BEING AN ALA NEWSLETER EDITOR
Are you interested in writing and helping other librarians get published? Do you want to become more active within the profession? Would you like to attend programs and discussion groups at conferences as a reporter? Do you want to learn more about how a particular division or roundtable of ALA works? If you answered yes to some or all of these questions, then editing an ALA newsletter may be the job for you.
At the time of this writing, ALA has eleven divisions and seventeen roundtables. Within the divisions, there are often sections, committees, roundtables, or other groups. The focus of these various subgroups is eclectic and shows the strengths and diversity of our profession. For example, the Association of College and Research Libraries (ACRL) has seventeen sections. A few examples are African American Studies Librarians, Arts, Literatures in English, and Rare Books and Manuscripts. Because most of these sections have newsletters, opportunities for getting involved in writing and reporting on topics that interest you are numerous. I served as the assistant editor and then editor for the ACRL Women’s Studies Section (WSS). My appointment was an excellent way to be actively engaged in the profession. Editing an association newsletter provides opportunities that are often open for both seasoned writers and editors and beginners.
Some professional groups have several applicants for newsletter editor positions when they become available, which makes it competitive to secure the job; others may struggle to find someone willing to be the editor. This can also change from year to year. If you are not sure you want to sit in the editor’s chair or if you just joined the section and know there will likely be competition to be appointed, you can always get a start by contributing short pieces to the newsletter. I contributed a piece to the WSS newsletter as a newer section member before receiving the editorship the following year.
It is almost always true that editors are on the lookout for articles and need members to contribute for the newsletter to stay afloat and be dynamic. If you are on the electronic discussion list for your association, you will likely see calls for contributions. You do not have to wait for these calls; many editors welcome story ideas at any time. Being published in the newsletter will give you name recognition within the association. Also, the current editor or coeditor will naturally be involved with accepting, editing, and formatting your work. If these individuals make the decision on who to appoint as the new editor or assistant editor, which is the present case with the WSS newsletter, then they will already know you as someone with an interest in the publication.
Depending on the history of the newsletter, once you are appointed editor, there may be specific guidelines to follow. For example, you may be required to use certain logos, format the newsletter in a standard way, and report only on association news. This does not mean that your creativity is stifled, but it is important to review previous issues of the newsletter and ask questions of the former editor. Before making significant changes, it is also wise to first check with the group’s executive board and, if necessary, association leadership.
Knowing the history of the newsletter well is also helpful for a new editor, because it provides a template. Having a framework to work within may make your job easier than beginning entirely from scratch. If you are in the position of starting a brand new newsletter or if you have been given the charge to completely refashion an existing one, the good news is that many ideas are readily available. Most associations publish their newsletters online, providing new editors with ideas for design and content.
A good editor will ensure that the voice of the association is heard in the publication, not just the editor’s voice. One way to solicit contributions is to put out calls. Good calls
Another thing to consider with calls is that you may put out a general or specific call. With a general call, you are open to members’ ideas on possible topics. You should do this only if you know you will likely have room to fit some unique pieces. Often, however, you have specific assignments that you need others to cover. In this situation, be direct about what must be written. You may discover that no one responds to a specific call for an article that needs to appear. In this case, you may need to write the article yourself. This is another reason why providing ample time between the initial call and the deadline is a necessity.
The content of your newsletter will vary, of course, depending on how many submissions you receive and the history and guidelines of your group. There are some standards that often appear. If your newsletter does not have any of the following, these are ideas to consider:
On a final note, it is important, as stated earlier, to represent the voice of an association, but the newsletter needs to also be cohesive. This is a challenge for editors. Spelling is one part of this. Although it may sound obvious, when you are dealing with many writers, you will understand the mechanical difficulties that arise. Scan articles for problematic words. Will you require Website as the spelling or must it be written as Web site? Is it academic librarian or Academic Librarian? What about e-mail or email or E-mail or Email? Standards should also apply for bylines, citations, and footnotes. If you produce a cohesive newsletter with relevant and informative content that succeeds at representing members’ voices, you will have performed well as an editor!
Writing for the local newspaper about books, library events, and local history gives you exposure as a writer while keeping your library in the public eye.
Libraries, with their notoriously small budgets, must often settle for running one- or two-line announcements in the local newspaper when a special event is coming up, or perhaps they forgo the newspaper altogether in favor of putting up some fliers on the library bulletin boards. By writing a regular library feature for your local newspaper, you can raise the visibility of the library in your community and provide a valuable service for your readers.
When contacting an editor to propose your idea of writing for the newspaper, be sure to treat your meeting just as you would a job interview. Dress professionally and come prepared to discuss several ideas. Bring a couple of polished writing samples showing the kind of thing you’d like to do for the newspaper. Listen carefully to what the editor needs from you.
Newspaper editors know their subscribers like to read local news that isn’t readily available elsewhere. As a librarian who writes, you are uniquely situated to provide local historical information about your area and to highlight library resources of interest to your community. If you’re not particularly knowledgeable about local history, interview someone who is, and write an article tying together local history with specific books and reference materials in your library collection.
Many newspapers have an arts and entertainment section, which is an excellent location for an occasional library feature article or even a regular column highlighting new books and other library materials. Beware of committing to a weekly schedule unless you’re reasonably sure you can keep up with it. Whatever the frequency of your contribution, never miss a deadline! Missing your deadline means the editor has to scramble to find something else to fill the space reserved for you.
One way to avoid missing deadlines is to work ahead. Have several backup articles ready to submit when you want to take a vacation or in case of illness or a family emergency. Also, if you know that you want to write about something seasonal (maybe reviewing some gardening books for spring or barbecue cookbooks around the Fourth of July), you can prepare those articles any time of year and they’ll be ready when you need them.
You might find a monthly format easier to manage. You might even prefer to publish articles in special sections, which newspapers often run periodically to tie with seasons or events. For example, there may be an annual “best-of” section run by your paper in which readers vote on the best pizza place in town, the best car wash, and so on. You could tie your library into that section with an article about the best new books to read for different age groups or in various genres.
Make sure your community knows that the library is a place full of great information where interesting things happen, by promoting special events. If your library hosts a summer reading program, alert the newspaper. Don’t settle for a little announcement, though. Make sure you let a reporter know when you’ll have a photo opportunity, such as a special guest speaker, a storytelling performance, or a fun activity. Your library just might end up on the front page!
If there’s no reporter available to cover your event, don’t let that stop you. Newspapers also accept submissions. You can take a couple of photos, write a short article, and send it in. (Be sure to get the names of the people you photograph and permission to submit their photos to the newspaper.)
Submit a digital copy of your work rather than a typed copy. Newspaper publishing has undergone many changes in the past thirty years. While they were once painstakingly assembled by hand using lead type, newspapers are now produced on computers using publishing software. Keep in mind that the less work the newspaper staff has to do to get your article into print, the more receptive they’ll be to working with you. If you’ve already put your article together on a word processor, the editor will likely prefer that you e-mail it rather than send a paper copy that has to be retyped by a staff member.
Can you charge a fee for providing material to your local newspaper? For onetime feature articles, probably not. If you are doing some of your writing and research while on the clock at your library job, in a sense, you are already getting paid for this work. For a regular contribution such as a weekly column or a monthly feature, you may be able to negotiate something with your newspaper editor. But then you might not feel right about working on your articles while you’re working at the library.
Whether or not you collect payment from the newspaper, you are receiving valuable exposure in print and a byline. You’ll build a portfolio of published writing that you can show an editor when you’re ready to submit a magazine article idea or a have a book proposal you want to sell. Your portfolio is proof that you can write publishable material, that you’re a responsible author who meets deadlines, and it will give editors an idea of what kind of assignments you can handle.
Writing about books and your library for the local newspaper benefits both you and your community. Not only will your articles provide information to the public and publicize the library, but you’ll also gain valuable writing experience and build your credentials as an author.
Although only the largest libraries might employ public relations professionals, even small libraries can develop professional press kits and craft effective news releases. These tools create a positive image and help communicate the library’s message.
A press kit is a folder of information about your organization prepared in advance of a news event. The kit is designed to provide a reporter with supplemental information that can be used to flesh out a current story or to inspire ideas for future stories. A well-organized press kit includes basic facts about the library, its leadership, and its programs and services.
When a reporter on deadline contacts you, having a press kit can save valuable time and reduce stress. Whether the inquiry is about your own library or the local implications of a national issue, advanced preparation is the key to telling your library’s story effectively.
Standard press kits include a “backgrounder” that provides essential details about the library, a fact sheet, and recent press releases. The kit can be customized for special events by including promotional materials such as bookmarks or giveaways for a summer reading program. For complex stories, an additional question-and-answer sheet can provide further details that a reporter might want to address. It’s critical that every item in the kit be factual, spelled correctly, and up to date.
Backgrounder. The backgrounder, or background document, is usually one or two pages in length. It includes the library’s mission statement and an overview of its facilities, programs, and services with related web links. This information may be presented in a bulleted list. The names of library leadership should also be included: board members, directors, and key staff. List the URL for the library’s web page and include press contact information.
Fact sheet. The fact sheet is one page in length and may include the library’s mission statement. It should list the library’s address, URL, and main phone number, along with the locations and hours of branches and other outlets. Press contact information should include a name, title, direct phone line, and e-mail address.
Leadership biographies. While profiles are an optional component, having profiles of board members and the library director can be a great time saver. Biographies should be no more than fifty to a hundred words and limited to topics relevant to the individual’s library role. List the board chair first, then officers, followed by other board members and the library director.
Although corporate press kits sometimes contain flashy materials with lots of glitz, libraries are advised to take a simpler, less expensive approach. You don’t want the cost of your press kit to become the focus of the news story.
A simple two-pocket folder from a stationery supplier is sufficient. Add an attractive label with the library’s name and logo for a customized touch. The number of press kits needed depends on the number of media outlets that you plan to contact. It’s best to prepare kits only for the near future. Review the contents before each use and update any data that has changed.
News releases or press releases are a fundamental way to communicate with the media. The release is a concise, focused announcement of a news event. Library press releases might be about a new program or service, a grant or honor awarded, or progress made on a major project. Press releases can announce special events, describe new equipment, introduce new staff, or give new information on an existing program. The key to the news release is always what’s new.
To have your stories appear in the media, give the newspaper or other media outlet what it wants. Before writing the first press release, study each outlet to learn the stories they run. A major metropolitan newspaper may not be interested in the activities of a single-branch library, but a neighborhood newspaper may be hungry for local news. A release that appeals to a newspaper’s readership is more likely to be used.
Contact reporters and editors to find out their publication schedule and deadlines. Ask about formats for news releases and whether they prefer to have them submitted by e-mail or hand-delivered.
In general, a news release should be double-spaced on standard 8½-by-11-inch white paper, either letterhead or plain. List the name, phone number, and e-mail address of the person to be contacted for additional information. A release date or “for immediate release” tells the editor when to use the story.
A headline, in all caps, describes the story and hooks the editor’s attention. Each release should focus on one news event. Rather than combine two or three news items, prepare separate releases and submit them at different times.
The body of the release is written in the inverted-pyramid style, with the most important information given first. The first or lead paragraph should contain all the basic facts: who, what, when, where, why, and how. These should be concisely stated in one hundred words or less.
The remaining text provides additional background and helps put the story in context. It’s a good idea to also include a brief description of the library, its mission, major services, and web address. Avoid jargon and abbreviations. The entire press release should be double-spaced and no more than 250 words. If the release extends more than one page, type “MORE” at the end of the first page. On the last page, type “###” or “-30-” to designate the end.
Check all details carefully, especially dates, times, locations, and budget information. Quotations can enliven a story but make sure your quotes are accurate.
In addition to using a spell-checker, proofread the release carefully and ask someone else to review it as well.
If you’re having difficulty obtaining media coverage, become proactive. Invite a panel of media representatives to discuss news coverage for nonprofit groups. This exciting new library program for community organizations would certainly deserve its own press release—and you’re just the one to write it.
Is it right for you?
“Would you like to write a newspaper column about the public library?” This surprising phone call came when I had been a library director for four years. The caller was managing editor of the local newspaper in our community of fifty thousand people. She explained that the paper was experimenting with a weekly book section and wanted to include a library-focused column each Friday. I jumped at the chance.
Even in this age of blogs, web pages, and other electronic communications, the local newspaper is still a significant source of local news. Newspaper readers may also be library users and supporters, now or in the future.
The opportunity to write a newspaper column brings a host of potential benefits to the reader, the newspaper, the library, and to you, the author.
Every librarian realizes the enormity of the library’s backstory, the myriad tasks that support the library’s programs and services. Few of these details are ever seen by the general public. Because libraries serve the entire community, everything about a library is of potential interest to someone. Sharing this information with local residents acquaints them with the public library’s contributions to the community’s quality of life and to their lives in particular.
The newspaper benefits from the addition of interesting, no-cost copy, dependably submitted, that’s appealing to its readers. The library benefits from regular publicity shaped by a knowledgeable advocate.
You, the author, benefit from community exposure as a spokesperson for the library and from the satisfaction of being a published writer.
Committing to a regular writing schedule is not for everyone. Writing takes time. For those who add writing to an already-full range of duties, finding time to write may be a challenge. Writing a weekly column means finding this time every week, regardless of vacation schedules, illness, or a pressing workload.
The commitment to writing and the process of doing so are easier for those with interest and skill. With practice, skills may be sharpened and the time required may be reduced. The big challenge for me was coming up with an interesting topic week after week.
While you, too, may receive an unexpected invitation to write a column, more likely you will need to sell your local newspaper on the idea. Study the paper to determine what style and column length are most appropriate. Write three or four sample columns on different subjects. These illustrate both the range of possible topics and consistent writing skill.
If a weekly column is not the most desirable arrangement for you or the paper, explore the possibility of biweekly, monthly, quarterly, or just occasional columns. Even a trial period can provide a chance to get established.
Keep your promises. To maintain credibility and a good working relationship with your editor, you must honor deadlines. If the newspaper agrees to reserve space, you must fill it with something worthwhile. Make every effort to consistently submit your material even before the deadline.
Look for stories everywhere. Public libraries offer a wide range of column topics and all those topics have a human side.
Consider the reader. Look at the library from the user’s standpoint instead of the staff’s. Users care about solutions to their problems. Rather than just describe the local history collection, explain what it offers for the amateur genealogist. Use anecdotes to add a personal element. A column outlining interlibrary loan procedures may be deadly dull. A more engaging story describes how library staff tracked down an article that a parent (or businessperson or teacher) needed to solve a problem.
Make it easy for the editor. Write from the top down. Put the most important points of your column at the beginning. In this way, if the column must be shortened, essential information will be retained.
Suggest a headline. Many regular columns run under a standard caption. A well-written headline expands the caption, summarizes the content to follow, and draws the reader’s attention. An engaging first sentence pulls the reader into the story.
Maintain the pace. For me, the pattern of writing a column each week was best. If I tried to get ahead by writing several columns at a time, it broke the rhythm of weekly writing. When it was time to write again, it could be difficult to get back into the habit.
Keep it fresh. Rather than stockpile columns for future use, I found it more productive to keep a list of ideas that I could use at any time. When inspiration was elusive, I could expand these ideas to fit the occasion. For example, I’d relate a list of health and exercise titles to New Year’s resolutions. I used parenting titles in a column on helping kids adjust to school. A discussion of library lending practices or meeting-room use could appear in any season.
Share the joy. Give others the opportunity to write guest columns. Highlight specific departments, programs, or events and those who work with them. Encourage staff members to research and write about topics that interest them. If they’re reluctant to write, interview them and tell the story yourself.
When a library user brings in your column torn from the newspaper asking to learn more about its content, you know you’ve found a great way to connect the public library to the community it serves.