Speed instantaneous worldwide
• Low cost
• Send to one person or many
• Easy to use
• Written record of message
• Reach recipient anywhere any time
• Accepted business communication

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Email - disadvantages

• Needs a computer at each end
• Can be misused for nuisance, malicious, obscene
  or undesirable information or computer viruses
• Too easy to use, or misuse
• Information overload!
• Privacy issues
• Security issues

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Email general guidelines

• Put "Rotary, club name in subject line
• Use meaningful title
• Put full name and Rotary title at end
• Do not ask for return receipts
• Be careful with attachments
• Do not attach large files (1 Mb max.)
• Compress digital photos inserted in documents
• If many attachments, send multiple messages
• Be careful with "Reply all" - does everyone need
  to get this?

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Email more guidelines

• Be careful with sensitive and personal
  information. Email is relatively insecure
• Install firewall, anti-virus and anti-spyware
  software.
• Set computer for automatic updates
• Do not send bogus virus warning messages
  usually hoaxes and may contain viruses or
  spy-ware
• Use simple English and avoid gimmicks (LOL?)
• Read the district email policy (on website)

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Websites who are we communicating with?

• Rotarians and visitors
• Potential members
• Participants in Rotary programs
• Other organisations who link with Rotary
• General public

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Website features

• Large capacity for storing information on past,
  current and future activities.
• Easily retrievable
• Complements email for disseminating info
• Links to other relevant sites
• Modern tool used by businesses and communities
  worldwide

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District 9810 site www.rotary9810.org/

• Aimed at Rotarians, program participants, general
  public
• Complements directory, monthly and weekly
  newsletters for Rotary information, programs and
  contacts
• District committees and programs
• Webmaster 2009-10 Russell Marnock email
  russellmarnock_at_yahoo.com.au

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District Website club info page

• Page for information of each club
• Contains meeting day, time and place, map, email
  address and web address
• If club details change, advise Fran McLean at
  fran.mclean_at_bigpond.com and district webmaster

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Rotary International sitewww.rotary.org/

• Comprehensive source of Rotary information,
  application forms, news releases, worldwide
  database of clubs
• Member database club can change member details
  online
• Needs some time and patience to navigate
• Use search facility

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District 9810 Club Websites

• Approximately 30 clubs have own sites
• Several others developing sites
• Good medium to communicate with local
  organisations, particularly schools
• Relatively easy to set up and maintain
• Need regular updates
• Make site distinctive for your club

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