Out of Office Guidelines

Communications Director

When the communications director is out of the office please use the following framework for backup.

The communications director will keep his/her calendar up to date with meetings and out of office days noted. Please look at that calendar if you need immediate assistance and first ask the question “can this need wait until his/her return?” If not…

For the calendaring of e-comms, personnel issues/needs or any difficult, tricky or sensitive communications situations or needs please contact the Associate Director for assistance.

For project related needs please contact both the digital content coordinator and content writer via Trello as members on the card. They can assist with either handling the need directly or managing the appropriate people to help.

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Content Specialist

If a PR goes out and a corresponding news blurb is needed for the blog…

1. Send PR or link to PR to contractor Jane Klein, evolvedcommunications@gmail.com.
2. If she does not respond, send PR or link to PR to contractor Cathy Dold, cathydold@gmail.com.

If Jane is doing the blurb:

• Someone (Dave, Annaliza) will need to find and optimize a photo for the blurb and send it directly to Jane.
• Jane will write the news blurb AND post the blurb and photo to the blog.
• Someone (Dave, Annaliza) will need to post the blurb to Guardians’ Facebook and Twitter accounts.

If Cathy is doing the blurb:

• She will respond within two hours of send to confirm receipt.
• She will send back a Word doc with the blurb the same day as the PR is posted.
• Someone (Dave, Annaliza) will need to find and optimize a photo for the blog.
• Someone (Dave, Annaliza) will need to post the blurb and photo on the blog.
• Someone (Dave, Annaliza) will need to post the blurb to Guardians’ Facebook and Twitter accounts.

Proofing Emails

Send emails to be proofed to Cathy Dold, mentioned above. Please try to send emails for proofing as far in advance as possible as Cathy isn’t in front of her computer working for Guardians eight hours/day.

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Digital Content Coordinator

Preparing and Sending Emails

For any emails that come in while the Digital Content Coordinator (DCC) is out of the office, Cathexis should be contacted to put the e-comm together.

Please remember to contact the Membership Manager for an appeal and package for donations. Cathexis has donation forms in LO for each type of comm. Andrea or a member of her team can update the cross-references and put the link into the email.

Andrea Fleisher from Cathexis is familiar with our Frontline emails and can put together the newsletter if the DCC is going to be out during the last week of any month.

Andrea always sends a final test to the DCC and Content Specialist for review before the DCC finishes up the email, then it gets sent again to the Content Specialist just to ensure that all new additions and changes are working.

Website Updates

Updates to the website can be done by Susan Cover or the Content Specialist.

If a photo is needed for the update, the Communications Director or Content Specialist can provide the photo if one is not made available by staff.