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KEEPING FIREFIGNTERS UP-TO-DATE The neat challenge was finding a way to keep the membership informed about all the events that were going on. Our department was (and still is) undergoing significant changes. The need to pass information along to the membership daily led to the expansion of the computer-based schedul- ing technology. Just two months after the e-schedule was introduced, we implemented a computer- based intranet newsletter, FIRE WIRE. Actually. it's more like an interactive news- paper, using hyperlinks to guide users to Volunteers Corner information, policies, meeting minutes, stan- dard operating guidelines, and informative Web sites. For example, members can stay current on breaking news and information by clicking on the "WHAT'S NEW" hyper- link. We've also created a hyperlink to a telephone directory within which members can click another hyperlink to send any offi- cer an e-mail or an alphanumeric page. Since FIRE WIRE is on the network serv- er and all the station computers have access to the network, updating the newsletter daily-and often several times a day-is easy. A network is not required to make a For More Facts Cirde 107 on Reply Card computer-based newsletter an effective com- munications tool, but it does make updating the newsletter easier. If station computers are not netwarked, the newsletter can be updated by saving changes to a disk and loading the information onto the hard drive in each per- sonal computer. This method is a bit more cumbersome, but it takes only a few minutes and iYs time well spent. When using the downloading method, you should establish a schedule for updat- ing the newsletter (e.g., every Monday). Members will look forward to reading the updates much as they look forward to read- ing their favorite magazine. A great advantage to an on-line newslet- ter is that it provides a way to address rumors and hearsay head-on. How many times do fire officers hear fire station gossip and rumors and wish they could nip it in the bud and provide accurate and timely infor- mation to all the members? The newsletter can include a"Questions and Answers" section to address this prob- lem. When someone hears gossip ar hearsay, the member can click on a hyperlink to the chiefls e-mail and raise the question. The question and the answer are posted in the Questions and Answers section of the newsletter for everyone to see. Sharing timely and accurate information becomes especially critical when the depart- ment is experiencing significant changes. Always discuss complex changes during department meetings or drills and informal- ly with the members. In volunteer and com- bination departments, there are always members who will have a scheduling con- flict and will be unable to attend a particular meeting or drill where some important topic will be discussed. The newsletter can pro- vide accurate firsthand information about a topic, eliminating the possibility of inem- bers learning about changes secondhand (often accompanied with a large dose of opinion). Hyperlinks refer the reader to meeting minutes and committee-provided progress reports. Digital photographs and scanned docu- ments are easily incorporated in an on-line newsletter for promoting special events or recognizing members who are making a dif= ference through their dedication. Photos of members at a training session or working a fund-raiser, coupled with text messages that show appreciation for participation, are motivational. A picture showing members having some fun during an open house might show members who did not participate what they missed and motivate them to partici- pate more in the future. 12 June 200 1 FIREENCINEERINC