You are:

Spreading the word

24 February 2009

Magazines and newsletters for members are vital for a healthy union - that's why PCS is launching a new awards scheme for branch and group communications.

The communications role of PCS View has been recognised by its peers with awards and commendations in the TUC’s annual press and publications awards.

Now PCS is recognising the vital role of the union’s own publications with the launch of its own annual awards for branch and group communications.

The awards will be judged by our general secretary Mark Serwotka, national president Janice Godrich, PCS View’s editorial board and representatives from our headquarters’ communications department. They will be presented at the union’s annual delegate conference in May.

“We hope that the awards will encourage branches and groups to see communications as an important part of their work, and acknowledge the good work going on,” explains PCS View editor Sharon Breen, who will be one of the judges. “We want to put communications at the heart of what we do, and show how members can get involved in publicising our successes.”

Sharon says the judges “will be looking for communications that show that people know their audience’s concerns and worries, are understandable and free of jargon, and are innovative and imaginative. We want to see publications that come out regularly, not sporadically, and are a priority for branch work. Decent quality photographs will also be a bonus!”

On the Grapevine

Grapevine, the publication of the Defra group, has the good fortune to be edited by former journalist Carl Maniglia, who was a local sports photographer before he joined the Animal Health Agency in Exeter. The publication had “fallen by the wayside”, says Carl, and he and group organiser Marilyn Bayes decided to revive it a year ago.

He works on it with Marilyn, and they are supported by a four-strong management committee. “We decide on the themes and burning issues, and Marilyn and I sub-edit and check articles.”

Grapevine is 12 pages, comes out quarterly and – importantly for the environmentally concerned Defra – is distributed as an electronic PDF rather than printed. Carl points out that members who need access to larger text can simply use the Acrobat zoom function.
Carl produced the house design style, and aims to make Grapevine look “reasonably attractive”. “The worst thing is pages of closely-packed text that are too much to digest in one go.”

As the new webmaster for the Defra group’s pages on the PCS website, “One of my priorities is to put an accessibility-compliant text version of Grapevine on the site so that visually impaired members, and those using screen or text reading software, can access the magazine as well.”

PCS People

Mark Serwotka shares the pages of the latest PCS People with an appreciation of Eartha Kitt, among other matters of PCS and general interest. Originally a 16-page bi-monthly, PCS People, has recently become an eight page monthly produced by Department for Work and Pensions Gloucester branch under the editorship of Nick Bailey. Nick is also the branch organiser and holds a number of equality and diversity positions.

With a background in design, Nick likes to ring the changes with each issue. The magazine is “not just for the union, it’s also for fun,” he says, “and it makes people interested in PCS.” One page a month is devoted to young members in the south west.

The magazine is sent out to branch secretaries and group executive members by email, “which fits in with PCS’s green policy,” says Nick.

PCS People also aims to reach nonmembers. “If only one person joins PCS as a result of the magazine, it makes it all worthwhile,” he says.

Check it out

Sharon Edwards edits Check In, the magazine of the Identity and Passport Service group – and one of about 20 group magazines designed by the PCS communications and campaigns department.

Although in the union for 20 years, Sharon is a relatively new editor, and has produced just one edition so far. She has an editorial board of six, and discussion of the magazine has a regular slot on the group executive committee. She has been getting support from the board, and guidance from Sharon Breen and the PCS design team, and is planning to go on an editor training course.

The 16-page quarterly goes to all 3,000 PCS members in the group, with spare copies for notice boards. “Members seem to enjoy Check In,” says Sharon. “We get a lot of credit for what we do.” She thinks that the PCS communications awards are a good idea. “We’ll be able to share information and highlight what branches and groups do, and encourage others to get started.”

Making Progress

Progress is another group magazine designed by the communications and campaigns department. The 12-page quarterly goes to the Land Registry’s 5,700 members.

Emily Kelly, chair of the Lytham and Lancs Land Registry branch, has been editor for a year and a half, but was previously deputy editor for 10 years; deputy editor Elenor Haven also helps to put the magazine together. “We keep an eye on the latest topics, and then I decide a flat plan of articles and approach members to write them.”

She says the work is “really interesting if you like writing and imagery – and it’s so different from other work I do in the union.” Emily has been able to draw on her art college background, but has also attended PCS seminars on editing, photography, plain English and subbing.

The magazine is “a great recruitment tool”, she says. “It’s distributed by reps and gives an opportunity to talk to members.” Reading the magazine also gives members a much deserved 10-minute screen break.

“I would encourage everyone to enter their magazine for the awards,” says Emily. “It’s incredibly important to get the PCS message out.”

Top tips

If you want to start up or improve a branch publication, try the following top tips:

  • Don’t do it all yourself – build up a group of members to work on the publication; draw in people with untapped skills, such as design, photography or writing
  • Don’t be overambitious – best to start small and work your way up
  • Test out your ideas for content on members – and respond to their feedback
  • Keep it simple and make sure you are writing for all members – not just the reps who understand the jargon!
  • Keep it regular – whether it’s quarterly, monthly or fortnightly, make sure your publication doesn’t disappoint members by appearing sporadically
  • Planning is vital, and helps to share the work – but have one member as an editor/ coordinator to oversee production
  • Be responsible in what you write – avoid offence and libel
  • Don’t have large amounts of text and try to get in photos – but make sure they are in focus and interesting.

If your branch is interested in producing a newsletter/magazine, please contact Sharon Breen for advice on sharon.breen@pcs.org.uk

“We hope the awards will encourage branches and groups to see communications as an important part of their work, and acknowledge the good work going on” Sharon Breen, PCS View editor

To enter your branch’s newsletter or magazine for an award please download an application form from www.pcs.org.uk/awards