National Talking Newspapers and Magazines

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Good Practice for Talking Newspapers

Introduction
1. Management
2. Infrastructure
3. Editorial
4. Presentation
5. Reading
6. Recording
7. Copying
8. Packing and Posting
9. Returns
10. Reactions
11. Repairs
12. Health, Safety and Electricity
13. Public Relations
14. Finance
15. Development

1. Management

A constitution is essential - TNAUK has a 'model' version which covers all normal requirements. (See Appendix 7). Regular formal meetings of the management committee and an annual general meeting should be arranged and the details shown on a Year Planner for all volunteers.

The committee is responsible for achieving the aims of the TN; it should arrange financial and other resources; it should monitor and evaluate output and correct any shortcomings.

Responsibilities of Charity Trustees
Anyone who is a member of a management committee of a charity is a Charity Trustee as defined under the Charities Act 1993. A summary of the responsibilities of Charity Trustees are given in a Charity Commissioners leaflet CC3(a) which is available from addresses given in Appendix 8.

It should be pointed out that ALL Trustees of a Charity have full responsibility for the running of the Charity, and it is possible for Trustees to have a personal liability under certain circumstances.

Delegation
Production of even the smallest TN lends itself to delegation. Appointed co-ordinators of individual sections of the work can then assume responsibility for the successful completion of that job, e.g. editing, presentation and reading, copying, packing and posting. Co-ordinators will have teams to assist them and different skills, levels of commitment and availability will need to be integrated. Each role should have more than one person able to perform it to cover for holidays and illness.

Team numbers
Relatively few people are needed for an individual issue but a much larger total number will be necessary to ensure year-round continuity of publication, to provide some variety, to maintain a balance and to avoid over-dependence on any one person. It is vital that everyone recognises the need to contact their co-ordinator as soon as problems of non-availability arise.

Regularity
Regular publication of cassettes should be maintained - there should be no missed or late issues. If possible, TNs should be hitting the listeners' doormats at, or near, the same time as the inkprint original newspapers reach the sighted readers.

Volunteers
Volunteers need careful management. For new TN's the initial local media publicity will bring in lots of offers of help and these need sorting out straightaway. Some volunteers will be in full time employment, others will be retired and a mix is useful to cover daytime and evening production sessions.

Most people will offer to read the news; a few will specify they do not wish to 'appear'; but the over-riding consideration must be the need of the TN. It is important to have suitable persons in each job both initially and later when vacancies arise. Applicants can be told: "We'll have to check if your voice comes over satisfactorily on the tape." If it does not, or they cannot read two sentences without tripping over several words, find a 'more urgent' job behind the scenes. Never inflict an inadequate reader on your defenceless listeners. Square pegs in round hole jobs will cause frustration and abortive work for the rest of the team.

A surplus of staff may seem highly desirable but there is a danger that those who are called on only infrequently will drift away unless their interest is maintained by some sort of regular meeting or volunteers' newsletter.

Resources
Sound financial control is essential and annual budgets will help to avoid over-spends creeping in. If fund-raising can be combined with publicity, the efforts expended will give double value. Charity Christmas cards, public sales of donated goodies, flag days, sales of special cassettes, (e.g. local history), and talks to other organisations have all performed well in the past. Local TN collection boxes in shops and pubs will give support and publicity. Try to encourage the best of all types of fund-raising - repeat donations. Be seen to be accountable to those who have supported the TN - issue a proper press release whenever there is something newsworthy. Never allow the TN to fade away into the background.

Supplies
Many 'supply' items are needed to produce a TN. All production and administration needs should be recorded in a 'catalogue' with detail of specifications, ordering quantities and sources of supply in order to facilitate re-ordering. Never let anything run out completely. A supplies officer is needed who will make regular checks on consumables as volunteers may not say that they have used the last one.

Competitive quotations should be obtained for everything even if this just takes the form of telephone calls to known suppliers, and then repeat orders may follow on while always keeping an eye on new alternative suppliers, e.g. TNAUK's trading company, Talking Newspaper Enterprises Ltd. For major items, such as copiers, try to obtain at least three quotations.

Continuity
Volunteers need looking after - do not let them suffer inadequate heating, lighting, inefficient co-ordinators or whatever. Avoid un-necessary chopping and changing - listeners and everyone involved will have greater confidence in the TN if familiar voices and faces pop up regularly.

Monitoring
Commenting on published cassettes should be regarded as the norm, rather than the exception, for both brickbats and bouquets. Make sure that all committee members receive copies of all TNs and TMs produced.

Inventory
All assets should be recorded in an inventory, preferably with serial numbers and usual location, while equipment loaned to listeners should be the subject of a simple contract, signed by both parties.

Loans
Equipment loan needs a management system of its own with a co-ordinator and a team to deliver cassette players to new listeners and instruct them in their use. Retrievals after membership ceases must also be arranged. A cassette of instructions will be needed to assist new listeners.

Insurance
Insurance cover on all assets must be maintained. The insurance cover through TNAUK is one of the best and cheapest available, but if your TN finds cheaper and better cover, let TNA know so that TNs generally can benefit.

Commissioning
New equipment should be fully checked before use or issue and labelled 'Property of ABC TN' in a couple of places. Type out any special operational notes to assist volunteers using, say, a new master recorder. Committee working parties may be the best way to commission a large batch of cassette machines for loan to listeners.

These will need 'property of' labels both on the front and in the battery compartment with the studio or contact telephone number included for reference should things go wrong. Similar labels should be stuck on all cassettes with a small felt spot to indicate side one. Incidentally, when the tape gets crinkled and creased at the start of side one, as often happens, renewed life can be given by removing the felt spot to the other side and using the cassette from the other end. It should be noted though, that felt spots can cause problems by the extra thickness causing the cassette not to 'sit' correctly when in the machine. An alternative is to have labels printed onto the cassette shells.

Availability of cassette machines
Over the years the number of 'flat bed' style machines with piano type keys along the front suitable for TN listeners' use, has decreased dramatically. Now, many 'portable' cassette machines look like miniature hi-fi systems complete with radio and CD players! Also the number of new listeners requiring cassette machines has declined as most people now have some sort of permanent hi-fi system, a small single cassette machine or cassette radio. Consult TNAUK Technical Advisor for information on current machines.

Security and safety
Seek police advice about premises security and fire service advice about fire precautions. Make sure that all volunteers are familiar with the procedures adopted.

Listener recruitment
Additional listeners should be actively recruited. Involve Social Workers, Doctors, Opticians, Libraries, Information Bureaux, Disability Resource Centres, and Community Councils by issuing a printed handout from time to time setting out the services offered and the formalities of joining the audience.

Have a simple application form which covers the Post Office's rules of eligibility for the 'Articles for the Blind concessionary post. Wallets/cassettes to sighted committee members have to be posted with stamps or collected. All volunteers should be made aware of this. Maintain contact with the local Postmaster and Sorting Office Supervisor.

Vacancies
Volunteer staffing levels will be difficult to control but, generally, too many people may cause more problems than too few. Particular vacancies may often be filled from existing volunteers currently in minor roles, with the immediate advantage of familiarity with the system. Sometimes a Volunteer Bureau and listeners themselves can come up with the right person without the need for lots of interviews which may be necessary after a media appeal.

In-house communications
Publish a year planner to all volunteers to co-ordinate publications, meetings and rotas.

Feedback from listeners should have a system of its own to channel the variety of messages in the right directions within the organisation. A daybook (an A4 year diary with a day a page) is a good place to log such messages as well as receipt of letters for committee members, list donations sent in, messages from the answering machine (preferably the TN should have its own telephone but if this is not possible, then contact with the TN could be made through a volunteer whose telephone is manned for a certain period each day), and as a general place to leave messages for other volunteers or teams. Another or parallel method is to have a series of 'in' trays or pigeon holes for different areas or people.

Make a point of taking stock from time to time to assist in deciding priorities for future development. Inevitably, situations, needs and local circumstances will change and the TN should never be left behind. Do not become complacent.

TNAUK Registered charity number: 293656