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Managing Multiple People Doing Online Communicationshuy50rftvg2eaaw6dnjh0phdih3kfblmManaging Multiple People Doing Online Communications

(English → Italiano) 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. lz3w7j2r29xt5nzqk2f17556bh3no4xzManaging 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.lr0dq40ur0j28ib7uvscoz6ko6h5ygf9

Have a Point Person and Regular Meetingsusgxd3bjjbrgan10eif0j06y4b2stdxe

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). p9fetg1c1b5kk7cbmugsc3bbxejo883oHaving someone whose responsibility it is to make final decisions and keep different communications streams going smoothly is essential for having a functioning communications team.jdxh48yk54zetx2042t5rni3ipzna4yk

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. 6zjv6opcdxw6w97osy1ficnausfgyqouIf 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.4amdipqq0258fjh6cldhthqkmsods34n

Have a Shared Message Calendariw9xkk6qqeutr6tsuwm1x5oqnts6bh5k

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. s2kin91po49fwyf0bim53j32rf09ea9wA 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.02jd5uchp2h5m582hl1v9jr3jxt90hfr

For more information about putting together a message calendar, including a couple templates to get your started, check out:km0bsjyq9g86d3zykhgw9kxhyupq3sod

http://blog.socialsourcecommons.org/2011/09/a-template-for-calendaring-your-messaging/dvdn2sux7nzebyaebvh46h7ngbouiy7m

Have an Agreed-Upon Publishing Matrixefcmqyyo909x1ej9vren6ze0vq1sl8yq

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? 9qpw6wgm9lr6qpm37juwmgv3bnee5q94Agreeing upon these standard procedures can give multiple communicators more freedom in the content that they need to push out to their individual communities.sb6db2kvbzj7y5vhsgrf5gjh8k9dq009

For more information about setting up a Publishing Matrix check out:948v6l39g39rhf6yu23zg2mrzk0s1cf1

http://blog.socialsourcecommons.org/2009/10/online-communications-publishing-matrix-tools/xsfiwjc77vimbufv86buwa39oh5j1bjo

Have an Organizational Online Communications Policymxlnm0l6y5ah587snb18d02svgcujapv

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.k59wil54qvlo0efzya7eoq268sj30ufb

Consider Scheduling Content to Post Automaticallyb1uiipgydwv11x6sep09cv5smncyrqet

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.qjmam3x18dnqogflod4gxoj2r2f4yure

Consider Multiple Accountstywyjw3l2ed4b685i79c60wza2gt6ejq

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. 9vrgb17hmbzzh0pk54m7bhe8irwd4h04a 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.5vj8wgojhar65izexs8eft9i66zjtldp

If you do have multiple accounts here are some general tips in addition to those above:m28zaiqh9h2ch5plqqfk8jrviiossm34

  • 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:aqe4izhg0rt8t2h04wmx6r8w7xu2rlqs

    Check out this new article from @aspirationtech: http://bit.ly/123 ^MG1mhqi3bb6t32cmps3bfadebjmb5y20pt

  • 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.vdc1tc6zmiuasghqs6giqa36kal0g6q1

To wrap up, remember a few things as you embark on your merry multiple-communicators strategy at your organization:63pd332nkp30pbap0kh7mpdb28kmdcr9

  • Share documentsaiz2idq8w8bdc128dwmlu0882rlt3d13
  • Check-in regularly6l431qopmlix6owuv7dnyp7w4s74mr3i
  • Have a point person for communications as a whole90wsh1usgmqubf7v8201oi2tmb8bubeu
  • Take small steps53kb0waso0genkizqdrlspjh7uu4e7g9

What are your tips for managing communicators at your org?yyse9l5wglmy91upowxo5hv01gut565t

 slshlv2m2eybir3w6mtj2j3anasb82iq

(original) View Italiano 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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