This might be a good time to start a newsletter because: ___You need to get a lot of information to a lot of people on a regular basis. ___You want to educate or inform the community on important issues. ___You want to attract new members. ___You want to build a sense of common purpose, or motivation--or both -- among members. ___You want to get feedback from your members. ___You want to increase recognition for your organization or belief in its cause. ___You want the public to see you as a credible and significant group. You have asked yourself the following questions: ___What is the primary purpose of the newsletter? ___What are the other purposes? ___Who is the audience? ___How frequently do you want the newsletter to appear? ___How many copies do you want to produce for each issue? ___How much will this cost? ___How much can you afford? ___Who will design and edit the newsletter? ___Who will write the articles? ___How will you distribute the newsletter to its audience? ___How will you know if you have been successful? Before you start working on your newsletter: ___Decide whether you will publish the newsletter yourself or use professionals If you want to produce the newsletter yourself, make sure you have the necessary tools at your disposal: ___A typewriter and access to a copier; If you are using a computer: ___Software that includes a capacity for word processing, page design, and graphics; ___A high quality printer If you are having the newsletter done by a professional: ___Get your copy shop, professional printer, or graphic artist involved before going beyond the planning stage. Don't be afraid to talk to professionals; they may be willing to contribute their services or offer them at a reduced rate. ___You might use a copy shop if you are cutting and pasting from typewritten material. ___Computers that make layout and printing easier can be found there, too. ___Graphic artists can make layout and printing more attractive and interesting, and help convey information better. ___You can take camera-ready copy (you do everything but print it) to a professional for final printing. ___Confirm every aspect of the printing process at this time, including cost, time, what color is to be used, grade of paper, etc. Steps for all newsletters: ___Decide what will be in the issue and how much of each will be included -- for example, articles, features, news notes, and opinion pieces. ___Design the layout for the newsletter. ___Write the articles for the newsletter -- or have them written. ___Edit the articles -- for content, for style, and for space. ___Edit them again. Ask someone else to help you with proofreading. ___If you are having your newsletter professionally printed, take the final copy to the printer. ___Check the final copy one last time for any errors in printing or editing. ___Mail or otherwise distribute the newsletter. ___Get as much feedback as you can about the issue. If you want to get others to contribute to your newsletter, try the following: ___Find some other members to help plan the newsletter with you. ___Invite member articles, features, and columns; an occasional guest columnist can add luster. ___Pass around a sheet for written announcements and story ideas at your group meetings. ___Replace minutes with task force summaries in the newsletter. ___Reprint news coverage of the coalition. ___Borrow from other materials people send to you. Words and graphics ___You understand that the masthead is the title on the front page of every newsletter. ___Keep the name of your newsletter short and catchy. ___Consider using your organization's logo or symbol as part of the title. ___Consider having a professional design this part of the newsletter, even if the rest is done in-house. ___You understand that the font is the style of typeface you use. ___For the text of your articles, you're using serif fonts instead of sans serif fonts. ___For the headlines, you're using sans serif fonts. ___You're using fonts consistently and refraining from using many different fonts on a single page. ___You use italics sparingly -- words in italics are difficult to read. ___When you have two or more columns, you justify your type to make it more readable. ___You understand that the headline is the short title or introduction summarizing the main ideas of an article. ___Print headlines in the same color as the article for easier reading. ___Set them like sentences without periods (i.e., capitalize only the first letter of each word). ___You understand that the articles are the stories and text that explain the different events, issues and plans that are important to your group. ___Unless it's a technical newsletter, your articles are written at approximately an eighth-grade reading level. ___The font size in articles is at 10 to 12 points. ___Choose a topic that's interesting to you and that others might enjoy. ___You've asked yourself, "Who is my audience?" ___You've asked yourself, "What main ideas do I want them to understand? " ___Organize your ideas before you begin; consider making an outline. ___Avoid complicated words and lengthy sentences. ___Use examples to back up your ideas. ___Always proofread your article for spelling and grammar errors as well as overall understanding. ___Whenever possible, have another person look over it before you turn in your final draft. Layout basics ___Use two to three columns per 8 1/2" x 11" page for easy reading. ___Limit each page to no more than three or four articles. ___Make effective use of white space. ___Examine the page at arms-length to check balance. ___Use graphics, clip art, or photographs to break up the text and give your newsletter a more polished appearance. ___Consider keeping your newsletter at six pages or under (four is often ideal). ___Consider using a consistent layout that will make your newsletter more familiar to your readers. Production ___Involve the printer from the very beginning. ___Talk to the printer about every detail of your goals, your dreams, your budget, and your timeline. ___When choosing paper, stick with neutral colors such as white, tan, or light gray that are not jarring to the eye. ___Request a second "spot color" to add life to your newsletter without adding too much cost. ___Ask for the standard paper size that the print shop typically uses for other orders; it's usually the cheapest. ___Learn some of the vocabulary of printing so there will be no confusion when you speak with your printer. ___Listen carefully to the printer's advice, but remember, it's your newsletter, so it's up to you to make the final decisions. Cost saving tips ___Consider selling "advertising" to help cover the cost of your newsletter. ___Determine if you qualify for non-profit status to lower your postage rates. ___Check into bulk mailing and bar codes. ___Consider other means of distributing your newsletter besides using the mail. Be creative! ___Decide how often you really need the newsletter to go out. ___Move through every step of the process of creating your newsletter carefully, and make sure to edit as you go along. ___Have another person take a final look with you. ___Ask your printer or other newsletter editors how your newsletter can be done for less.
