How-to Guide: Using FREE Technology to Communicate with Your Members

American Student Dental Association How-to Guide: Using FREE Technology to Communicate with Your Members Table of Contents Group E-Mail Group Texting Team Communication Scheduling Tools Online Calendars Sending Large Files Conference Calls Video Conferencing Social Media Shortening URLs QR Codes Comment Section/Feedback Video Audio Downloads

How- to Guide: Using FREE Technology to Communicate with Members: Created by the Council on Communications December 2012, revised September 2014 With all the services in the guide, it is important that you do some research to find out which works best for you and your chapter. What works great in one group, might not work well for others. Group E- mails Group e- mail can be used to communicate with members on a large scale about a specific event, resource or announcement. Creating a list will allow your leaders to reach a group of members at once or members to e- mail each other, without having to individually type in e- mail addresses. This makes sure that no one gets accidentally left off a list and reduces miscommunications. Examples: Google messaging, ASDA chapter portal, school listserv, Lyris Cost: Free How to set up a Google messaging list: 1. If you don t have a general chapter e- mail account, start one via Gmail. 2. Add each member s e- mail address to your account contacts. 3. Go to contacts then click add new group (label it anything you d like that details the list: All ASDA Members 2014 or ASDA Leaders 2014 ), then select each member s name to add it to the list. 4. To send a message, type in the group name and it will send a message to everyone on that list. How to use the chapter portal: 1. The chapter portal is a powerful communication tool. Download this guide to see how to gather and send e- mails to your chapter: http://www.asdanet.org/uploadedfiles/membership_resources/chapter %20Portal%20Communication.pdf Group Texting Group text reminders can save you time by allowing you to reach many people at once. Although most services charge per text, there are a few free resources available. How to use Google SMS: 1. Create a Gmail account if you don t already have one. 2. Add each member s name and phone number to your account contacts. 3. From Gmail, click on the Settings tab. 4. From Settings, click on the Labs tab. 5. Scroll down till you see Text Messaging (SMS) in Chat and select Enable. Also enable the SMS in Chat gadget and then Save the changes. 6. Go to contacts then click add new group (label it anything you d like that details the list: All ASDA Members 2014 or ASDA Leaders 2014 ), 1

then select each member s name to add it to the list. Once created you can send a text to that group and it will go to everyone. How to use Apple s imessage (this only works with Apple devices running with ios 6.0 or later or from any computer running Apple OS Mountain Lion or later with the imessage app): 1. Enter all of your member phone numbers into your contacts. 2. Create a group of those numbers. 3. From here you can now send all of your members that have an iphone or imessage app. How to use GroupMe 1. Download the app. 2. Tap + Start Group Chat 3. Create a name for your group. 4. Tap + Add Members and select numbers or people from your contacts 5. Create your first message in the message box and send. 6. All members that you add to the group will be able to see your message and then respond to the entire group. 7. When you re done with the group, you can tap the upper right corner (looks like...), scroll down, and select end group. How to use Kik (works on all smartphone platforms): 1. Go to kik.com 2. Download the app online or through your operating system s app store. 3. Add all of your members to your contacts list. 4. Send instructions to your members on how to download the app. This app will only work when the entire group uses it. 5. You can now send texts to all of your members that downloaded the app. Team Communication When it comes to carrying out team projects over e- mail, information can get lost and members can fail to complete tasks. Fortunately, there are free web tools that aid teams in managing deadlines, increasing transparency and sharing files over the web. They also allow leaders to easily manage multiple teams at once. Examples: Asana, Google Drive How to use Asana: 1. Go to Asana.com 2

2. Enter your email address and click Get Started. You can also Login with a Google account. 3. To start working with a new team, click New Workspace. 4. Add the name of your team, the emails of your teammates, and a short message. 5. Click Create Workspace. 6. Explore the features of Asana including creating tasks and using the Calendar feature. Scheduling Tools Use free web- based tools to coordinate a good time to meet with a group. These websites allow each member to note the days and times that work best for them. After everyone has updated the schedule with his or her availability, the leader can see when the majority of the group is available and decide when to host an event. Examples: Doodle.com, whenisgood.net Cost: Free How to use it: Each site is different, but they all essentially require you to set up a free account and create a simple survey selecting a few set dates. You ll be given a link that you can send to the event participants to check availability. Online Calendars Online calendars help your leaders and members keep track of upcoming chapter events and deadlines in one place. Google calendar allows you to sync multiple calendars (other classes, groups) and coordinates with all mobile devices, making it easy for members to know what s going on. It gives each user the option to customize reminders to help them stay on schedule. Example: Google calendar Cost: free How to use Google calendar: 1. If you have a Google account, visit the Google calendar homepage and enter your Google account e- mail and password to sign in. 2. If you don t have an account, visit the Google calendar homepage and create one. 3. Click the create event button in the left- hand column to get started. 4. Enter the name of the event in the click to add a title field and fill in the details (choose a date and time, location and other information). 5. To add the event to your friend s calendar, enter their e- mail address in the add guests box. 6. To sync Google calendar with mobile devices like iphone and Android and calendar devices like Microsoft Outlook and apple ical, read the step- by- step instructions at http://support.google.com/bin/answer.py?hl=en&answer=1086559. 3

Sending Large Files E- mailing files as attachments can be a cumbersome task when the data file is larger than the maximum attachment size. However, there are easy, free web services that can assist members. Examples: WeTransfer, CloudApp, DropBox, FilesAnywhere, Box, Wiggio, Google Drive How to use WeTransfer: 1. Go to wetransfer.com 2. Click on the + sign and add the files you want to send. It can send files up to 2GB in the free version. 3. Type in the e- mail address of the person you re sending the files to. 4. Type in your own e- mail address. 5. Write a short message. 6. Click the Transfer button and you re done. Conference Calls Conference calls allow multiple people to talk to each other all at once over the phone using one central number to connect the group. They are a great way for members to communicate when schedules are busy and an in- person meeting is not an option. There are paid conference call services available but there are also some free options for you. Examples: Wiggio, Google Voice, GroupMe, Rondee, Zoom, FreeConferenceCall Costs: varied (there are free versions available) How to use Wiggio: 1. Users can either invite a group they have set up within the system or enter individual e- mail addresses. Wiggio gives users the option to import their e- mail contacts from non- Outlook accounts (unlike Rondee, which only offers this option from Outlook accounts). During the call, the moderator can switch between conversation mode (unmute all), Q&A mode, and presentation mode (mute all). 2. To set up a conference call once you are logged in, click conference call under the schedule box on the right side of the screen. Create a name for your call (ex: November ASDA Exec Meeting), schedule a date and time and invite participants. All participants will receive an e- mail with the dial- in instructions. Note about Wiggio: Unlike most free services that don t require a download, Wiggio calls aren t necessarily limited to voice. Moderators can also set up a virtual meeting that pairs a screen share, a shared whiteboard, file sharing and video conferencing options with a conference call. Video Conferencing 4

Video conferencing allows members with access to a web camera, microphone and Internet to chat face- to- face. For groups that have a large geographic separation, video conferencing can be a good alternative to in- person meetings. Examples: Skype, Google Hangout, oovoo, FaceTime Cost: Google Hangout is free; Skype is free for one- on- one calls or you can purchase a monthly subscription for group video calls How to use Skype: 1. Go to www.skype.com and download the version you need (computer or mobile). 2. Add new contacts (they must be Skype members, too). 3. Select video call and wait for them to answer. How to use Google Hangout: 1. Each member will have to download the Google application from the website http://www.google.com/+/learnmore/hangouts/)and create a username (if they don t already have a Gmail). 2. The moderator will click add a hangout which sends a message to the contacts they would like in the video chat. Social Media Your ASDA chapter can create a branded page that can become a hub to share updates, photos and resources with your members and potential members. Remember, when using social media you are the voice of your chapter and should present your organization in a professional manner. Examples: Facebook, Twitter, Instagram, Vine, Youtube Cost: free How to create a Facebook Page: 1. Log into www.facebook.com with your personal Facebook account (if you don t have one, create account). 2. Once logged in, click create page on the left. 3. Choose what type of page you want to create, along with the category. 4. Add information like your ASDA s chapter s logo, event and member photos, link to chapter website and other content. 5. Customize your profile picture and about section to let everyone know what your chapter is all about. 6. Make sure that you make other people administrators for the site. Shortening URLs Shortening URLs to websites allows members to share URLs more easily. It is free and easy to do. Examples: Bitly, TinyURL How to use Bitly: 1. Go to Bitly.com 5

2. Paste a link in the box. 3. Click Shorten and you re done. QR Codes With smart phones being so smart, it is easier than ever to get them to look stuff up for us. However, sometimes Siri has a hard time understanding what we are asking her to do. If you are using any kind of print advertisement, then QR codes can come in handy. It is as easy as opening up a barcode- scanning app and pointing the camera at the QR code then BAM! They are at your website. This is great for incoming students to be able to find your website easily or for all students to find a specific webpage. Examples: the qrcode generator How to create a QR code: 1. Go to www.the- qrcode- generator.com 2. Select the type of QR code you want 3. Enter in the URL or other information 4. Save, share or customize Comment Section/Feedback A comment or concern section is great for getting member feedback. This section can either be anonymous or the member can list their name and class year. They can give feedback on recent events or how they feel about their membership. Members can suggest events that haven t already been started and give leaders ideas for future events. Examples: Google forms, Survey Monkey, Wufoo How to create a Google form: 1. Go to www.google.com/google- d- s/createforms.html 2. Google provides free templates for creating feedback forms 3. You can just create one type of feedback form or make it more specific to each event that you want feedback from Video Videos allow you to communicate with an audience in a more detailed, interesting way. Would your chapter like to show the administration at your school how beneficial NLC or Annual Session were to those that attended? Would you like to create a video from your vendor fair to advertise for next year s event? Videos can provide an easy way to do just that. If you have access to the technology (and between the members of your chapter, you likely do) there should be little to no cost associated with creating video messages. You can use the video camera on your mac or pc, your iphone or a flip cam once you have a message in mind. Examples: imovie on a Mac How to use imovie: 6

1. Go to File and select New Project ( + N for those who like shortcuts). Here you will select a project name, aspect ratio and frame rate. 2. To start editing, go to File and select Import (select Movies and choose the appropriate folder that you stored your video in on your mac and import it). The video clips you imported will now be available below the pane. 3. To keep an original copy of the clip before you edit it, option- drag the clip to the pane. Select the clip in the viewer, set the little arrowheads at each end in the movie monitor and drag them to where you want your video clip to be cropped. The area in blue will be removed, the area in gold will remain. Now select Crop from the edit menu. 4. To add titles and transitions, from the editing pane, you will see a T for titles (you can press + 3) and next to it a transitions button (you can press + 4). You can use titles for an intro title, opening/closing credits or to introduce the names of people speaking in the video. There are also numerous transitions that you can use to make your clips flow together flawlessly. To use a specific title or transition, select it from the list and drag it to where you want it in your video clip. 5. To add music/sounds, click the timeline icon to put the viewer into timeline mode. The audio tracks will appear. Click the Media Pane button and then click Audio. Navigate to your music and sound effects. Drag the sound into the viewer audio tracks. To crop the sound, drag either end of the sound in the viewer audio track to shorten the sound clip. 6. When you re done editing, go to Share and select how you would like to export it. You can send it straight to YouTube, Facebook or Vimeo. You can also simply export the video to a folder on your Mac imovie will let you choose the specifics of your video (and it provides recommendations for certain types of videos). Audio Downloads Audio can add an emotional dimension to a video. Consider exploring one of these websites that hosts music that is downloadable and free with a Creative Commons license. Just remember to provide attribution to the audio creator in the credits section of your video. Examples: FreeMusicArchive, FreeStockMusic, Vimeo How to use FreeMusicArchive: 1. Go to freemusicarchive.org 2. You can browse audio tracks by curator or genre. 7