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Managing Multiple People Doing Online Communications1hz6qinietgf1lcamt3w7zx0k5guofogManaging Multiple People Doing Online Communications

(English → हिन्दी) View original
Translators:

Social networks were not invented for ease of organizational use. Individual accounts… Attached to personal networks… New Year’s Photos seen by all… Cats and Dogs LIVING TOGETHER. Many a sticky situation has arisen from the organization using tools designed for individuals to try to get actual work done. Then trying to add a couple more people into that mix to have multiple online communicators at a single organization? Gag me with your preferred food intake device. ugqrteplrbg2e1bv5q1hnrlqg6klzcbjManaging more than one person speaking for the organization can be pretty tricky in this distributed online identity world we live in. However, there are some things an organization can do to start getting organized. Let’s check ’em out.b6w0py9i10r8871lgo85y034t0svfwjg

Have a Point Person and Regular Meetings4bw2185r4blkhfargxlzcjadet7ch9ec

Point Person

However your organization slices up its communications pie, it’s important and many times necessary to have someone overseeing Communications as a whole. Usually this is a Communications Manager but it could be an Executive Director or anyone else who can be the final word. This point person acts as the gatherer, the organizer, the tie-breaker and the straightener-outer (it’s a word, I swear). edceoikb7n2ugku78ehrkk4b4sxb8rtdHaving someone whose responsibility it is to make final decisions and keep different communications streams going smoothly is essential for having a functioning communications team.n9fzp4e5v6u7h4lzotr3qppfin76iobv

In addition to having a point person, it is also important to set up a regular check in for those people who are communicating for the organization. If there are many messages going out, a weekly meeting to check in about communications for the coming week is a great way to get everyone on the same page, update shared documents and untangle any snags before they happen in realtime. kxj0wogwneba2p6y91f7ufdzhnpz5dmgIf weekly doesn’t make sense at your organization, find some timeframe (and keep it regular) to check in with all communicators. It not only acts as an organizer for your communications but also gives communicators a resource in the form of bouncing ideas off each other and receiving support and encouragement.jnq9a8iux44zfdxo20mwooddvhf94fde

Have a Shared Message Calendary04re60gx6ysuplq30279mn83qyrfpi3

An important part to any communications plan is a calendar to make sure everyone is aware when and how much content is being pushed out to whom. With multiple communicators and streams, the name of the game is “Avoiding Spamming your Constituents”. Following a message calendar and tracking your email statistics (e.g. open rates, unsubscribe rates) can help you prevent this from occurring. k49og4rroze3xk8fsxsi1bsgybx34d9fA message calendar can also serve as a place to plot out communications for different programs and people so everyone is on the same page in terms of who is pushing out the content for what.99xbn3i7fr5yqy0t6jzdh1ry59kd3te3

For more information about putting together a message calendar, including a couple templates to get your started, check out:nqp3rhzrs8x5ey95gp3k3d5qtno1bfao

http://blog.socialsourcecommons.org/2011/09/a-template-for-calendaring-your-messaging/ghkxj8cx8focbaj3624ryrfds44mp2sw

Have an Agreed-Upon Publishing Matrixpz0ait588vv31hu6unkh49leknfmtay9

Publishing Matrix

Publishing Matrices can be an effective way to have a skeleton communications plan at your organization. The simple grid dictates to what communications channels different messages go. For instance, when there is a new blog post, do you tweet it? Post it on Facebook? Call up your members on the phone and tell them to read it? What is in bounds for each type of content that you’re trying to push out? j043dnl1grr232i248ag0x799tcy1d4aAgreeing upon these standard procedures can give multiple communicators more freedom in the content that they need to push out to their individual communities.ae7perxv4sjxnmrukn3b72ae57mtbalc

For more information about setting up a Publishing Matrix check out:wpl4u4mj4xuy380lpd3cy03ws35f7jqu

http://blog.socialsourcecommons.org/2009/10/online-communications-publishing-matrix-tools/8clooej96p5atf89o2y6tja5vdku9d17

Have an Organizational Online Communications Policyp19fkgl7yxyy63yzijndnsri7qr4pwr5

Agreed-Upon Plan

What is in-bounds and what is out of bounds for the content of the communications at your organization? Do your fellow staff know? Do you know? Having agreed-upon standards for what your organization comments on, the language that is ok to use and the process to get it done is essential to have a fully functional communications team at your organization.b8rl1cae2nb3w14fe2zivcg4xxqjpb5r

Consider Scheduling Content to Post Automaticallysyycyfvucu4s97d5p1677lz0tsgtpwe7

Many communications tools like Hootsuite, Tweetdeck, VerticalResponse and WordPress allow you to set up content to go out automatically in the future. This can be useful if you’re working with another person on content. Communicators, at their weekly meeting, can agree on content AND publish dates while everyone is present. These messages can be added to the message calendar and then set up to go out automatically thereby getting group buy-in for communications.r65kuzeam2xzlv4u0hdd1uyv5m625f4m

Consider Multiple Accountskjd5369wf6l1qcglhi1geltxiqnafwbp

Multiple Accounts

For most small nonprofits, having one Facebook page is enough of a committment. Building up a community, engaging allies in conversation and providing collaborative space can take time. The thought of doubling that committment to have two Facebook pages? Yikes. Bite off only as much as you can chew. Start with one social media account, work with it a while and see how it goes. If your organization has got that account down pat, think about adding another if there is an organic reason to (e.g. rrjrycm48u4ytpzvgj6cduhc537205qia separate community within the work that you do, a specific news stream that isn’t relevant to your general audience, etc.) AND if you have staff capacity to do so. Hopefully, if and when you do decide that you want to have more than one Twitter or Facebook account, you will have the other tips above in place (e.g. regular comms mtg, shared strategy docs) so the account addition is logical and makes sense for the organization.yab5pcw5mpyyyy70418uu7vggecp6b6u

If you do have multiple accounts here are some general tips in addition to those above:2lpko63b3u9hekyrs88e35oh3aua22au

  • Some orgs find it useful to “sign” their posts so people know which communicator is posting. One convention (on Twitter) is to use a karat with your initials:qrv7dnu9u4hc8g8n6vgq1c5za702jje0

    Check out this new article from @aspirationtech: http://bit.ly/123 ^MG9f8xzsfgqw79n11bhw0n28es39wnhmch

  • Use the main organizational account to repost content from the the other accounts. For example, selectively retweet tweets from program-specific Twitter accounts through the main org account to highlight the different programs and issue areas.niwz15vggrethocxh8rp5fdyntihi0ww

To wrap up, remember a few things as you embark on your merry multiple-communicators strategy at your organization:o79pnsg5w1l8wso3ssbm6u4r0eglh5vw

  • Share documents2sw87ne53eba8x06s32o913w1xjeijwb
  • Check-in regularlyyrojtjdpzv3zdf91kr7dedh7qvn386bw
  • Have a point person for communications as a whole222grwkuxzdib10apg6ema9oupnnldwd
  • Take small stepsg1c8caiesx56gj9lgmak7m5yzlqtrgrx

What are your tips for managing communicators at your org?kuq5an7jrkype5iulbslykgymh8w57vg

 qmrkh2xyv95gx6tj83nuwn0d7kxshzoy

(original) View हिन्दी translation

Social networks were not invented for ease of organizational use. Individual accounts… Attached to personal networks… New Year’s Photos seen by all… Cats and Dogs LIVING TOGETHER. Many a sticky situation has arisen from the organization using tools designed for individuals to try to get actual work done. Then trying to add a couple more people into that mix to have multiple online communicators at a single organization? Gag me with your preferred food intake device. Managing more than one person speaking for the organization can be pretty tricky in this distributed online identity world we live in. However, there are some things an organization can do to start getting organized. Let’s check ’em out.

Have a Point Person and Regular Meetings

Point Person

However your organization slices up its communications pie, it’s important and many times necessary to have someone overseeing Communications as a whole. Usually this is a Communications Manager but it could be an Executive Director or anyone else who can be the final word. This point person acts as the gatherer, the organizer, the tie-breaker and the straightener-outer (it’s a word, I swear). Having someone whose responsibility it is to make final decisions and keep different communications streams going smoothly is essential for having a functioning communications team.

In addition to having a point person, it is also important to set up a regular check in for those people who are communicating for the organization. If there are many messages going out, a weekly meeting to check in about communications for the coming week is a great way to get everyone on the same page, update shared documents and untangle any snags before they happen in realtime. If weekly doesn’t make sense at your organization, find some timeframe (and keep it regular) to check in with all communicators. It not only acts as an organizer for your communications but also gives communicators a resource in the form of bouncing ideas off each other and receiving support and encouragement.

Have a Shared Message Calendar

An important part to any communications plan is a calendar to make sure everyone is aware when and how much content is being pushed out to whom. With multiple communicators and streams, the name of the game is “Avoiding Spamming your Constituents”. Following a message calendar and tracking your email statistics (e.g. open rates, unsubscribe rates) can help you prevent this from occurring. A message calendar can also serve as a place to plot out communications for different programs and people so everyone is on the same page in terms of who is pushing out the content for what.

For more information about putting together a message calendar, including a couple templates to get your started, check out:

http://blog.socialsourcecommons.org/2011/09/a-template-for-calendaring-your-messaging/

Have an Agreed-Upon Publishing Matrix

Publishing Matrix

Publishing Matrices can be an effective way to have a skeleton communications plan at your organization. The simple grid dictates to what communications channels different messages go. For instance, when there is a new blog post, do you tweet it? Post it on Facebook? Call up your members on the phone and tell them to read it? What is in bounds for each type of content that you’re trying to push out? Agreeing upon these standard procedures can give multiple communicators more freedom in the content that they need to push out to their individual communities.

For more information about setting up a Publishing Matrix check out:

http://blog.socialsourcecommons.org/2009/10/online-communications-publishing-matrix-tools/

Have an Organizational Online Communications Policy

Agreed-Upon Plan

What is in-bounds and what is out of bounds for the content of the communications at your organization? Do your fellow staff know? Do you know? Having agreed-upon standards for what your organization comments on, the language that is ok to use and the process to get it done is essential to have a fully functional communications team at your organization.

Consider Scheduling Content to Post Automatically

Many communications tools like Hootsuite, Tweetdeck, VerticalResponse and WordPress allow you to set up content to go out automatically in the future. This can be useful if you’re working with another person on content. Communicators, at their weekly meeting, can agree on content AND publish dates while everyone is present. These messages can be added to the message calendar and then set up to go out automatically thereby getting group buy-in for communications.

Consider Multiple Accounts

Multiple Accounts

For most small nonprofits, having one Facebook page is enough of a committment. Building up a community, engaging allies in conversation and providing collaborative space can take time. The thought of doubling that committment to have two Facebook pages? Yikes. Bite off only as much as you can chew. Start with one social media account, work with it a while and see how it goes. If your organization has got that account down pat, think about adding another if there is an organic reason to (e.g. a separate community within the work that you do, a specific news stream that isn’t relevant to your general audience, etc.) AND if you have staff capacity to do so. Hopefully, if and when you do decide that you want to have more than one Twitter or Facebook account, you will have the other tips above in place (e.g. regular comms mtg, shared strategy docs) so the account addition is logical and makes sense for the organization.

If you do have multiple accounts here are some general tips in addition to those above:

  • Some orgs find it useful to “sign” their posts so people know which communicator is posting. One convention (on Twitter) is to use a karat with your initials:

    Check out this new article from @aspirationtech: http://bit.ly/123 ^MG

  • Use the main organizational account to repost content from the the other accounts. For example, selectively retweet tweets from program-specific Twitter accounts through the main org account to highlight the different programs and issue areas.

To wrap up, remember a few things as you embark on your merry multiple-communicators strategy at your organization:

  • Share documents
  • Check-in regularly
  • Have a point person for communications as a whole
  • Take small steps

What are your tips for managing communicators at your org?

 



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