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Communicators - Meeting Minutes
Communicators > Meetings > Minutes > 3/13/08

March 13, 2008 - Message Repetition

Present
Planning Communication
Other Thoughts

Present

Barb Anderson, Hosanna, Rochester
Lorraine Anderson, Redeemer, Alden
Bev Draeger, Our Savior's, Owatonna
Pauline Fenelon, Faith, Janesville
Paulette Gieseke, Christ the King, New Ulm
Joanne Hamilton, Our Savior’s, Rochester
Katie Livingood, Southeastern Minnesota Synod
Marge Maetzold, First, LeSueur
Rev. Greg Ofsdahl, Redeemer, Alden
Amy Olson, Christ the King, Mankato
June Rezac, Faith, Janesville and North Waseca, Waseca
Lois Smook, Messiah, North Mankato
Geraldine Williams, Our Savior's, Spring Valley

Planning Communication

We've been told that people need to hear a message at least seven times to retain it. We've also been told not to sound like a broken record. How do you balance that? The two pieces are to get the message out in as many places as possible, and to do so with a plan/purpose to make those messages effective. 

Ways to Communicate:

  1. Newsletter

  2. Bulletin/Announcements

  3. Website

  4. E-mail

  5. Bulletin Board

  6. PowerPoint

  7. Word of mouth

  8. Flyers

  9. E-news

  10. Postcards/Mailings

  11. Newspapers with ads, stories or columns

  12. Radio

  13. T.V. (ex. Community Events)

  14. Signage

  15. Synod or other public sites

  16. Yellow pages

  17. City welcome/tourism guides

  18. Phone/phone trees

  19. Text messaging

Don't just jump into your communication. Do some planning first. Ask yourself these questions:

What is my goal/purpose? What am I trying to accomplish?
(examples of answers include: Get people to your event, help them to understand the point/purpose of the event, prepare people for the event)

Who is your audience(s)?
(this can include many different groups, not just "congregation members", break it down, examples include: older members, parents, inactive, leadership, visitors/new members, youth, etc.)

The above help narrow down how and what you'll communicate and also help you determine the vehicle for your message. An 85-year-old shut-in does not respond to the same kinds of communication as a 15-year-old confirmation student. Young adults may not have the same interests or concerns as parents.

Here is an example of working through communicating a message regarding an event to older people: (both this and the next example were done in respect to the synod hearing on the proposed draft of the ELCA Social Statement on Human Sexuality, the first especially is fairly general though)

Objective/Purpose/Goal

  1. Encourage them to participate

  2. Make the event relevant for them for them

  3. Make information to prepare for the event available

  4. Provide transportation??

  5. Give directions (they're not as literate at using online maps or tracking down directions)

Tactics

  1. Consider roadblocks like limited access to computers and poor eyesight, use low-tech options and large fonts

  2. Mailings

  3. Phone call service - one example is www.onecallnow.com/church (record a message and it automatically gets sent to anyone on a list)

Another example of communicating to leadership:

Objective/Purpose/Goal

  1. Engaged people in discussion, not just complaining

  2. Get them to respond even if they can't attend

  3. Give a heads-up to leadership before widely publicized

What Leadership needs to do before making information public to congregation regarding the draft statement:

Objective

  1. Read draft and participate in pre-hearing

  2. Learn how to talk to congregation about topic

  3. Be comfortable in their discussion

  4. Understand the document

  5. Consistency in behavior & process

Tactics

  1. E-mail a heads-up

  2. Set up an educational meeting

  3. Mail information (such as the draft)

  4. Calling tree if appropriate

(Thanks to Joanne Hamilton for helping take minutes up to this point!)

Other Thoughts

Who does the website?

  • Some do it on-site, some off

  • Some can change whole site, others can only update information, and still others have to relay the information. The second option is good for making sure things get updated but not needing the office person to be 100% knowledgeable.

  • If a volunteer, the key is to have someone dependable. Make sure to have records of all information in case something should happen to that individual.

  • Important to keep the website updated, otherwise becomes obsolete. If this is one of your methods of repeating a message, it has to be a reliable source of information.

  • Balance goals of new/different communications with not letting them negatively affect communications (sometimes audiences don't appreciate new stuff, sometimes they distract from doing other work well, etc.).

  • Look at the website on a regular basis. Depending on content, this may mean daily, weekly, or monthly.

  • Many new members are finding churches online, so remember that audience as you create/update/maintain your website!

  • Some calendar ideas include - www.MyChurchEvents.com (used by the synod), www.AirSet.com (used by Redeemer, Alden and recommended by Lorraine Anderson), and www.localendar.com (I noticed this used by St. John's, Kasson). The first is a paid subscription, the second two are free services. The last one does include Google ads. 

What are some ways to share the larger message of the church? Not just worship times, when the ice cream social is, etc., but the mission, vision, and purpose of the congregation.

  • Talk about things that HAVE been done, not just a calendar of upcoming events.

  • Host a mission fair between services, on an evening, etc. to present for attendees what mission the church is involved in. Invite all committees from service groups to the altar guild to Sunday school teachers to the grounds crew - everyone!

  • Use signage. One example was given by Barb Anderson - at Hosanna, Rochester, they have their mission statement by the doors - "Gathered to Grow" coming in and "Sent to Serve" going out.

  • Use personal invitations and word-of-mouth to share the message of the church.

  • Remember the "church bubble." We use language, take "shortcuts" in writing and talking (not filling in all the background information, etc.), and lack follow-up because WE know what's going on. We forget that others aren't in the "bubble."

  • Time and Talent sheets can be a good tool, but need better follow up. Have real people (not just forms) also identify good people to fill important rolls in the church.

  • Another tool to use instead of or in addition to the Time and Talent sheets is a spiritual gift inventory.

  • There are several assessments on the ELCA website that can help determine where you are as a congregation - www.ELCA.org/evangelizingchurch/assessments.

  • Take a step back and look at the big picture, see who you are as a congregation, then look at your communication. Does everything work in harmony to convey that message, or do things need tweaking or complete overhauls?

Submitted by

Communications Director
Southeastern Minnesota Synod, ELCA