Tools to Help Stay in Touch With Members, No Matter Where They Are

Supporting union members across different locations has always been a challenge. Unions have to make sure that distance doesn’t get in the way when it comes to keeping members informed, or especially providing timely help when they need it. 

Fortunately, today’s technology offers powerful tools that can help unions stay connected and support members no matter where they are. 

Zoom for Virtual Meetings

One of the most widely used platforms for remote communication, Zoom allows unions to host virtual meetings, webinars, and training sessions. Members who can't attend in person can easily join via video or phone, which is especially useful for those in rural areas or working different shifts. 

These video meetings can also be recorded to share with members who weren’t able to attend or to refer back to for specific information.

Best Practices for Virtual Meetings:

• Schedule regular virtual meetings for union updates, Q&A sessions, or training.
• Use breakout rooms to allow smaller groups to collaborate during larger meetings.
• Record meetings and share them for those unable to attend live.

• Microsoft Teams
• Cisco Webex
• Google Meet
• Zoho

These services may have varying costs for your use case, and many have free options for more basic use.

Group Messaging for Teams

Maintaining an ongoing conversation with members will help keep them connected, engaged, and informed. Depending on the size of the group you need to reach, and purpose of your outreach there are several methods you can use. 

Methods of group communication:

• A group text message can be a great, low-tech option for smaller groups where an immediate response is needed. This can include union officers or a special committee.
• Social media platforms like Facebook, Instagram, or WhatsApp can be a go-to for larger groups, as long as all or more members are on that platform. You can also create a Facebook group for your union to message all members at once.
• Email communication is more one-sided and doesn't allow back-and-forth between members, but is going to be the least intrusive way to get information to members.
  
  

Union Websites for Centralized Information Access

A well-designed union website can serve as a central hub for all members, regardless of location. By providing a one-stop platform where members can access news, updates, resources, and event information, union websites can help overcome geographic barriers by making essential information available 24/7.

How to use it:

• Create a members-only section where union contracts, forms, and benefits information are readily accessible.
• Post regular updates on negotiations, upcoming events, and important deadlines to keep all members informed.
• Integrate features like online forms for grievances or contact requests to make it easy for members to reach out from anywhere.
  
  

Email Communication

Sending email to large groups and maintaining a contact list for your members can require extra tools. Constant Contact and Mailchimp are two free or affordable (depending on your needs) options to help you maintain an organized list, send mass emails, and more.

Best Practices for Email Platforms:

• Schedule your emails to be delivered before work or at lunchtime, when your members are most likely to see them.
• Don't email too frequently. It should be information relevant to them, and you should keep emails to twice a week or less.
• Keep your list up to date. You don't want to waste money emailing unused email addresses and not reaching members.

Text Messaging Platforms

Text messaging is a direct and effective way to communicate with members. Platforms like SlickText or Hustle allow unions to send group texts or personalized messages to members, which is a great way to keep everyone informed about urgent matters.

How to use it:

• Send updates about negotiations, meeting schedules, or important deadlines.
• Use personalized text messages to check in on members individually or remind them to attend events.
• Conduct quick surveys via SMS to get feedback on issues impacting the workforce.

Final Thoughts

Union leaders need tech tools to help them break down geographic barriers and ensure that all members feel supported, no matter how far from their local or district. 

These tools offer a practical way to stay connected, communicate clearly, and deliver timely support. As your union navigates the challenges of a dispersed membership, adopting these technologies can strengthen relationships and keep you all moving forward.

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