Please, Mr. Postman vs. In the Year 2525
If you can’t see it, it isn’t there.
At least that’s what one of my recent experiences with a donor in Texas taught me.
I was meeting with this gentleman, only my second time to see him. He has been a generous contributor to our Annual Fund, which is comprised of Wichita State University alumni giving unrestricted annual gifts designated to the academic colleges from which they graduated. He had been giving at a level which qualifies him for the President’s Club giving level at Wichita State. During our conversation, he began to fill out a check for a larger amount than he had been giving, saying that he was increasing his gift because he wanted to see his name somewhere in print and hadn’t thus far.
He certainly had qualified for the second-to-highest giving level, so why had he not viewed his name in a donor listing?
Because WSU’s Honor Roll of Donors, the annual report of our donors, is solely on-line, and my donor is not an Internet user.
That lunch conversation inspired my future sector project for the “Media Transformation” class I am taking as part of my graduate studies, and the reason for this blog.
With more and more people becoming Internet users each month, institutions of higher education are faced with the dilemma of print vs. on-line communication. Moving exclusively to on-line communication for newsletter and annual reports is an effective budgetary advantage and, for some constituents, is preferred to the print versions. However, these entities run the risk of alienating their non-technology-minded clients (like my Texas friend) with the move to on-line offerings.
How are three Kansas university communications professionals dealing with this dilemma of print vs. on-line for traditional communications tools (newsletters, magazines and annual reports)? Is there a “happy medium” in print vs. on-line offerings? What are the advantages and drawbacks of converting to on-line communications? What are university communicators doing to reach donors who prefer print to digital, and vice versa? What do readers of these types of communications prefer – print or electronic?
To answer those questions, I conducted Internet research and interviewed three Kansas university communicators:
· Belinda Venters, communications director, Wichita State University Foundation

· Kelly Snedden, communications director, Newman University

· Dave Sparks, director of advancement communications, Emporia State University
The strongest message that came through from these local professionals and from the research? Even though electronic distribution of promotional foundation and alumni communications pieces such as magazines, newsletters and annual reports is becoming more prevalent, for now, the best option is a mix of both print and digital in order to reach (and please) all audiences.
“In our world and in our approach, at least right now, on-line is not replacing print, but actually we’re doing both to compliment each other,” Snedden said in this regard.
In fact, it is these types of publications that communications practitioners say should be the last to be converted solely to an on-line delivery format.
An October 2010 study by Higher Ed Experts.com http://collegewebeditor.com/blog/index.php/archives/2010/12/16/the-state-of-print-and-electronic-publications-in-higher-ed-survey-results-highered/, described in an article, “The State of Print and Electronic Publications for Higher Ed,” polled 262 professionals working in marketing, communications and web services in higher education. Ninety-four percent of respondents said their institutions are relying more on electronic publications, but for varied reasons.
At the same time, only 25 percent of the respondents said fundraising materials can be replaced by electronic versions, and 30 percent said the same about magazines. The annual report figure was higher, with 74 percent saying it could be offered solely electronically (which it is at Wichita State and Emporia State).
The state of donor and alumni communications at three Kansas universities
Of the three universities polled, each handles its donor and alumni publications a bit differently, but all three have a combination of print and electronic delivery.
At Emporia State University, the alumni magazine, Spotlight, is published twice a year. An on-line version is available at http://www.emporia.edu/spotlight. The Annual Report and Honor Roll of Donors is on-line only, a cost-saving move made with the 2009 edition, Sparks said. For those who have requested it, staff prints pertinent sections of the Honor Roll of Donors and mails it to donors.
The Wichita State University Foundation (the fund-raising arm of the university) mails three Horizon newsletters a year. An abbreviated Honor Roll of Donors appears there. Each print edition is also converted on-line. http://webs.wichita.edu/dt/newsletter/show/?u=foundation2&NID=9594&AI... In the off months, a digital-only issue is produced. http://webs.wichita.edu/dt/newsletter/show/?u=foundation2&NID=9624&AI... As with ESU, a list of no more than 50 donors have requested a print edition of the on-line newsletter, which is printed in-office, stapled and mailed, Venters said. The Annual Report is on-line only with the option to self-print a pdf from the site and is mailed to that same group of 50 that requests it.
The Challenge magazine is mailed twice a year from Newman University; the spring issue includes the Annual Report. http://challenge.newmanu.edu. Digital pieces have been added as time progresses. “Last year, we launched the on-line portal of the magazine and work to drive people to the on-line version by including links in the print piece,” Snedden explained. “Where the print piece limits the size of stories, the on-line piece includes more photos, the rest of interviews, etc.” (This is very similar to what The Wichita Eagle does with its longer news and feature stories.)

What do readers want?
The three communicators interviewed did not have a good handle on the preferences of their readers when it comes to print vs. on-line communications. None had conducted surveys that specifically asked that question. In lieu of that information, consider these facts and opinions:
· A 2008 survey by Zogby Interactive reveals that 48 percent of all Americans now claim the Internet as their primary source of daily information, up nearly 10 percent from one year ago. This information was included in “Living in a Digital Age,” an article in Currents, the magazine of the Council for Advancement and Support of Education (CASE). http://www.case.org/Publications_and_Products/CURRENTS/CURRENTS_Archive/2009/...
· Alex Sachare, the editor of Columbia College Today, an alumni publication, surveyed readers in 2009, finding that 91 percent of the audience always or frequently read the magazine in print, while nearly 75 percent said they did not read the on-line edition. http://www.case.org/Publications_and_Products/CURRENTS/CURRENTS_Archive/2010/...
· Greg Kawasaki, founding partner and entrepreneur-in-residence at the Silicon Valley venture capital fund Garage Technology Ventures, says, “Printed magazines will be around for a long time because paper has several fundamental advantages in terms of tactile feel, lower cost and battery life. However, the predominant way people will ‘read the newspaper’ will change to a Kindle/Plastic Logic type of device within 10 years.” He said this in a 2010 CASE Currents article, “Odds and Ends: Internet Innovator.” http://www.case.org/Publications_and_Products/CURRENTS/CURRENTS_Archive/2010/...
Despite what readers favor, many times the decision to go on-line comes down to budget.
Show me the (lack of) money
Two of the three Kansas editors mentioned that budgetary shortfalls of recent years contributed to the move to digital communication but was not the main reason for it. Snedden said, “Print and mailing cost savings were a consideration, but are more of a by-product of what might be able to happen down the road as people get used to the on-line version.” Sparks was not at ESU at the time the Honor Roll went exclusively on-line but knows that cost savings was a factor. “It was getting difficult to justify the expense of printing a report, when that money could have been better utilized in the area of scholarships,” Sparks said. “We’ve heard few, if any, comments about the loss of the print edition.”
Venters said lack of money, combined with the desire to “provide more touches” to donors, was the impetus for adding the four digital newsletters. At one time, donors received four printed Horizons, which dwindled to two and is now up to three. She hopes that the on-line editions can increase back up to four in fiscal year 2013 (July 1, 2012 to June 30, 2013).
The Higher Ed Experts study found a dire situation when it comes to budgets for higher education publications. According to the study, 69 percent of print budgets and 47 percent of electronic budgets are frozen. The same survey in 2009 found that 82 percent of publications staffers said their institutions are relying more on electronic publications to reduce the budget of print publications.
http://collegewebeditor.com/blog/index.php/archives/2009/04/22/the-2009-state...
Advantages of converting to digital publications
Cost-saving ranks toward the top of the list, but I asked my editor friends for some other good things about having electronic communications. These are smart people! They said:
· Another avenue to provide multiple touches to donors (WSU)
· Timely (WSU)
· Opportunity for immediate updates/corrections (ESU and WSU)
· Shows that institution is “keeping up with the times” (WSU). Venters said, “It may leave the perception that if we are current with technology regarding communications, we are current in other areas of expertise and function.”
· Ability to include multimedia and more depth to enhance the publication (ESU and Newman)
· Expanding the print publication’s reach to “potentially the entire on-line world” (ESU)
· Ability to measure if site was visited and how long the reader spent there (Newman)
And now, the bad news …
With every advantage comes disadvantage. Snedden, Venters and Sparks listed these:
· Not knowing who wants on-line vs. print (Newman)
· Possibility of losing audiences if they don’t prefer or don’t have access on-line (Newman and WSU) “Audiences just won’t automatically migrate over,” Snedden said.
· More time, resources and knowledge of electronic publications required (Newman)
· “Bad” addresses; people change e-mail addresses more often than mailing addresses (Newman)
· Bad quality production due to lack of knowledge (ESU) “If on-line viewers don’t like what they see on the monitor, one click and you’re gone,” Sparks said.
· Struggles to design for all electronic devices; computer, iPad, smart phones, etc. (WSU)
· Unpredictability of electronics (WSU) According to Venters, “We cannot predict if and when a donor’s computer is going to crash when he or she is reading the heartfelt article on page 3 – a print piece doesn’t just disappear when it’s being read.”
· Lack of the look and feel of a printed piece (everyone, including me – see next section)
How does it make you feel?
I’ve written in this blog before about how I remain loyal to the printed publication. See paragraph 4. http://lynettemurphy.posterous.com/for-me-wichita-eagle-is-still-a-pretty-paper. I am biased, I’ll admit. That’s why I was tickled to hear some of the sentimental reasons I love settling down with a newspaper or magazine or book (I don’t own a Kindle) echoed by my interviewees and research materials. This, to me, is key to the divide between those who prefer to read on-line (my husband Dan and my co-worker and classmate Mike Rishell, both who are close in age to me – who are we kidding – Rishell is OLDER) and those of us who prefer to read the printed copy (me!).
This concept was well described in the article I quoted earlier, “Living in a Digital Age.” http://www.case.org/Publications_and_Products/CURRENTS/CURRENTS_Archive/2009/... “The print magazine is not just a different format from the Web site; it provides a different reading experience altogether. ‘There is an experience that readers get when they sit on the couch, leisurely flipping through a glossy publication, moving from one story to another in order, taking in the text and the photos together in an artistic layout. That experience can’t yet be replicated in a digital format,’ says Andrea Phillips, director of university communications at John Brown University in Arkansas.”
I can’t say it better than Venters and Snedden, who are both in their 40s, did. First, Venters: “They (older people which apparently includes me!) still prefer to hold something in the mail, to be able to hold the piece in their hands, to have the opportunity to leave it on the end table to read at another time.” And, from Snedden: “A philosophical thought for me is when I’m on-line, I’m there for a reason. Seldom do I surf for content to read articles and ‘flip through magazines’ when I get to the link to an on-line publication. … For a print piece, I lay it on the sofa or table and can flip through while doing other things – cooking, watching the news, etc.”
Reflecting on what these communication directors had to say, for me, it’s about how the experience of reading makes you feel. For me, a 44-year-old “digital immigrant,” to borrow Rupert Murdoch’s phrase for those who weren’t “weaned on the Web nor coddled on a computer,” reading something I can turn the pages of literally, not just with the slide of a finger, brings back good memories. Memories of working summers in high school at the Blade-Empire newspaper in my hometown, hearing the whirr of the paste-up machine and feeling proud when my by-line and photo appeared on the front page. Memories of working into the night at The Bulletin newspaper at Emporia State, when desktop publishing was just beginning and we were working through the glitches. Memories of the little bank-drive-thru-type pneumatic tube system that we used at the newspaper office at the Xenia Daily Gazette in Ohio to transfer papers from the second-floor newsroom to the basement paste-up room.
Ok, enough of the sentimentality. Let’s get back to 2011.
Advice for those jumping into the world of the Web
Knowing that there will be good and bad combined when converting to on-line communications, whether totally, or partially, like WSU, ESU and Newman, what does a communications professional need to know before delving into that exercise? Charles E. Reineke and Craig J. Weiland at the University of Missouri-Columbia give excellent advice in their article, “From Page to Pixel: Don’t let your alumni magazine be consigned to pdf purgatory,” in a 2007 article in CASE Currents: http://www.case.org/Publications_and_Products/CURRENTS/CURRENTS_Archive/2007/...
· Sell the right idea. At MU, the publications staff did not want to settle for simply putting a pdf of its magazine on-line and instead pushed administration to budget more funding so that a full-fledged digital staff could be created.
· Target an audience. Consider both internal and external audiences.
· Hire a full-time webmaster.
· Build a true Web magazine. Use video, audio, animation, graphics. Link to areas on campus that readers might want to know more about: faculty pages, student organizations, academic programs.
· Learn from your visitors. Use analytic software and usability testing.
· Push content. Promote the piece on the university’s home page and home pages of faculty members, departments, etc.
Best of both worlds
When all is said and done, considering all of the information I’ve gathered, we are not yet ready to convert totally to on-line communications when it comes to university advancement publications. We’re getting there, but it is a slow process, and perhaps the beauty of the print publication will never go away. For now, the print and digital world will co-exist, kind of like Karine Joly, editor of blog collegewebeditor.com says:
“I don’t think digital magazines should or will replace their print counterparts – or even just mirror them,” Joly says. “There is an opportunity to provide an even better experience to readers in a more cost-efficient way by making both media work together.”
Having the two genres co-exist also ensures that, to re-introduce my Texas donor, “it is there” for everyone, no matter what their preference. And, in business of university alumni and foundation relations, seeing is believing.













