Newsletter Process

Below is the process for the Communication Coordinator and the Staff representative for Comm/CI to submit and publish a newsletter for their city

Communication Coordinator Steps

The Communication Coordinator will collect their content from their leadership team
Then they will go to the City Impact Leaders Resouces Page and under Ministry-Specific Guidance find the Communication drop down
Then they can use the template provided or create their own newsletter draft
Then they will submit a E-newsletter request using the Submission Form atleast 7 days before desired publishing day. (staff may request/notify communication coordinators about vacation times or other projects that may affect timing)

Once the newsletter is submitted the work flow Darin Jameson created will send an email, populate in the newsletter tab in Asana, and notify on teams. (New staff will need to work with Darin to create a workflow for personal notifications+)
Comm/CI staff member will take a look at the newsletter to make sure that all content has links to events and opportunities and nothing too outlandish in the messaging.
They will send an awknowledgement letter to the Communication Coordinator letting them know they have recieved the newsletter. If there's any initial concerns about content or if an opportunity needs to be verified this can be addressed here.
For opporunties or events that need to be verrified ask the Communication Coordinator to have the correct layleader connect with their MAP via forms on the City Impact Leaders Resouces Page
For content rewording you can consult Tara Stack or Darin Jameson

Find template: Ministry Platform --> Communications --> Templates --> Search Impact (city name) --> Select the template under with user group communcation or template name impact (city name) newsletter
Select template --> Tools drop down --> Template Editor (only edit in the editor)
A new screen should pop out
Change the title of the name to end with the current month and hit save.
(Here's my process but feel free to make it your own- Sarah Sardar)
I move all the content from the submitted newsletter into the newsletter, arrange to make it flow, add button and pictures
I then read over to make sure content makes senses or reword sections, grammar and spelling check, and then links.
Hit Save

Then go to MP --> Tools --> New Message --> In contacts send it to yourself (last name, first name) and under select template find the template you're working on--> Hit send.
You'll recieve the newletter in your inbox and you can check links, format, spacing, and content again. Make any changes in template again and hit save.
Then send to Darin Jameson using the same process and make her edits
Then send to Frances Hoyt, Mandy Le, and Jamie Smith and make their edits
Then send to the Communiation Coordinator and whoever else they have asked to recieve the proof. Get the "go ahead" or edits

You may need permisions from IT/James Smith to be able to publish over a certain number
Go to MP --> Commmunications --> Publications --> under the all record drop down select City Impact Publications --> Select the cooresponding city publication for the newsletter --> Tools drop down --> New message --> Select template --> Check that the number of recipients looks right --> hit send

Move to correct bucket in Asana
Save email as a PDF and add to Teams Newsletter Folder
Add to Tableaus through MP --> Commmunications --> Publications --> Select City --> Messsages --> Add --> City Impact message Stats --> select newsletter --> confirm selection

Open Communications --> Templates --> Use most recent CI leadership Team Update
Tools --> Template Editor --> Change name to current city
Decided what needs to be highlighted this month 3-4 items is ideal. What equipping, events, podcast, theme?
Take out intro
Send outline to Omari and then add his edits in

External: Go to groups --> Group Participant --> select City Impact leadership from the drop down --> Select all --> Tools --> New message --> check to see if the sent number matches the total number --> Select the template and hit send.
Internal: Go to groups --> Search group 13500 City Impact Staff Contacts Select all --> Tools --> New message --> Select Recipent list --> Participants - Current participants --> check to see if the sent number matches the total number --> Select the template and hit send.