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= Glen Waverley Uniting Church =
= Communications Strategic Plan =
'''Revision Status:''' Initial, Revision 5
'''Issue Date: 28 July 2010'''
'''Contact Details''' Enquires relating to the content of this document should be directed to:<
>
Leslie Armstrong Telephone: 9560 9003 E-mail: <><
>
John Snare Telephone: 9802 3170 E-mail: <><
>
'''Revision Status'''
||'''Issue''' ||'''Date''' ||'''Description''' ||
||Initial ||2010 ||Discussion draft ||
||Rev 1 ||14 April 2010 ||Updated following discussion at Comms Committee ||
||Rev 2 ||12 May 2010 ||Updated following discussion at Comms Committee ||
||Rev 3 ||13 May 2010 ||Errors corrected ||
||Rev 4 ||1 June 2010 ||Errors corrected ||
||Rev 5 ||28 July 2010 ||Updated following Communications Committee discussions. Subsection 3.2.6 on archiving added (and subsection on e-news removed). A comment on protocols for managing the church database has been added to Section 3, and subsections on electronic communication updated. ||
(Further revision numbers only for tracking the separately maintained Word document - the wiki keeps its own version numbers.)
== Introduction ==
The Glen Waverley Uniting Church involves many people in a wide range of activities associated with ‘On the Way Together [OtWT]’ themes of FaithCommunity, InclusiveCommunity, CommunityHub, and OutreachMissionalGroup.
Effective communication:
* helps members of the congregation, office bearers and church staff maximise the benefits of being involved with our church; and ·
* provides a view of our congregation and its activities to the wider community.
This document outlines the ways we communicate what we do and presents a strategic plan for the development of our communications options.
The actions that the Communications Committee decides to take, based on the identified options for improvement, will be the core of this Strategic Plan.
The objective of this Plan is to make sure that our communications:
* have options that meet the needs of as many people as possible;
* are timely and relevant;
* are coordinated; and
* evolve with the needs of people and the capabilities of technology and our ability to manage it.
== Responsibilities ==
The Glen Waverley Uniting Church Council has established a Communications Committee with the following responsibilities:
1. to oversee and coordinate all communications across the congregation ensuring that they are done in a timely and inclusive manner;
1. to introduce new methods of communication as appropriate;
1. to facilitate the production of a church magazine (currently called NewView) in a variety of formats (to bring the congregation together through the use of information and entertainment);
1. to ensure that all church communications are clear, appropriate and that no bias or offensive content is present;
1. to continue to develop our online and web presence as an outreach activity;
1. to maintain all brochures and promotional material used by GWUC;
1. to seek to make best use of community material to publicise events and activities at GWUC;
1. to liaise with Property Committee and make use of, and manage any external signage;
1. to take advantage of free promotional media wherever possible (i.e. Real Estate boards);
1. to publicise and communicate Presbytery and Synod activities and events; and
1. to encourage, support and assist all forms of communications in GWUC.
== Communication Pathways ==
This section describes current and planned ways information is communicated.
The purpose of this section is to present a picture of what is being done so that:
* gaps can be identified (e.g. groups of people who may be 'missing out');
* requirements can be identified to ensure that communicated information is consistent regardless of how it is communicated;
* guidelines can be developed to ensure that the most appropriate means of communication is/are used for any given purpose; and
* opportunities for improvement can be identified.
The following communications pathways are currently used or envisaged.
'''__Printed__'''
1. Weekly bulletin
2. NewView magazine
3. Brochures and pamphlets
4. Letters/posted mail
5. Leaflet drops
'''__Electronic__'''
6. Telephone
7. Website online information
8. Wiki online information
9. Electronic mail (person-to-person and groups)
10. Archives
11. Recordings of services
'''__In-person__'''
12. Notices in services (personally presented, audio, video)
'''__Signs__'''
13. Notice Boards inside the church
14. Permanent signs outside the church
15. Temporary signs outside the church
Communications using the different pathways will become increasingly linked to the Church database. Whilst the development of these protocols is a matter for Church Council, the Communications Committee needs to be kept informed of them in case they affect communications.
(Note: The church database now includes an attribute for each person selected from the list: !DoNotContact, !EmailContact, !LetterContact, !VisitContact; which will be used to determine the primary contact path for all members of the congregation. These attributes are automatically selected whenever a filter of the database is used for contact purposes. This will of course only be effective if '''all groups use the database''' for contacting members, and not their own private lists. JohnHurst)
=== Printed communications ===
==== Weekly Bulletin ====
'''Purpose'''
The purpose of the weekly bulletin is to deliver information of immediate but predominantly short-term relevance to members of the congregation.
* Information is predominantly future-looking and concerns worship, roster reminders, and what’s on.
* The bulletin may also contain reports of important activities.
* The bulletin is intended to be read on the day that it is received.
* The bulletin is intended to be read by everyone in the congregation.
'''Contact Person'''
ChurchOffice
'''Status'''
The Weekly Bulletin is a printed document that is also distributed electronically.
Presentation is greyscale (predominantly black and white) so that it can be produced economically using the church photocopier.
Production in the ChurchOffice is routine.
Copies of the bulletin are printed, folded and collated on Friday for distribution at worship services on the Sunday following.
The bulletin is distributed by email to those that prefer it with benefits of reduced paper usage and less effort printing, folding and collating.
A 'current information' space is provided once a month for each of the Missional Groups [Community of Faith, Inclusive Community, Community Hub, and Outreach Missional Group].
Content-checking is performed as well as proof-reading to ensure that all information is correct.
Guidelines for content preparation and a template for the structure of the weekly bulletin are in use to maintain consistency of presentation and to make it simple for readers to quickly find what they want.
There is risk that the bulletin may become 'bloated'. The target maximum size is 8 pages.
'''Opportunities for improvement '''
1. Layout and font selection could be used to keep the bulletin within the target size.
2. Content contributors should be encouraged to keep material concise, and the repetition of material over several weeks minimised.
3. An alternative layout for electronic presentation could be considered.
4. Publication on the wiki is an option.
==== NewView ====
'''Purpose'''
The purpose of NewView is to provide thought-provoking information to the congregation. It also provides a 'window' to our congregation and it is prepared as if it were the first information about us that a person may see.
NewView provides something for pastoral visitors to hand out and talk about when visiting members of the parish and potential new members.
* Information is predominantly a record of past events, but also includes messages concerning forthcoming church seasons (e.g. Easter, Advent).
* Articles are longer than those in the Church Bulletin, typically half to one and a half A4 pages.
* It provides an opportunity for telling stories. Content can include, for example:
** opinion pieces;
** information about groups within the congregation and their activities;
** reflections on the history of our congregation and the church;
** discussion of a person's faith journey and theological development;
** profiles of the hymns we sing, and
** items produced as a result of interviews of members of the congregation.
* Content is not time critical; not a ‘must read today’.
'''Contact Person'''
Faye Wagon
'''Status'''
NewView is a printed document that is also distributed electronically.
Presentation is greyscale (predominantly black and white) so that it can be produced economically using the church photocopier.
Routinely produced by Faye Wagon with assistance from Ken Coutts.
Although the objective is to produce five editions a year, publication dates are flexible.
Getting content is a problem.
'''Opportunities for improvement'''
1. Succession planning for the editor. Faye has hinted that she would like to handover to someone else. Ken has indicated a desire to end his involvement.
2. Ensure more formally that publication dates are tied to Easter, the Church Anniversary, Advent, and the visitation programme.
3. Explore options to get more content.
4. Consider preparation of a web-friendly version.
5. Coordinate content with that on the website.
==== Brochures and Pamphlets ====
'''Purpose'''
Brochures and pamphlets are available in a rack in the church foyer to inform newcomers and other members of the congregation about the regular activities of groups within our congregation. They lead people into an engagement with our congregation that is deeper than participation in worship alone.
Brochures contain a summary of the particular group or activity together with contact information. They are updated as necessary to reflect changes as they occur.
'''Contact Person'''
ChurchOffice
David Morgan (derived screensaver).
'''Status'''
Brochures for groups are available.
Presentation is a single A4 sheet, printed in greyscale on coloured paper and folded into three.
Material from brochures is used to produce an informative screensaver on the computer that is accessible in the foyer of the church.
'''Opportunities for improvement'''
1. At least an annual review of the range and content of brochures to be undertaken, with content referred to group leaders for checking.
2. Electronic versions of the brochures to be prepared and published on the website. A routine procedure to be established to ensure that any pamphlet changes are carried through to the website versions.
==== Inter-Church Council 'visitor' brochures ====
''' Purpose'''
The Waverley Inter-Church Council prepares a brochure for distribution to local hotels and motels to inform visitors about the churches in the area, worship times, and a contact person.
'''Contact Person'''
John Hurst
'''Status'''
Brochures are routinely produced and distributed.
'''Opportunities for improvement'''
None identified.
==== Letters/Posted Mail ====
'''Purpose'''
Letters (picked-up/posted/hand-delivered) are used to get important information on a single topic to members of the congregation.
* In some cases letters are not personal and go to every member (e.g. information about Easter activities and the Advent Programme).
* On occasion letters relate to pastoral care.
* Letters can be an important part of outreach, especially when sent to people who do not regularly attend worship
* In yet other cases, letters are personal and are sent for a specific purpose (e.g. invitations to events and groups, newcomer welcome, rosters, planned giving reports).
'''Contact Person'''
Distribution - ChurchOffice
Content - various, according to the purpose and reason for sending.
'''Status'''
Routine.
'''Opportunities for improvement'''
1. More attention to be given to reducing postage costs by encouraging people to look for letters and hand-deliver to neighbours.
2. Offer people the opportunity to receive letters by email.
3. Plan for at least two letters each year to everyone in the congregation (Easter and Advent are possibilities, with the Church Anniversary as another option).
==== Leaflet Drops ====
'''Purpose'''
Letter drops are a significant outreach activity. They are commonly used to promote major activities that are likely to be of interest to the community at large.
* Folded A5 pamphlets are hand delivered by walkers to every home in the Glen Waverley area except those that have ‘no junk mail’ signs.
'''Contact Person'''
IanMcMillan
'''Status'''
Letter drops are routine to promote the Book Fair and Fete each year.
Christmas 'postcards' are distributed during Advent.
Presentation is greyscale (predominantly black and white) so that it can be produced economically using the church photocopier.
Sometimes (on an ad-hoc basis) other events are included on Book Fair or Fete pamphlets.
'''Opportunities for improvement'''
1. Coordinate content with that on the website, and on temporary signs outside the church.
2. Investigate the cost of having brochures included as inserts in the local newspaper.
==== Newspaper Advertisements ====
'''Purpose'''
Newspaper advertisements may be used occasionally as an outreach activity in order to promote within the community specific, important, Church activities.
'''Contact Person'''
JohnHurst
'''Status'''
The Waverley Inter-Church Council places advertisements in the local newspaper to publicise the Easter and Christmas services of member churches.
Opportunities to gain promotion of Church activities as free news items to be sought on an ad-hoc basis.
'''Opportunities for improvement'''
None identified
=== Electronic Communication ===
==== Telephone ====
'''Purpose'''
To facilitate immediate and personal contact between individuals for a wide variety of purposes.
* The ministerial team members may contact members of the parish by phone.
* Members of groups may contact each other by phone.
* Telephone contact may be used in association with managing rosters.
N.B. Access to contact details in the church database is restricted. Details may be provided strictly in accordance with guidelines set by the Church Council and the Congregational privacy policy.
'''Contact Person'''
ChurchOffice (maintains the congregational database content)
'''Status'''
Routine
'''Opportunities for improvement'''
Provision of a congreational contact directory on the wiki, subject to access control, and where people listed in the directory have consented to have their details published in this way.
==== Website ====
'''Purpose'''
The Glen Waverley Uniting Church website informs the wider community about our church. The predominant purpose is outreach.
* It is like an electronic brochure as it has content that is of interest to people beyond the congregation.
* Contains a link to the congregational wiki.
'''Contact Persons'''
Russell Greenwood and Aaron Blakemore
'''Status'''
Content is predominantly static. It does not change a lot and is dependent on people providing content to the Webmaster.
Contains some major items of news, and promotion of fundraising events of interest to the wider community. Relevant to people who use the internet and the world wide web as a way to find information of interest.
'''Recent changes & guidelines'''
David Jackson to regularly look at the website and report any material that looks to be out-of-date to Russell Greenwood.
'''Opportunities for improvement'''
1. News and other topical information needs to be coordinated with content in the weekly bulletin and in NewView.
1. Event organisers need to be made aware of the option of promoting their event on the website (even organisers responsible for content).
==== Wiki ====
'''Purpose'''
The wiki provides information of interest to the congregation.
* The wiki meets a need similar to the weekly bulletin, but in addition provides a tool for meeting and group management (e.g. diary management, agenda management, report management)
* Content is dynamic, with both future-looking and record-keeping aspects.
* Wiki content can be created and amended by anyone who has access permissions, and can be the most up-to-date of any of the communications options.
* The wiki does not rely on a particular publication cycle.
'''Contact Person'''
JohnHurst
'''Status'''
In operation on a commercial server.
Contains a link to the church web site.
Training has commenced.
A moderate degree of computer literacy is needed to use the wiki.
'''Opportunities for improvement'''
1. Make it obvious how to set up email announcements of relevant changes.
2. Tools and templates for the creation and editing of content to be improved or to have more on-line instructions associated with them.
3. Procedures to maintain content and ensure consistency with similar information in printed documents need to be developed.
4. A style guide could be developed to assist people when creating new content from scratch.
5. Add a link to the calendar of events and building usage (which is on the church website).
6. Establish policies for access and tighten access settings.
==== Calendar ====
'''Purpose'''
In an organisation as large as Glen Waverley Uniting Church, a calendar is an important way of informing people about what is happening (and where and when).
The calendar lets people who are not members of our church know what we do. People such as those considering joining our congregation, or perhaps people from other churches looking for ideas.
The calendar is tool to help our own members find their way to activities of interest.
'''Contact Person'''
ChurchOffice (master calendar)
'''Status'''
ChurchOffice keeps a master calendar/diary.
A derived calendar is available on the Glen Waverley Uniting Church website.
Content derived from the calendar is used in the weekly bulletin.
'''Opportunities for improvement'''
1. Move the master calendar online so that the calendar on the website is up-to-date.
1. Establish a fallback provision for when ChurchOffice is absent.
==== Electronic Mail ====
'''Purpose'''
Email provides personal, low-cost delivery of information to those members of the congregation that use email.
Email can be used as a way to distribute electronic versions of the weekly bulletin and NewView.
Email can be used to distribute other personal information such as rosters.
Email can be used to get information to people quickly and at short notice.
A church server supports distribution of email to groups within the congregation. Details of the available groups are on the wiki.
'''Contact Person'''
David Morgan
'''Status'''
Routinely used for some purposes, e.g. distribution of the weekly bulletin and within groups such as the youth.
'''Opportunities for improvement'''
1. An email list server derived from the church database could improve privacy and help maintain currency and accuracy of email addresses.
2. A style guide for subject(header) lines for email sent to groups could be prepared and published on the wiki.
3. A guide for email etiquette could be prepared and published on the wiki.
==== Archives ====
'''Purpose'''
Archives preserve important records of activities and decisions within the Glen Waverley Uniting Church in accordance with the requirements of Synod.
'''Contact Person'''
David Morgan(Church Council Secretary).
'''Status'''
Paper archives are routinely managed. However, requirements for archiving electronic/on-line records ar not yet known.
'''Opportunities for improvement'''
1. Synod needs to be alerted to the potential requirement to archive records created and kept in electronis form and asked for advice concerning requirements.
2. Options for archiving could be prepared to assist Synod.
==== Recorded Services ====
'''Purpose'''
The purpose of recordings of services is to provide access to worship services to people who cannot attend in person.
* People may not be able to attend in person because of illness, or otherwise not able to get to church.
* Sometimes people like a reminder of a service they attended.
* Recorded services are transmitted to Beeac and potentially other churches that don’t have access to a minister. (Such transmission can be two-way.)
'''Contact Person'''
Warren Greenwood
'''Status'''
Not all services are recorded.
Services recorded for broadcast to Beeac are stored on-line for later retrieval. Capacity for retrieval is limited, and requires access to the internet and some computer literacy.
Audio recordings of services are not routinely made, but can be made upon request.
DVD recording of special events (special services, concerts etc) are made on an ad-hoc basis.
The Church does not provide a service of recording weddings because this is best left to professionals.
'''Opportunities for improvement'''
None identified.
=== In-person communication ===
==== Notices in Services ====
'''Purpose'''
It is sometimes necessary to add emphasis to notices in the weekly bulletin relevant to the life of the church by having someone make an announcement in regular church services. Experience shows that such announcements are important to the success of fundraising activities.
In-person notices are also sometimes necessary concerning topical matters that are not included in the Weekly Bulletin.
In-person announcements, appropriately presented, can help those present at worship engage with other activities in the life of the church.
'''Contact Person'''
The minister leading the service involved. If announcements are required in several services, several members of the ministerial team may need to be contacted.
'''Status'''
Occurs on an ad-hoc basis. The number of notices of this type is OK at present.
'''Recent changes & guidelines'''
1. The person leading the service should be contacted by the end of the afternoon of the Thursday before the relevant service. This is necessary to allow the worship leader to locate the announcement at a suitable point in the order of service, and (by discussion if necessary) to ensure that there are not too many announced notices.
2. The time taken for announcements will depend on the nature of the announcement, and can be discussed with the worship leader. However, ‘about a minute’ is a good starting point guideline.
3. For notices at services where the data projector is used, early advice to Warren Greenwood can allow announcements to be reinforced by information projected during the announcement.
4. Church group leaders have been advised by email of these guidelines, backed up by an article in NewView.
'''Opportunities for improvement'''
Some opportunities for improvement have already been identified and acted upon. Further opportunities for improvement will be considered as they arise.
=== Signs ===
==== Noticeboards inside the church ====
'''Purpose'''
Notices on boards inside the church provide visual records and reminders of important activities in the life of our congregations.
* Information is typically relevant for a period of weeks and sometimes longer.
* Different noticeboards are assigned to different activities (e.g. youth, young families, the different areas of mission, seniors).
'''Contact Person'''
Lesley Armstrong(Communications Committee Chair)
'''Status'''
Some permanent noticeboards exist but not necessarily a sufficient number.
An Elders/Church Council poster is on display with information about the elders and the church councillors.
Temporary, portable notice boards are available.
Notices of immediate relevance are placed on entrance doors on an ad-hoc basis.
'''Recent changes & guidelines'''
1. Notices on doors need to be located only on side panels and only for short periods.
2. Provision is to be made near the doors to advise of short-term changes to worship times (e.g. Easter, Christmas, Anniversary).
3. Three extra noticeboards have been provided on the north wall of the fellowship area (above the ramp), designated for the use of the Outreach Missional Group, Growing Faith, and, jointly, Inclusive Community and Community Hub respectively. The leaders of each of these groups are responsible for what is on each noticeboard (i.e. what goes on, when it comes down).
4. All notices are to have a ‘remove by’ date or a contact person on the bottom. Normally notices should have pre-planned removal, but in some cases notices can be long-term provided a contact person is identified.
5. The Office Manager will be asked on a routine basis to check that noticeboards are tidy and contain no out-of-date notices.
6. Church group leaders have been advised by email of these guidelines, backed up by an article in NewView.
'''Opportunities for improvement'''
1. Consider provision of a public noticeboard (in the foyer) for the use of people in the congregation and beyond.
==== Permanent signs outside the church ====
'''Purpose'''
Permanent signs outside the church tell the community who we are, how to contact key people, and when we worship.
* Permanent signs may be the first contact we make with people who may be interested in joining our congregation.
'''Contact Person'''
Property committee and Lesley Armstrong
'''Status'''
A permanent sign exists.
'''Opportunities for improvement'''
1. Consider location, taking into account council permit requirements if there is to be any change.
2. Consider the option of an electronic noticeboard, and its possible contents. Russell Greenwood is currently getting options and costs to help in the consideration of this opportunity. Funding through a special ‘Growing Generous Givers’ campaign may be appropriate if we wish to follow this opportunity.
==== Temporary Signs outside the church ====
'''Purpose'''
Temporary signs advertise major church events to the community.
'''Contact Person'''
Lesley Armstrong
'''Status'''
Signs may be provided by local Real Estate Agents.
Signs are routinely used to promote:
* Holy Week activities
* The Book Fair
* The Fete
* Advent activities.
In general, the people organising the event organise the signage through the Communications committee/Lesley Armstrong.
'''Opportunities for improvement'''
1. Guidelines needed as to when temporary signs may be used, approximately how large they should be, and where they should be located.
2. Guidelines needed on the number of temporary signs (and the number of events they promote) that should be used at any one time.