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Managing Multiple People Doing Online Communications1rdl7w2brf6uduvyyloubpxm5kfzlk2cManaging Multiple People Doing Online Communications

(English → हिन्दी) View original
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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. vo9tyaspb44ws12k9kka3y8af26e4juqManaging 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.kl73i8ua7kwz9stlc2jdar3ge41336re

Have a Point Person and Regular Meetings2pseerw671sk1dbskaxf192kdhi5v7vo

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). pa0q7y9d9f7u5xx006bposenpv2ny5edHaving someone whose responsibility it is to make final decisions and keep different communications streams going smoothly is essential for having a functioning communications team.qzt6a9y4qlupjedb6e911oii30mro7p4

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. 5vzyv5v32ixh46llqujarmy06lscksrfIf 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.2inotk8dyikd7j2b27a5ft20xsqoy8xr

Have a Shared Message Calendar9ax76h76txuxu0n3prxo27n4yngttj5s

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. eyv3vs673x2zruyu20h37o257wajzlo4A 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.jo38taec2fl044aobn14f9rzuz0itst3

For more information about putting together a message calendar, including a couple templates to get your started, check out:hmph2ra40i9wso3zc06k6alum3qsyet6

http://blog.socialsourcecommons.org/2011/09/a-template-for-calendaring-your-messaging/iihtrbx3kehliqoacuixscvieuz7e23n

Have an Agreed-Upon Publishing Matrixf2yjtmpi9sc8rcgitc3ohlx2qrowrebx

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? 040bg8zitp8ykjenpw3gv0ei1h0c3getAgreeing upon these standard procedures can give multiple communicators more freedom in the content that they need to push out to their individual communities.4pcxu5hjplansxlbuh8uwzabj9wwhdgb

For more information about setting up a Publishing Matrix check out:agvt1jpftszetgx0y9lkb2b84bktb4rb

http://blog.socialsourcecommons.org/2009/10/online-communications-publishing-matrix-tools/8wb3uj7qtana1eraq02h41herguthsvg

Have an Organizational Online Communications Policy6trcnipkbbb7rbmkirjwf0m3w24unfgk

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.zo1xe7k54fiadbyagsphbsh59p4kfeo5

Consider Scheduling Content to Post Automaticallykpovsy76bvoj77t41azq1yxy5uoehqms

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.tp4qrj0yubvrxvmo7uxypylzfv0e4gao

Consider Multiple Accountsf7so4snzj9ji99hhbuq7x5jac02ppsau

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. 6ih1pg0ecwwilo601mv7lekju9bg4wl1a 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.zuqmg5d0ni3lqoi9h62a07f48ec7feb4

If you do have multiple accounts here are some general tips in addition to those above:fsovrmvt5j90glvi9fjpso2svimqkjeq

  • 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:3j8sfj37r8x8zn77v7wx8rmpy3s4fa89

    Check out this new article from @aspirationtech: http://bit.ly/123 ^MGpkdpba8qg6l0b0k1z776hf20drvyi57x

  • 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.ix4s2z2t9r92fherf7cqu7f27uun8leh

To wrap up, remember a few things as you embark on your merry multiple-communicators strategy at your organization:j3hi645j61hzv3qwq9x5d46vkf9s77dg

  • Share documentsz1faz35un25v2i2ohiwknkti61iscbe1
  • Check-in regularlyk128vdaucit5ewxh3i6terscl734x6w8
  • Have a point person for communications as a whole8bmmjr09y7hdxfropa11uccrorajag89
  • Take small steps75pmwaj4mbqxgqk69ewl6gx2f9jy4t51

What are your tips for managing communicators at your org?5gr49t208fyzhicobi7ngkztoqabfn1b

 u0100bujmtah5s2azisnxwdgh1fh2b0n

(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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