Communicating with coaches, players and game managers is something all officials should work on. But how about association-to-official communication? Is your chapter or association providing members all the information they need to stay on top of what’s going on?
It’s best to put one member (perhaps the association secretary) in charge, but it’s a good idea to have at least one other set of eyes examine material before it is distributed to the masses.
Here are some tips on making sure everyone in your group is well informed and made to feel a part of the association.
1. Develop a website. It’s a lot of work and it does take someone with the technical know-how and time to do it. But a good website is the best way of communicating with your members.
A good website provides meeting schedules; deadlines for mandatory paperwork, tests or payment of fees; a link to the group’s bylaws and constitution, and includes a link listing the officers of the group and to important organizations (e.g. NASO, state association, assigning agent, etc). The site can also be used as a means of congratulating members for special achievements (tournament assignments, awards, job promotions, etc.).
2. Build and maintain a mailing list. Many associations use e-mail as a means of contacting members with breaking news or reminders. That requires that the chapter have up-to-date contact info (e-mail and mailing addresses; work, home and cell phone numbers) for all of its members. Remember to urge members that it’s a two-way street: It’s up to members to inform the leaders of any changes in addresses or phone numbers.
3. Use local media. Most newspapers have a community calendar section that includes listings of upcoming meeting and events. Few if any newspapers charge for publishing the info. Abide by whatever requirements the paper has as far as lead time for receiving the information and what details are needed.
The sports department of local papers usually have space for announcements of upcoming events or activities of area residents. If officials from your association receive special assignments (e.g. state championship games, advancement to major college, etc.), let the sports department know so not only your members, but the community at large can be informed.
4. Publish a newsletter. An association newsletter, including meeting dates, position papers for officer candidates, news about members, etc., can be published and distributed to members electronically. It doesn’t have to be fancy, but let your imagination run wild. Modern computer software makes it easy to include photos and other graphics to jazz up the piece.
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