Managing Communications - LSV Club Support Manual

7.3. Information and Communications Technology

One of the most important functions of a club is to ensure its members are well informed. Well informed members are more likely to fulfil their role to the best of their ability and to offer the best service possible. The following methods of communicating information are also great methods of promoting your club to potential sponsors and members.

a) Circulars

Circulars are issued at National and State level to notify members of information and actions required. All committee members are encouraged to subscribe to the Circulars. It is the Club’s responsibility to distribute to the appropriate officers and members within a Club, and a copy made available to all members of the Club, eg. on club notice board or website.

Clubs need to ensure that Club email address is current at all times with LSV, to ensure receipt of all Circulars.

LSV and SLSA Circulars are also kept on their respective websites, and you can access LSV circulars via the Resource Library on the Club Gateway.

b) Bulletins

Bulletins are usually directive and generally of a practical nature, for example, regulations or specifications. Bulletins are issued by the Director or Manager of a Department, addressing specific people with copies made available to other interested people.

c) Memorandums (Memo)

Memos are sent to a specific person to provide a communication backup. A Memo may be addressed to one particular office bearer, such as the Secretary, and then copies to be distributed to other individuals, eg. Club Captains.

The original person the memo is marked attention to may then chose to forward the memo to other people who they feel may benefit from.

d) Newsletters

Various types of newsletters are distributed at National, State and Club level, increasingly through online delivery methods.

Club Newsletters are produced by many clubs and are an excellent tool to update members, making them feel part of a club and providing an introduction to new members. The Club newsletter may be distributed in many forms – hard copies to be sent to members, electronic copies placed on the club website, emailed to members, placed on the club noticeboard, or loaded by the club into the SLSA Members Portal.
LSV newsletters – eNews
SLSA Newsletter

e) Photography and Images

LSV and SLSA have a library of images which depict lifesavers in correct patrol uniform and with up to date sponsor logos. These can be obtained through LSV and SLSA media centres. If sending images to sponsors, media or creating internal posters please be mindful of the SLSA Intellectual Property policy. Also be mindful of depicting Surf Life Saving in a positive light. When including photos in newsletters, remember to credit the photographer. Also ensure you have permission from the member or their guardian, to publish their image in a public document or online.

f) Noticeboards

When maintained, club noticeboards can be an effective way to distribute information. Calendars, upcoming events, amendments to policies and procedures, request for member participation and notification of meetings are a few of the forms of information that can be communicated via noticeboards. The most important thing to remember is to keep the notice board relevant and up to date.

g) Email

Creating a database of club members’ email addresses is a simple process with SurfGuard and can be an effective method of communicating with your members. Not only can you promote club-based events through the email distribution list, it is also an effective way for your sponsors to communicate with the membership.

h) SMS (Text Messaging)

SurfGuard offers the service of setting up an SMS database. This is particularly useful for patrol reminders, beach closures and special event notification. SLSA offers support and training to clubs wanting to know how to fully utilise SurfGuard’s features.

i) Website

A club website is vital not only for your members, but also potential members and sponsors who would like to know more about the club. Information on your website, such as
news, images, sponsors and links should always be up to date. A well administered website can also be used to host things like Patrol Rosters, which members can access with a secure login function.

j) Social Media

Many clubs and their members have a Facebook and Instagram page and even a Twitter feed to provide up to date information about the club. Social media allows members to communicate with each other and provides an informal forum for notification and discussion. It is an easy way to provide members with access to things like photo galleries and can be used to conduct fundraising campaigns and competitions. Privacy issues are increasingly a concern with
social media networks and clubs should have a clear and comprehensive social media policy which is communicated to members.
Social media administrators at clubs should also actively monitor their pages for derogatory, defamatory or inappropriate posts, possibly deleting or blocking the post if it breaches the club’s policy. Assistance in developing a social media policy is available by contacting the LSV Media and Communications team.