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by CelineVPE on 06 Mar 11, 15:25

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Author malw  Date 09 Feb 13, 10:26  Views 2009
Description How to use the agenda e-mail routine
Category Running the Meeting  Type Information
Article scope
easy-Speak information

The agenda e-mail system

If you have authority to manage a meeting, the 'agenda e-mail' button will be visible when you view the agenda screen prior to the meeting. This feature allows you to send a series of e-mail telling your members about the meeting, if they have been assigned a role.... etc.

There are five e-mails in the system.
(Note that the meeting e-mails one, three and five are also available for officer training and Area/Division/District contests. Please see note at the foot of this article.)

First E-mail
This e-mail is a general introduction and a reminder about the meeting and may be sent to some or all members of your club, selecting them by membership 'status'. Membership status is defined by your club but includes 'members', 'guests', .... 'mailing list' and 'ex-members'.
Use this with caution to invite potential members from your mailing list.
Normally you should NOT send e-mail to ex-members - they may have expressed a preference for no more e-mail.
The body of the e-mail is available for you to edit - but remember that the reply links will be inserted automatically at the bottom.
The e-mail ends with a request to click on one of the links to advise on attendance. The requested reply date is calculated automatically from the meeting date and a setting for your club in the club control panel.

The remaining e-mail are sent only to members who's status allows them to speak or to take a role or who have already clicked on the link to say that they will attend.

Second E-mail
You send the second e-mail as soon as possible after assigning users to roles. It thanks those that replied to the first e-mail and advises users that they do not have a role at this meeting but, if the club allows this, suggests visiting the web-site to volunteer if someone who has been assigned a role drops out.

Third E-mail
You should send the third e-mail at the same time as you send the second e-mail. This one tells users the specific role that has been assigned to them and gives them any comments about the role and, if appropriate, about the location. (Defined in your club control panel.)
If you have included the appropriate Knowledgebase information when defining the role for your club the message shows a link 'If the XYZ role is new to you please click on this link to get more information about it'.
It asks for confirmation that they accept the role by clicking on a link.
The requested reply date is calculated automatically from the meeting date and the setting for your club for 'no more changes' in the club control panel.
If you find that somone has refused a role or cannot attend the meeting you may re-run this e-mail and it will ONLY be sent to the users newly assigned a role. There is also an option to resend this e-mail to anyone that has not replied within a selected time.

Fourth E-mail
The fourth e-mail asks for volunteers to visit the web-site and take roles that are not currently assigned (if the club settings permit this). Their ability to volunteer is restricted (see Knowledgebase article ).http://easy-speak.org/kb.php?mode=article&k=6
If your club settings do not allow users to volunteer for unassigned roles through the web-site the e-mail asks volunteers to contact the VPE.

Fifth E-mail
This last email is used as a reminder and to provide an easy clickable link back to the web-site for users to view or print the agenda before the meeting. Normally this would only be sent to users who have a role or who are attending the meeting but there is an option to send it to anyone who's attendance is unknown.

The meeting manager is automatically set to 'watch this agenda for changes' and will receive an e-mail when a user accepts or rejects a role. This is a prompt to re-visit the site and re-assign the role if required.

To return to the meeting agenda - click on the meeting name at the top left of the screen.

Note for Area / Division / District Events:
E-mail one, three and five are available for officer training and contests.
The use of these e-mail is identical to that for a club except that the addressees will be selected automatically to include all club officers within that unit recognised by TI for officer training PLUS all users who have ticked the box to say that they will attend the meeting.


SAMPLE E-MAIL 1

XYZ Toastmasters Club
Tuesday 12th February 2013- Starting at 12:15
Venue: At Al's Place

This is a reminder of our XYZ Toastmasters Club meeting of Tuesday 12th February 2013

Full details of the agenda were available on the website from 12:15 on Tuesday 18th December 2012.

Please use the website or click on one of the following links before 12:15 on Tuesday 5th February 2013 to tell me if you will be at the meeting.

Links.. I WILL be at the Tuesday 12th February 2013 meeting etc etc


SAMPLE E-MAIL 2

XYZ Toastmasters Club
Tuesday 12th February 2013- Starting at 12:15
Venue: At Al's Place

For the moment I have not assigned you a role but please keep looking at the website and volunteer if a role becomes available.

We haven't yet heard if you can come to the next meeting. Please use the website or click on one of the following links to tell me if you will be there.(Or a thank you for telling me... message)

Links.. I WILL be at the Tuesday 12th February 2013 meeting etc etc


SAMPLE E-MAIL 3 (Member not yet confirmed attendance)

XYZ Toastmasters Club
Tuesday 12th February 2013- Starting at 12:15
Venue: At Al's Place

Dear Greg

I have provisionally assigned you the role of 'General Evaluator'.
If this role is new to you, there is information available on the website.

This role could be evaluated forproject 2 (Critical Thinking)in the leadership track.
Please remember to bring your CL manual with you.

Links.. I WILL be at the Tuesday 12th February 2013 meeting etc etc


SAMPLE E-MAIL 3 (Role already confirmed some time ago)

XYZ Toastmasters Club
Tuesday 12th February 2013- Starting at 12:15
Venue: At Al's Place

Dear Murielle
Thank you for telling me that you will be coming to this meeting.

This is a courtesy message to remind you that you already accepted this role (at 22:37 on Monday 3rd December 2012.)

I have assigned you the role of 'Speaker'.

At the moment I do not have a title for the speech.
Please enter this before the meeting.

You will presentSpeech 2from theCompetent Communication Manual-Organise Your Speech.
If these details are incorrect you may change them by clicking on the speech title on the agenda screen.
Speech timings: 5:00, 6:00, 7:00
(Speech objectives if Club specifies to include these)


If this role is new to you, there is information available on the website.


This role could be evaluated forproject 5 (Planning and Implementation)in the leadership track.
Please remember to bring your CL manual with you.


If you find that you cannot now take this role please use the website or click on the following link as soon as possible, but before 08:15 on Tuesday 12th February 2013.


Links.. I WILL NOT be at the Tuesday 12th February 2013 meeting etc etc


SAMPLE E-MAIL 4

XYZ Toastmasters Club
Tuesday 12th February 2013- Starting at 12:15
Venue: At Al's Place

For the moment I have not assigned you a role

There are some roles that still need to be filled, so if you would like to volunteer for one please click here.

or click on this link to tell me that you will NOT be at the meeting.

Links.. I WILL NOT be at the Tuesday 12th February 2013 meeting etc etc


SAMPLE E-MAIL 5

XYZ Toastmasters Club
Tuesday 12th February 2013- Starting at 12:15
Venue: At Al's Place


Thank you for telling me that you will be coming to this meeting.

The full agenda is now out on the website if you would like to print it.
See you there.

View or print the agenda....

Links.. I WILL NOT be at the Tuesday 12th February 2013 meeting etc etc


SAMPLE MENTOR E-MAIL(Three mentees with roles at this meeting)

XYZ Toastmasters Club
Tuesday 12th February 2013- Starting at 12:15
Venue: At Al's Place
** MENTOR INFORMATION **
Dear Maria Teresa

Please note that I have assignedMurielle Rabbitthe role of 'Toastmaster of the Day' at this meeting.

Please note that I have assignedMary Smiththe role of 'Speaker' at this meeting.
At the moment I do not have a title for the speech.
This isSpeech 2from theCompetent Communication Manual-Organise Your Speech.
Speech timings: 5:00, 6:00, 7:00
(Speech objectives shown here if Club specifies to include these on Mentor e-mail)

This role could be evaluated forproject 5 (Planning and Implementation)in the leadership track.
Please remindMurielleto bring the CL manual to the meeting.


Please note that I have assignedReena Theothe role of 'Ah Counter' at this meeting.

We haven't yet heard if you can come to the next meeting. Please use the website or click on one of the following links to tell me if you will be there.

Links.. I WILL be at the Tuesday 12th February 2013 meeting etc etc


WATCHED MEETING - SAMPLE 'YES' E-MAIL

Hello Malcolm,

Bernard Krumb has Accepted the role of Evaluator at the Tuesday 12th February 2013 meeting of XYZToastmasters Club.


You can use the following link to view the full meeting status etc etc

    
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