Tonight I’m hosting a spoken-word evening called Hotchpotch. This is an informal monthly event where writers and poets can read out their own work without judgement or criticism. In recent months, we’ve seen many new faces, a trend we would like to maintain.
To keep our events at the forefront of people’s minds, I’ve made it a priority to communicate with members regularly, also to cross-promote other literary events and the venues we use. I send a bulletin every couple of weeks on Facebook and Twitter, and by e-mail.
The last time, though, there were some problems with the reminders, and it was up to me to fix them.
A lot of our regulars subscribe to the Hotchpotch Facebook page. This is the easiest update to make: it can be done on a PC or a phone, subscribers are notified immediately when a new post appears, and there’s a facility to tag the pages of related literary groups. The posts can also be edited, and people can ask questions in the comments.
On Facebook pages, administrators have the option to post under their own name or to post under the name of the page. The last time, I forgot to change the option and posted as myself. People could still see the message if they happened to look at the page, but they wouldn’t be individually notified.
The post had been up for a few hours before I noticed. Fortunately, all I had to do was copy it, make sure the related events were correctly tagged, and repost it in the correct mode.
After posting on Facebook, I send out the link on Twitter using HootSuite software. This can calculate the times of day that people are most likely to see your updates; in our case, it typically posts at 9am the following day.
Shortly after I’d corrected the Facebook error discussed above, I saw our Twitter post had a spacing error which meant the venue wasn’t properly credited. To add to the problem, the message had already been retweeted by two followers and later a third. One of these is the Scottish Poetry Library, which has an extensive audience and is great exposure for us.
The question was how to correct this error in the least disruptive manner. I didn’t want to leave the post as it was because it looked unprofessional, yet I didn’t want to take it down because users had already engaged with us. I’ve learnt a few things from managing literary groups, and one of them is to admit when you’ve made a mistake.
I posted a corrected version with the venue properly credited. I then sent private messages to the three users explaining what had happened and asking whether they would do me a favour and retweet the correct version. And they did. This move ended up working in our favour, as more Library followers engaged with our new message than the original.
A significant proportion of our members don’t use Facebook or Twitter, so we also maintain a mailing list.
The bulletin I’m most worried about is this one; once an e-mail has been sent, it’s not usually possible to recall or amend it. So when I send Hotchpotch updates, I’ve set up a 30-second delay so it can be cancelled if necessary before it leaves my outbox. Gmail users can find this feature in the Settings.
But despite the problems with the Facebook and Twitter pages, the e-mail was sent without any mistakes.