Make sure several club board members or volunteers have access information and passwords for all electronic accounts.

Websites

Some clubs use platforms other than the AASC template for their websites. Several clubs use WordPress. Websites can be seen by anyone on the Internet, so be conscious of any security/privacy issues. Remember:

  • Keep sites updated and alive! Use photos and other graphics and change them regularly.
  • Decide what information is best kept on a website and what should be included in emailed/mailed newsletters, on Facebook, Twitter, etc. Websites can house longer-term information about the club such as past events, archived newsletters, etc.
  • Get ideas from other club websites.

Newsletters

Frequency

  • Newsletters can be sent via email or in print. Keep in mind older alumnae who don’t use computers; your mailed newsletter could be the only way they stay connected with Smith.
  • Some clubs send a quarterly newsletter. Some send one emailed newsletter per month. More than two newsletters a month may be overlooked, but quick additional reminders for special events are sometimes necessary.

Content

  • Give prominent placement to links for club Facebook and Twitter pages.
  • Place information on how to pay club dues in every newsletter.
  • Send messages from the club president or other club leaders.
  • Inform alumnae about upcoming club events, individual alumna events (exhibitions, concerts, lectures, etc.) and local events of interest.
  • Offer program updates, such as a recap of recent events, or information about groups, such as book, investment, cooking, knitting, etc.
  • Send updates on admissions, book awards, fundraising, community service, etc.
  • Include news of interesting local alumnae and students.
  • Invite alumnae to find an event and gather other alums to attend.

News from the campus

  • Even if published elsewhere, many readers might not have paid attention; invite students from your club area to share their campus experiences; if you have a trustee or a AASC board director in your club, ask them to share something from their perspective.
  • Include Smith Fund donation reminders as often as comfortable.
  • Some newsletters (and websites) include a bulletin board for club members’ personal news, job or residence searches, goods and services for purchase or trade, etc.
  • Archive past newsletters on your website unless you’re concerned about security/privacy issues.

Design/format/mailing logistics

  • Request new membership contact information from the AASC often. Analyze bounceback reports and try to correct contact information. If you do phone drives for dues, ask for current email addresses. Gather email addresses from attendees at every event.
  • Use a newsletter template or program or send through an online email management system such as MailChimp, Constant Contact, iContact, MailerMailer, ExactTarget, AWeber, etc. This requires uploading email addresses available from the AASC as an Excel spreadsheet. Such systems also provide useful information such as rates for mail opened, bouncebacks and clickthroughs. Sending club emails from a personal email account is not recommended, as it’s more likely to be caught in spam folders or blocked by an Internet service provider.
  • Send postcards for a special event to those without email.

Facebook

A Facebook page can be a helpful way to share current and time-sensitive information. Anyone can post updates. Adding photos of recent events motivates people to attend the next event. The page can include links to your club website and current newsletters. Keep in mind that many older alums haven’t joined Facebook but still want to be connected to your club.

Twitter

Some clubs have Twitter accounts. Everyone who follows that account can see every tweet.