CommunicationsStrategicPlanRev5

Contact Details Enquires relating to the content of this document should be directed to: Leslie Armstrong Telephone: 9560 9003 E-mail: [email protected] John Snare Telephone: 9802 3170 E-mail: [email protected] Revision Status

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 decide to take based on the identified options for improvement will be the core of the plan. The objective of this plan is to make sure that our communications: · has options that meet the needs of as many people as possible; · is timely and relevant; · is coordinated; and · evolves with the needs of people and the capabilities of technology and our ability to manage it. 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 it is done in a timely and inclusive manner; 2. to introduce new methods of communication as appropriate; 3. 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); 4. to ensure that all Church Communications are clear, appropriate and that no bias or offensive content is present; 5. to continue to develop our online and web presence as an outreach activity; 6. to maintain all brochures and promotional material used by GWUC; 7. to seek to make best use of community material to publicise events and activities at GWUC; 8. to liaise with Property Committee and make use of, and manage any external signage; 9. to take advantage of free promotional media wherever possible (i.e. Real Estate boards); 10. to publicise and communicate Presbytery and Synod activities and events; and 11. to encourage, support and assist all forms of communications in GWUC. 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 miss 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 newsletter 3. Brochures and pamphlets 4. Letters/posted mail 5. Leaflet drops Electronic 6. Telephone 7. Web site online information 8. Wiki online information 9. Electronic mail (person-to-person and groups) 10. E-news 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 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 can also contain reports of important activities. · The bulletin is intended to be read on the day that it is received. Contact Person Wendy Wyatt 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 cheaply duplicated using the church photocopier. Production by Wendy in the office is routine. Copies of the bulletin are printed, folded and collated on Friday’s for distribution at Sunday worship services. The bulletin is distributed by email to those that prefer it with benefits of reduced paper usage and less effort printing, folding and collating. Opportunities for improvement 1. Layout and sequence of information could be improved. 2. Some duplication of content could be eliminated. 3. Clarify which rosters need reminders in the bulletin. 4. Content checking is needed as well as proof reading to make sure that all the information is correct. 5. Provide a ‘current information’ spot for each of the mission areas (growing faith, inclusive community, community hub, and community outreach) once a month. 6. Prepare guidelines for content preparation and a template for the structure of the weekly bulletin to improve consistency and the ability of readers to quickly find what they want. 7. An alternative layout for electronic presentation could be considered. 8. Publication on the wiki is an option. Purpose The purpose of Newview is to provide thought provoking information to the congregation. It also provides a window to our congregation and is prepared as if it were first information about us that a person has seen. Newview provides something for visitors to hand out and talk about when visiting members of the parish and potentially 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. · Contents includes ‘opinion pieces’, and items produced as a result of interviews of congregational members. · 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 cheaply duplicated 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 content on the website and E-News. Purpose Brochures and pamphlets are available in a rack in the church foyer to let newcomers and other members of the congregation know about the regular activities of groups within our congregation. They lead people into deeper engagement with our congregation than participation in worship alone. Brochures contain summary and contact information and are updated occasionally when something changes. Contact Person Wendy Wyatt (to be checked) Status Brochures for groups are available. Presentation is a single A4 sheet, printed in greyscale on coloured paper and folded into three. Opportunities for improvement 1. At least an annual review of the range and content of brochures could be undertaken, with content referred to group leaders for checking. 2. Electronic versions of the brochures could be prepared and published on the web site. A routine procedure could be established to make sure that any pamphlet changes are carried through to the web-site versions. 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). · In some cases, letters are personal and are sent for a specific purpose (e.g. rosters, planned giving reports). Contact Person To be discussed. Status To be discussed. Opportunities for improvement To be discussed. Purpose Letter drops are used to promote major fundraising initiatives that are likely to be of broad interest in the community. · 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 Ian MacMillan Status Letter drops are routine to promote the book fair and fete each year. Presentation is greyscale (predominantly black and white) so that it can be cheaply duplicated 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 content on the website, temporary signs outside the church, and E-News. Purpose Immediate and personal contact between individuals for a wide variety of purposes. · The ministerial team contact members of the parish by phone. · Members of groups contact each other by phone. · Telephone contact is used in association with managing rosters. Contact Person Wendy Wyatt (looks after the congregational database content) Status Routine Opportunities for improvement None identified. Purpose The Glen Waverley Uniting Church website lets the wider community know about our church. The predominant purpose is outreach. · It is like an electronic brochure with content that is of interest to people beyond the congregation. · Contains a link to the congregational wiki. Contact Person Russell Greenwood and Aaron Blakemore Status Content is predominantly static. 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 out of date to Russell Greenwood. Opportunities for improvement 1. Responsibility for editorial content needs to be clarified. 2. Content needs to be routinely checked for currency and relevance. (Out of date news needs to be hidden/archived/removed.) 3. A policy for news and other content of limited lifetime needs to be developed. 4. News and other topical information needs to be coordinated with content in Newview and E-news. 5. Event organisers need to be made aware of the option of promoting their event on the website (even organisers responsible for content). 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 tools 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 John Hurst Status In trial mode, hosted by a server at John Hurst’s house. 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 changes. 2. Tools and templates for the creation and editing of content could be improved or 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. Investigate incorporation of a calendar of events and building usage on the wiki 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. Contact Person To be discussed. 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/correctness of email addresses. 2. A style guide could be prepared for use when email concerns routine matters, e.g. regular reminders of upcoming events. 3. Templates could be prepared for some common types of email. Purpose To be discussed. This could be a new communication option, or could be covered by the web and wiki. Contact Person To be discussed. Status New communications option. Opportunities for improvement If it is decided to produce e-news separately from other communications options, an implementation plan will go here. 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 they are ill, or otherwise not able to get to church. · Sometime 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. Purpose It is sometimes necessary to add emphasis to notices relevant to the life of the church in the weekly bulletin 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 engage people present to worship 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 Happens on an ad-hoc basis. The amount 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 re-enforced 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. 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 notice boards are assigned to different activities (e.g. youth, young families, the different areas of mission, seniors). Contact Person To be discussed. Status Some, but not necessarily sufficient permanent notice boards exist. 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 notice boards are to be provided on the north wall of the fellowship area (above the ramp), designated for the use of the mission outreach group, the community of faith missional group, and the combined inclusive community and community hub missional group respectively. The leaders of each of these groups are responsible for what is on each notice board (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 (Wendy) will be asked on a routine basis to check that notice boards 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 notice board (in the foyer) for the use of people in the congregation and beyond. 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 Leslie 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 notice board, 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. Purpose Temporary signs advertise major church events to the community. Contact Person Leslie Armstrong Status Signs are 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/Leslie Armstrong. Opportunities for improvement 1. Guidelines needed on when temporary signs can be used, approximately how big 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. Describe Communications/StrategicPlan here.