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January 18, 2007 - Communication Policies
Present
Announcements
Communication Policies
Newsletter Practices
Facilities Use
Present
(Names of those in attendance were not previously
listed online, but it was requested at this meeting. This information will only
be posted with individuals' consent)
Kathy Voigt,
Little Cedar, Adams
Barb Anderson, Hosanna, Rochester
Evie Wallin, Christ, Byron
Geraldine Williams,
Our Savior’s, Spring Valley
Linda Johnson, St. John’s, Elkton
Gale McEvoy, Good Shepherd, Plainview
Cindy Cordes-Eversole, Bethlehem, Lansboro
Joanne Hamilton, Our Saviors, Rochester
Peg Mowery, Grace, Fairmont
Wendy Kauffman, Zion, Stewartville
Marjorie Meier, Little Cedar, Adams
Katie Butler, Southeastern Minnesota Synod
Announcements
Retreat registration is due by January 26. The
schedule was clarified and people were encouraged to attend this informal,
resource- and tip-sharing, relaxing event. Click here
for more information.
It was requested to share job descriptions. To save time and paper, we will put
those online. You can them to Katie now. An “official” request will go
out later.
Communications Policies
Policies from several synods were passed out as examples. View or download them
now:
Southeastern Minnesota Synod
PDF
Nebraska Synod PDF
Southeastern Synod
Metropolitan Chicago Synod
South Carolina Synod PDF
The description of communication policy that we worked with is any kind of
written policy that addresses communication in the congregation, specifically as
it relates to newsletters, bulletins, websites, and other publications. These
policies provide a safety net for communicators by giving them authority and
having a pastor and/or council approved explanation of policies.
The policy of the Southeastern Minnesota Synod is specifically approved by the
Synod Executive Committee of the council, though the communications director
does have the authority to make small changes (for example, deadlines).
One of the most important functions/clauses of a communications policy is to
give the appropriate staff/volunteers editorial control over their publications.
Examples of this in the synod policies include:
"The communications director, executive assistant,
and bishop all reserve the right to refuse to publicize any event if they deem
it to be inappropriate content for our publications: web site, e-newsletter, and
River Crossings." (Southeastern Minnesota Synod)
The all-important "space permitting" (Southeastern Minnesota Synod)
"The Director of Communications shall edit information and apply this policy."
(Nebraska Synod)
"Exempting emergency situations and death notices of synod leaders, the goal is
to send no more than 7-10 emails per week." (broad enough not to have people
say, "You didn’t say we’d get extra e-mails if the synod office was blown away
in a tornado!") (Nebraska Synod)
"The policy is subject to change as technology evolves. We work to maintain
standards as set forth by the ELCA Department of Communications at
http://www.elca.org/communication/webreq.html"
(Nebraska Synod, first part also in Metropolitan Chicago Synod)
"The Communications Director reserves the right to limit advertising in any way.
Decisions about placement and the right of refusal rest with the editor, who
reserves the right to cancel an ad at any time, for any reason." (Nebraska
Synod)
"In consultation with the Bishop, the websteward has final responsibility for
the content of the synod website. The websteward has all authority for making
additions, changes, and deletions to any part of the site; the overall “look” of
the site…; content and blocks on the homepage; and any links to other sites."
(Southeastern Synod)
"It is possible that certain portions of the website could be created and
maintained by various persons or groups…, but only the websteward will have the
ability to post material directly to the website." (Southeastern Synod)
"Decisions regarding content will take into account the primary purpose of the
web site as well as available time and skill level of the websteward."
(Southeastern Synod)
"These principles may be assumed not to cover all possibilities and
circumstances." (Southeastern Synod)
"Please remember that not all articles will always be printed. Space is
limited!" (South Carolina Synod)
* Note that the title of the individual rather than the name is used so that the
policy is not outdated if that individual is replaced.
If you publicize submitted information such as events, a disclaimer may be
helpful to protect your congregation. The Southeastern Minnesota Synod lists the
following disclaimer on the events pages and in the policy in response to a few
questions/complaints about event listings:
These events have been submitted to the Southeastern Minnesota Synod office by
ELCA or ELCA-affiliated entities. The synod is not responsible for the accuracy
of the information. Listing of an event does not necessarily mean that the views
expressed are those of the synod.
Two other helpful things to include in a policy are a “revised” date and
“approved by” line. This demonstrates how current it is and what authority is
supporting the policy.
It was also noted that some policies are approved by communications committees.
These committees can function in nearly any way that works for the organization,
but basically they can help formulate polices, review publications to see if
they need revamping, think of new ideas, proofread, etc.
The Nebraska Synod, Southeastern Synod, and Metropolitan Chicago Synod all
include a variation of identifying the purpose/goal and audience of each form of
communication. This practice is an excellent way to begin when a new publication
is started or when revamping an existing one. This helps you and the
congregation focus on what the specific goal is and focus efforts of that
publication specifically on achieving that goal. It also is something you can
point congregation members to and say, “What your asking for doesn’t fit with
this publication’s goal.” Example, if they want an announcement about a new
ministry in your bulletin, but you only list minimal event information and the
newsletter has the goal of sharing news, the policy will explain this.
Communication policies do not have any one set format. The examples looked at
were very different. Some covered every publication, some only the website or
newsletter. Whatever works for you is what you should do.
One type of policy that was specifically discussed was on event listings in
bulletins. Here are some noteworthy comments:
Put what is allowed in a written policy so you stay consistent
Put events on a bulletin board and either tell bulletin readers about the
bulletin board and/or list minimal information about the event in the bulletin
itself, keep the “wordiness” out
Put a calendar in the newsletter and maybe a weekly one in the bulletin rather
than an entire listing
Remember that the statistic is people need to hear things seven times to
remember something, but you also don’t want to sound like a broken record. Put
things in different places in different ways and be consistent about where they
are so that if someone is interested they can always find it.
We also talked about policies about notifying people of dates for meetings, etc.
One congregation had been helping council members a little too much for too
long, so they depended on a phone call every month to know when the meeting is.
If you make a policy change that effects people’s lives that directly, cut them
off cold turkey, make sure they know about it and understand it clearly, and
then encourage them and support them to get used to the new routine without
reverting to old habits.
Newsletter
Practices
Set a firm deadline, maybe even two – one for when people need to notify the
editor about content and one that the content actually has to be in. Make sure
your policy allows you to cut content for space (either shorten it or not
include it). Websites could include the full story or stories that don’t fit in
the newsletter.
How to handle thank yous?
Put them on bulletin boards
List them in bulletins
Pass them around at council meetings
It was generally agreed that including some and not others was not a good idea,
if you wish to include some, have a specific policy so as to not offend anyone
How long is your newsletter?
How to handle privacy?
The Nebraska and Southeastern Synod polices have some information, or check the
information from the September 2006 meeting on privacy
One newsletter included Christmas messages from all living previous pastors in
2006 and it was well received by members and the pastors
Facilities Use
We also talked a little about facilities use and outside fundraisers.
Regarding
facilities use, the conclusion was, have a policy in place that the must tell
you (or another designated individual) by a set date or they don’t get to use
the facilities. The May meeting will be on security in the church if you are
interested in other facilities issues.
If you’re interested in reading more
about the ELCA’s policy on third party fundraisers, look at
http://www.elca.org/legal/faq/thirdParty.html
Submitted by
Communications Director
Southeastern Minnesota Synod, ELCA |
