The Pharmaceutical Journal
Vol 272 No 7301 p687
29 May 2004

Society summary

Request for e-mail address register

The Society was asked to set up and maintain an electronic register of members with e-mail addresses for branch mailing purposes, using the annual subscription form to collect data.

Proposing a motion to that effect at the branch representatives’ meeting, Susan Shelley (Oxfordshire) said that her branch mailed each member five times a year at a cost of just over £2 a member, accounting for 80 per cent of the branch budget. Using e-mail addresses where possible could perhaps save three-quarters of the postage cost.

Jeff Harris (Oxfordshire), seconding, said that a centralised e-mail database would also allow the Society to send out other information, including announcements from other bodies on payment of a fee.

Katie Smith (Ipswich and Suffolk) said that when she wrote to all 272 branch members asking them to consider receiving further information from her by e-mail, only 99 volunteered to do so. This had reduced postage costs from £70 to £50, but she had to deal with lots of e-mails returned because of changed addresses or full mailboxes. She supported the motion in principle, but there were problems.

Ralph White (South East Metropolitan) said that a small e-mail distribution list for his branch caused him grief, with bounces and returns telling him he was sending out spam. Eventually there would be a useful system, but at the moment he opposed the motion.

Angela Alexander (Slough) did not think such problems were a reason for opposition. Her branch sent out letters about meetings and, about three days before each meeting, she e-mailed a reminder to those for whom she had e-mail addresses. This had significantly increased attendances.

Stephanie Bancroft (Harrow and Hillingdon) said that her branch’s e-mail service may have increased attendance but she did not think it should replace a printed newsletter that could be pinned up on notice boards.

Zafar Khan (West Metropolitan) said that his branch, like Oxfordshire, had calculated an annual figure of £2 per member. With 46,000 members, the Society stood to save £92,000 a year. Branches would have more money to spend on worthwhile events rather than investing time, effort and money in posting.

Francesca Ovendon (Northamptonshire) said her branch had had a poor response to a request for e-mail addresses. It sent out just one newsletter a year, listing every meeting, with a reminder that meeting information for the whole year was posted on PJ Online.

Martin Silver (East Metropolitan) said that his branch also now sent out one mailing a year supplemented by e-mails that had increased attendances.

Mike Jillings (Norwich and Norfolk) said that e-mail had been important in the recent revival of his branch. Having the data held at Society level would give a greater degree of confidence in the security of the information.