February 2004

Electronic or Paper Newsletters?

WebSpinner Musings by Beth Weiss, Region 3 WebSpinner

As published in Going Forward, Volume 3, Number 1, March 2004

In My Own Little World, all communication would be in the format most convenient to me at the time. At work, everything would be available on the Web. I'd have paper copies of all newsletters and correspondence when I'm out and about, without access to a computer. And since this is My Own Little World, recycling, toting, storage, privacy, budget, energy and time wouldn't be problems — everything would just Work Right. Unfortunately, not only does no one else live in My Own Little World, but neither do I.

In many ways, I completely agree with Sandra Bekele ("Hard Copy, Revisited," Dec. '03) about paper newsletters. Paper is a special medium that allows for placement and layout and format exactly the way the editor envisions. I can curl up with paper on the couch, or, more likely, peruse it in bursts while waiting for the spaghetti to boil and checking kids' homework papers.

Electronic distribution of newsletters also has its uses, though. I can check the address and directions for the Friday night gathering before leaving my office. I'm much more likely to send a quick e-mail to an author questioning a point or agreeing with a concept if I'm already sitting at my computer. It's much easier to republish an article on the regional Website if I have it in electronic form originally. Electronic communication has a convenience factor that just isn't there when something is in paper form on my kitchen table.

As a regional Webmaster, I try to read all of Region 3's local group newsletters. Since there isn't a reimbursement program in place to provide local group newsletters to regional Webmasters, several groups send me electronic versions, or a username/password to an on-line version. And unless I happen to have a free moment when the newsletter e-mail arrives, I often don't "get to" the on-line ones. Several groups (out of the goodness of their hearts and their own budgets) send me a paper copy. I read all of those, cover to cover; and, as appropriate, information in their newsletters makes it onto the regional site.

So, from a personal preference point of view, I understand Sandra's point. Where my concern is, though, is the growing opinion that there is a "movement" toward having local group newsletters be solely electronic. I'm on both the Webmaster and Editor lists; the idea has been discussed in both places. Every discussion of this topic of which I've been aware has ended up supporting an `opt-in' e-mail newsletter, leaving the choice of paper or electronic to the individual. Groups that do have opt-in electronic newsletters report that it does save them money, but only a small percentage of subscribers requests newsletters electronically. The Communications Officer has stated that he does not support mandatory electronic newsletters. I don't see a "movement." I see an idea that was brought forth, discussed and decided against. (And brought forth again, discussed again and decided against — again.)

I also understand that since no one lives in My Own Little World, compromises are going to have to be found. There are only a small number of requirements for local group newsletters — the calendar, election information, ombudsman information, a periodic treasurer's report. Everything else is optional. Groups with tight budgets (which might mean all of them) are looking at their newsletters to determine how to cut costs — and cost cutting might mean moving some optional content to the Web.

It's a tough question — but there isn't a "good for all" answer — and the balancing of budget and preference is going to take a lot of compromise.

©2004, Beth Weiss, all rights reserved