Keeping everyone included

[tts-skip]Hana:[/tts-skip] An email edition would reduce our printing and the work of delivering the newsletter. On the other hand, some residents have specifically asked to keep a paper copy because they don't use email.

[tts-skip]Victor:[/tts-skip] I see your point about reducing the printing. I don't want the saving to come from losing the people who most rely on the paper version, though. They should still be able to find out what's happening.

[tts-skip]Hana:[/tts-skip] That changes the plan to some extent. We could make email the default rather than the only option, while keeping paper available on request. We'd still reduce some printing without making an email address a requirement.

[tts-skip]Victor:[/tts-skip] That sounds fairer, but how would someone request paper? If the instruction only appears in an email, the people we're trying to include would never see it. They shouldn't have to ask a neighbour to register for them.

[tts-skip]Hana:[/tts-skip] We can put the preference question in the next paper issue as well. It could let people choose paper or email and include a way to reply on paper, so the request doesn't depend on going online.

[tts-skip]Victor:[/tts-skip] That would remove the obvious barrier. Even so, we don't yet know how many paper copies people will need. We shouldn't plan the printing around a small number just because we hope most readers will choose email.

[tts-skip]Hana:[/tts-skip] Agreed. Let's collect the preferences before changing delivery. After all, several residents have already told us they don't use email; we have a concrete reason to check instead of treating silence as agreement to switch.

[tts-skip]Victor:[/tts-skip] And while we're collecting answers, their usual paper copies should keep coming. Otherwise a resident who misses one issue could lose the chance to tell us what they want from the next one.

[tts-skip]Hana:[/tts-skip] I'll draft the question with a clear choice and explain that paper remains available. We can ask people who want email to give an address, without making everyone fill in an online form.

[tts-skip]Victor:[/tts-skip] I'll check the wording from the point of view of someone keeping paper. It should be possible to understand the choice and send an answer without feeling that they're holding up the whole change.

[tts-skip]Hana:[/tts-skip] Once we have the replies, we can work out the printing needed and tell readers how delivery will work. For anyone we haven't heard from, we'll keep the existing arrangement while we clarify their preference.

[tts-skip]Victor:[/tts-skip] That gives us a transition we can explain. We're offering a simpler route for email readers while keeping access for paper readers, and we're gathering the numbers before claiming how much printing we'll save.