Kala Morrissey Communication Specialist Papillion-La Vista School District 420 S. Washington Street Papillion, Nebraska 68046 kmorrissey@paplv.org 402-537-6266
Creating an E-Flyer Distribution System That Saves Time and Makes Money Schools today are bombarded with requests to distribute flyers. Although many of the organizations are non-profit and provide great activities for students and families, it can take a lot of time for school district employees to count out and distribute the flyers. In 2013, Papillion-La Vista implemented a new way to handle flyer distribution that is easier, saves time, makes money and uses systems already in place. Here is how to get started:
Evaluate what you are currently doing. Is the process you are currently using working? Are your principals and secretaries frustrated with the time it takes to count out and distribute several flyers a month? o Research and explore what you are currently doing and what other options are out there. o Determine if you have a website and/or mass notification system that you can use for the process.
Develop your plan for printing, e-mail distribution and displaying on your website. o Come up with a catchy name that will get parents attention and tell them what it is. o Design and develop a small condensed version that gives information about each ad but allows for easy distribution for schools. * Determine if you can print this in house or partner with a local printer to produce. o Design and develop how ads will be displayed on your District website.* o Create a text email with teaser language for each ad that links to each ad on your website and can be sent home as a monthly parent e-newsletter through your mass notification system. * o Determine if you will allow inserting of another one page flyer or local magazine.
Develop guidelines for what can be distributed to students and what needs to go through the new e-flyer distribution system.*
Figure out what to charge. Figure out what you need to charge to cover expenses and hopefully make a little extra. Keep in mind organizations you may not want to charge. The PLSD has an agreement with our local cities that they get one free ad per month and we don’t charge our high schools for an ad.*
Solicit advertisers. Send a letter to all local businesses (use your Chamber of Commerce listing if you have access to it) and solicit them to advertise their kid and family friendly events in your community newspaper. Be sure to include activities happening in your school district that are open to all families (example: high school camps, family fair, foundation golf tournament, parent speaker).
Get everyone on the same page. Be sure principals and secretaries know that this is the only way flyers can go home with students. It is often hard for front-office staff to say no to someone who asks to distribute something (especially if they are a parent or school supporter). Take them out of the mix and ask school staff to send all individuals with flyer or distribution questions to you. It will save them time by only counting out one condensed publication instead of several different flyers throughout the month.
*Samples of any documentation can be requested from Kala Morrissey.