SSC Toolbox Social Source Commons Blog

Nonprofit Tech, Tools and Social Media

A program of Aspiration 
Aspiration 

Managing Multiple People Doing Online Communicationshg5qzdrxazvtupm5ukpni45uhts99p2gManaging 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. y9h1jn0tri9ba5mnknmrv93hu9holed9Managing 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.hl8bnjua4nl9jny82hd7bezumntgyye5

Have a Point Person and Regular Meetingsri6fprhh5spen2qvt5gwx7lemkl65mzm

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). onbxebi8fi6i85buwumz1fqyl12yrba6Having someone whose responsibility it is to make final decisions and keep different communications streams going smoothly is essential for having a functioning communications team.ieo9ojwecpfpnhls4p57ftzl2hijnysw

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. ndfw91o89mf517672h7m7o2f1yy8ibwwIf 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.1c7ouf5slkoto6x1b4tbszf56tieovqf

Have a Shared Message Calendarftzyfumuy1giao6clae0vsbfc7l1uh2z

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. x80fx19h5ig3kf888b53qg2l15qfs49fA 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.b3xg2i94nkbxjbyssb4xuwwhtfs04yh6

For more information about putting together a message calendar, including a couple templates to get your started, check out:nqwida6c8vma90nx9jz9qg27v8py6sak

http://blog.socialsourcecommons.org/2011/09/a-template-for-calendaring-your-messaging/wmh4eehowwe4a1wq7ya4wknu9lhbxprk

Have an Agreed-Upon Publishing Matrix502qf1b1kx6hulni5e2gk68y5yan7l83

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? fkikkaq359orb9qyxwyqs8lxegi6zn74Agreeing upon these standard procedures can give multiple communicators more freedom in the content that they need to push out to their individual communities.9tdvc1m9lgxg83ienqhxn4d2uegqvspu

For more information about setting up a Publishing Matrix check out:kkq7msifjn566xauv4h5114ptuwuryq1

http://blog.socialsourcecommons.org/2009/10/online-communications-publishing-matrix-tools/87ecuq9wayxjiuk99970z948jb2m9xv8

Have an Organizational Online Communications Policykgrn4z5k8569yoc7z4q8v6ew09176leh

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.bcu95mhxw7g4irmigk23ktijxoulz1e1

Consider Scheduling Content to Post Automaticallymkp3xcd3tepbxldg5f2ax795v3r5u5e7

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.lsebtwei33zh9q3ngv8gqy817fgwb73n

Consider Multiple Accountsp76irpl4gnqwehx7uqedzrmgrhjnk9f0

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. 1iia65k1xpq42syi5ib3w720ncd7k7pca 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.qo6gwlt0o0ziwoqxj51hcfjiusihkou0

If you do have multiple accounts here are some general tips in addition to those above:jw1roup6mpqpcjidrikoqbtotrh2gccq

  • 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:3h1qu1bf6208kza9ceh79ci2r6ckkmmd

    Check out this new article from @aspirationtech: http://bit.ly/123 ^MGjt3q61ubbo8smr2qw0br2y3ui63yeh0n

  • 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.7grdeilskh05gocnan1m0okvp3r8dg5b

To wrap up, remember a few things as you embark on your merry multiple-communicators strategy at your organization:oabdrjm57l87zymnu9d6ts44x3h3orj3

  • Share documents54wdm1n1c7zr09fndvpqme7fpl9ii5yd
  • Check-in regularly8j52jct4oqpn5i86qpcmv7ku7lsp9o97
  • Have a point person for communications as a wholeuxx9gnzpirxjarjp3kz0migq83bez7jj
  • Take small stepsa9hrso025dn2b1tom5b1wliiy22s9jga

What are your tips for managing communicators at your org?e69f7gn5zxwgxamqzzgxnwvwzklh0k84

 8tqz1rkvk7ptozuwz8b92gkokejg2g30

(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?

 



Connect with SSC


RSS Feed  Twitter  Facebook

Aspiration Publications