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IPC COMMUNICATION POLICY AND PHILOSOPHY OF COMMUNICATION We will follow the mission of IPC by loving our people through communication. How We Think about Communication VALUES The Gospel We value the message of the Gospel and reaching people outside and inside the walls of our church. In order to share the message of the Gospel, we must communicate with people well. People We value what is valuable, which is people. People are finite creatures who can only absorb and process so much information; we will take this into account in our approach to communication at IPC. God is a complex being who communicates with us in a simplistic way.
IPC COMMUNICATION GOALS Effective Effective communication allows people to receive information, clearly understand it, and retain it. We will evaluate our communication methods and channels and decipher what is most effective, what is not, and what to do differently. We will supply our members with deeper communication moving below the surface, beyond dates and times. Efficient Systems create efficiency. We will create structure in our communication methods, by developing specific protocol and framework for all communication at IPC. Consistent We will be consistent and clear in all messages we send to the congregation and to those outside the church. As a church we have one mission and one common goal. All IPC communication will support and reflect our common goal; the mission of Independent Presbyterian Church is to make disciples of Jesus by gathering to worship, growing in community, and going out in love.
Flexibility in Structure and Processes The goal of this policy is to partner with staff and church members to develop better communication at IPC. We believe the first step in the evolution of our communication is to create structure. Structure allows more time to create quality pieces of information, graphics, and enable less risk of error. It is not our desire to develop a framework that is not feasible for staff or members to follow. We hope the staff and members of IPC are able to reap the benefits of the structure created by this policy. The Communications Director will work with staff and members and will be flexible when needed, with respect to boundaries.
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PRESUPPOSITIONS •
Communication is constantly happening We can assume that communication is constantly taking place; among our members and the world around us whether we initiate it or not. Our members are taking in communication from television, the radio, the Internet, social media, etc.
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All communication is subjective but measurable In order to determine if IPC communication is effective or ineffective our communication must be measurable. People, cultures, and systems are unique, for this reason communication by nature is subjective. We will measure communication by analyzing communication survey results, reviewing social media reports, monitoring attendance of events and members’ general knowledge of events and ministries at IPC.
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Each communication piece is unique Each piece of communication has a unique audience and time frame. All communication is not alike.
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Church communication is not equal to world communication Communication in the church is driven by our mission. We strive for the same quality of communication as businesses and organizations of the world, while loving our members by limiting production.
METHODOLOGY o
External – How IPC Intends to Conduct Communication to the World ▪
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Create deeper communication pieces through storytelling (blogs and articles written by IPC pastors, members, staff, and other leaders of our denomination, videos revolving around ministries and testimonies relating to IPC, etc.)
Internal Goals – How IPC Intends to Conduct Communication Internally ▪
Put communication processes for staff into place
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Create clear channels and expectations for Sessional communication
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Create clear channels and expectations for Diaconal communication
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How IPC Congregation will interact with communications department All IPC members in need of communication will fill out a request form online, which will require project information, expected completion date, etc. The Communications Director will be available to schedule a meeting with members in person after a request form is completed. (As referenced on page 4).
Communication Staffing ▪
Communications Director - Job Description
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Strategic Plan for Desired Future Staffing for Communications Department
Appendix – Tangible Solutions and New Initiatives (Technological Needs, Personnel, Surveys, etc.)
Prioritize communication and eliminate *noise based on this inverted pyramid for communication. We will provide each event or announcement with various channels for communication. In order to avoid overproduction, we will not utilize all channels at once, for one singular event or announcement. *Noise is anything that removes an individual’s attention from the message being communicated; it is an interference with the communication process. When an abundance of information is communicated at once, it often creates noise.
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PRIMARY COMMUNICATION • Event clearly fits within the mission of IPC • Church wide: Target audience is diverse - various ages, communities, ministries participate • Major (most important) events of the various sessional committees • In most cases, the target audience (previous actual attendance) is very high (500+ or approx. 1/3 of our congregation). SECONDARY COMMUNICATION • Event clearly fits within the mission of IPC • Target audience is “ministry-specific” (not church wide) • Target audience (previous actual attendance) is between 100-500 • The major events within a specific ministry/community/sessional committee TERTIARY COMMUNICATION • Target audience (previous actual attendance) is less than 100 people • Minor events of a ministry/community • Communication for these events/programs is managed by the specific ministry/community, and not the communications department. Every six months, the communications department will create a designated event list (after staff submit upcoming events). Events will be designated Primary, Secondary, or Tertiary, based on the rubric above. This information will be given to the Senior Pastor of IPC for final approval or modifications. The strategic plan for each event will be given to the staff person overseeing the event in advance to the event taking place. The inverted pyramid will be step 1 of a process for filtering communication of events. All four steps will be included in the process of communication for events. 1.
Review Inverted Pyramid
2. Evaluate relevance of event in relation to congregation and time frame of other current events 3. Review historical importance of event 4. Consult the opinion of the Communications Director
*All events or service projects must be filtered through a community or a committee before requesting communication. If a member of IPC contacts the communication department requesting that we communicate any piece of information, we will refer that person to the committee chairman or lead TE that best suits their request.
COMMUNICATION GUIDELINES FOR STAFF AND MEMBERS Graphics
Graphics are a piece of communication. The communications department will oversee all graphics for primary and some secondary events at IPC (see below). Communication request forms are available for additional projects (see page 5) requiring graphic design. The Communications Director will coordinate with the project leader and develop a
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graphic that is professionally made, which the Communications Director and the project leader are both satisfied with. If graphics are used on the following channels, they must originate in the communication department. ▪
TV Screens
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Homepage of www.indepres.org
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IPC Social Media Pages (Twitter, Instagram, Facebook)
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Church wide Mailing/Mail-outs
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Newsletter (printed twice a year)
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Enews
If a piece requires professional printing it will be coordinated by the communication office. Graphics created or printed for other channels must abide by IPC graphic standards (p. 5). Communities and program ministries have the freedom to create graphics for projects and/or events that are intended for their program or community only. “In house” graphics that do not originate in the communications department must be approved by the Communications Director and follow IPC Graphic Standards (p.5). Please allow a 24-hour response time (normal business day) from the Communications Director in order to allow time to edit and make changes if this is deemed necessary by the communications department. Examples of pieces of communication which contain graphics that program ministries and communities can develop on their own are: § § §
Emails Newsletters Mail-outs
Letters (on official IPC letterhead) or emails that do not contain “in-house” graphics, and which meet the IPC Graphic Style Guide, do not need to be approved by the communications department. If only a picture is used in the letter or email, it does not need to be approved by the communications department, but it must meet IPC Graphic Standards. Graphic Standards 1.
All IPC Logos must follow the IPC Graphic Style Guide.
2. Graphics or pictures should be clear, never stretched or pixelated. 3. Graphics must be specific sizes for specific channels. 4. If graphics are produced for the web they must be delivered to the communications department in .jpeg format.
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Copyright Standards We won't use found images or graphics (ex. from Google images) for church wide promotional purposes under the assumption that they are copyrighted. Evaluate Vendors
We will evaluate our current vendors by requesting quotes for four different projects every six months. Ministry Specific Logo Use All ministries of Independent fall under the name and brand of IPC. In order for the church to work as one body of believers with one mission, it is important that we strive to be unified in all communication and branding efforts. When conducting church wide or city wide mailings, the IPC logo should be used. Ministry specific communication
pieces (mailings, graphics, printed materials) should have the IPC official logo incorporated.
Content All content utilized by the church is a piece of communication reflecting IPC. Staff is free to write content for their events, knowing it is subject to editing by the communication department. Any piece of communication sent to 100 or more people must be viewed by the Communications Director. Request forms will be available for all additional projects (see page 5); the request form will require that any copy needed for the project is submitted at the time of the request. Staff or project champions will have the opportunity to review the final content of their project before printing or publishing. Timely Communication Communication of events and announcements will be evaluated based on a specific time period. Project Lead Time All additional projects will require at least four weeks lead time in order to create quality pieces of art and communication. Particular projects will require additional lead-time as necessary.
If an event does not meet the criteria to be communicated as a primary event (p.3), and needs to be publicized in less than the 4-week minimum required time frame, the publications for the event can be handled in-house and do not need to go through the communications office for approval. The avenues of communication will be limited to printed material and an email given only to the target audience. Channels Channels will be limited to a specific number of announcements. The content chosen to fill those limitations will be based on the inverted pyramid (page 3). Content will be varied among different channels. The channels will hold content based on the following:
Enews: 5 Announcements total including upcoming events TV Screens: 4 Slides total Bulletin: 4 Announcements total Homepage Web Banner: 4 banners total Pulpit Announcements: 3 total
7 Placement of Physical Content at IPC The Communications Director will coordinate the placement of printed materials located at IPC (Avon Entrance, Fellowship Hall, Hallways, etc.).
A PROCESS FOR PROMOTING ESTABLISHED* EVENTS AT IPC 1. Calendar | Staff will submit all events or announcements they anticipate that they will need communicated for the year. Staff will submit all events by December 1 and August 1. A calendar with all requested events will be completed. Staff will discuss event dates and times with the Executive Minister to examine any date overlaps. 2. Content Strategy | The Communications Director will create a content strategy calendar explaining a strategy of communication for the year based on the inverted pyramid (page 3). The strategy will include the channels and tactics that will be used for all established events on the calendar. A detailed strategy for all events occurring will be completed at the beginning of each quarter. 3. Communicate Strategy | The Communications Director will coordinate with program staff directors at the beginning of each quarter to develop a strategy for their events. 4. Evaluate | After events have ended the Communications Director will communicate with program staff directors and review communications of their event, evaluating what was successful and what could be improved. A record of evaluations will be filed and revisited the following year when events reoccur.
*Established events at IPC are events that we expect to reoccur every year. Examples include: Lessons & Carols, Women’s Ministry Luncheons, VBS, Children’s Choir Programs, Youth Conferences, etc. A PROCESS FOR PROMOTING ADDITIONAL EVENTS AT IPC 1.
Request Form | Staff will complete request forms for any additional events that arise during the year. The request form will include questions about graphics needed and specific information (copy, photos, budget, etc.) will be required before the form is completed. Review Request | The Communications Director will determine if the request is the responsibility of the communications department. For events that are questionable in relating to the mission of IPC, the Senior Pastor will determine their communication placement based on the guidelines listed in this policy.
2. Response| If the project is approved, the person who completed the request will receive a reply with the expected finish date of their project. If the project does not meet the requirements listed, they will receive an explanation in response to their request form explaining why their request will not be met. 3. Lead Time | All additional projects will require four weeks lead time in order to allow time to create graphics and other promotional materials needed. 4. Calendar | Additional projects will be promoted based on the strategic calendar for established events, already in place.
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5. Content Strategy | The Communications Director will coordinate with the champion of the project to create a strategy for the event. 6. Evaluate | The same evaluation process followed for established events will take place for additional events requested.