Improving Guild Communications

Introduction

In order to improve Guild communications, the General Committee wants to encourage a culture of information and knowledge sharing at all levels in the Guild and has therefore adopted a policy which will require co-ordinated action by many people. This policy will aim to:-

• provide direct communication with each member.
• facilitate communication between members, officers, committees and branches.
• use electronic communication where practical, while not excluding non-Internet users.

A small working group has been set up to implement the policy, which will begin by producing material to help explain it.

Branch Involvement

Although the ultimate aim is to create a communications network based on individual members, current Guild communications are based on the fifteen branches and the policy cannot succeed unless agreement is reached with the branches and any changes proposed are accepted.

In a two-way exchange of information, the key communicators (secretaries, website managers, newsletter editors) in each branch will be given an explanation of what the Guild is trying to achieve while the branch will reveal its current communications arrangements. From these contacts, which will involve at least one meeting with the officers of each branch and consultation with branch members, agreement will be reached on the actions needed. New ideas arising from these consultations will be circulated to all branches and Guild officers. It follows that a plan for implementation, with actions, dates and names of those performing the actions, will emerge, with steps taken to ensure that the momentum of change is maintained. Where necessary, branches will be offered support for implementation plans.

Policy Areas

There are three broad, interdependent areas where the policy will be implemented:-

• management of membership data
• web sites
• information dissemination

Management of Membership Data

The Membership Secretary will have a key role in determining actions in this area but so will the branches. A primary task will be to determine what individual details are to be held electronically by the Guild. The aim will be to create a system in which data, including common distribution lists, can be imported and exported to and from the Guild central records and branches. Agreement will need to be reached on the mechanism for keeping the data up to date and notice will need to be taken of data protection compliance.

Web Sites

At present, fourteen of the fifteen branches have (or are planning) web sites with a variety of styles and content. Discussions with branch webmasters will endeavour to co-ordinate the sites, in particular seeking agreement from all branches on the type and format of information to be provided, although this will not prevent a branch providing other information to suit its local needs. The overall aim will be to apply consistent standards across all web sites wherever possible.

Among the topics on which branch agreement will be sought are:-

• use of a “house” style, identified with the Guild.
• relationship with the Guild’s web site
• consistent domain names

Should any branch require basic web site facilities to implement the policy, the Guild will provide them. This could involve assistance in managing sites, including arrangements for day-to-day management, longer-term upkeep and interaction with other web sites.

Information Dissemination

Agreement will be sought between the central Guild administration and branches on a co-ordinated scheme of information dissemination – basically, who sends out what to whom and how often. Although the emphasis is on electronic communication for convenience and reduction of costs, care will be taken to ensure the scheme does not exclude members who do not have Internet access. It will be necessary to define the roles and responsibilities of those who are responsible for information dissemination to ensure complete coverage to all members and to avoid unnecessary duplication.

Lateral Communication

The above tasks are directed towards the aim of “vertical” communication from the Guild down to individual members, through the branches. However, there is also a need for “horizontal”, or lateral communication, for example between different groups and individuals within the Guild. Practical solutions to this problem may involve the creation of, for example, specialised distribution lists and web based services. As in the tasks above, consistency across the Guild will be the main aim.

Making it Happen

The working group will oversee the implementation of the new policy. It is clear from the tasks outlined above that with the need to discuss and reach agreement on the changes involved with fifteen branches, some of which are well down the line with improved communications, it is presented with a daunting task. However, the group is expecting branches to be receptive to the proposed changes, thereby reducing the load on the group members. The group will need to set up a network of key branch communicators to monitor progress of – and report back on – implementation in the branches. It will also need to bear in mind the longer term question of ensuring that once the policy is implemented, the enhancements are maintained.

First priority is to prepare material to raise members’ awareness of the enhancements to be provided. This will be achieved by articles for Odd Bob and Branch Newsletters and the production of posters for individual towers. As one of the aims is to promote the Guild’s image, the PRO should be given the task of explaining the Guild’s policy to the Exercise as a whole through articles for The Ringing World and should report on achievements with a view to presenting the enhanced communications as good practice which other associations may wish to follow.

It cannot be emphasised too strongly that although the working group will oversee the implementation, this is a branch-based project and without the support of branch officers, failure will result. The group will endeavour to motivate the branches to act and expects branch officers to spread the word to individual members and invite them to get involved in the processes.

Progress Reports

Every effort will be made by the working group to keep members informed of changes, through Odd Bob and branch newsletters, so keep an eye out for articles which may well affect you!