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COMMUNICATIONS PLAYBOOKDynamic InternalJuly 2022
SharePoint location:SharePoint Home - Documents - Branding&Comm_PlaybookDocuments, resources and shared files are linked throughout the Playbook in a blue font. 01Internal Communication Channels 06Email Campaign - Process of Approval07Email Campaign - Content/Schedule05Internal/External Communication ChannelTABLE OF CONTENTS08External Communication Channels09Communication Committees10-11Photo & Video12Branding Manual and Style GuideThis dynamic Playbook will be updated as needed, the revision date will be reflected on the cover page. All new staff will receive as they are onboarded with the Communications team.
Communication ChannelsWho am Isharing with?What Site?Who can see my document or content shared?Contact to post news, quick, links +Entire OrganizationPTPBC HomeALL-UsersDirector of Communications2+ Staff (Outside of my Team)Collaborative SiteAll-UsersSite Admin listed on site.My TeamTeam Site (i.e. PD, CP)Members of Your TeamSite Admin listed on site.InternalSharePoint Sites/Intranet A way to collaborate across teams with employees via an internal website that can be accessed from any computer or mobile phone. SharePoint can store, manage, and distribute files to users with different access levels and permissions. Quick Links· Tech Tuesday recordings, PPTs· File naming conventions1
Communication ChannelsWho do I want to have access?PuposeWho can see my saved documents?Only MeSave documents that do not need to be shared with anyone.Just me.Myself +Share documents that are in draft form that do not need to be seen by my team or organization.Anyone with whom I have shared the document with.InternalOne Drive An online document/file storage platform. It's typically used by individuals and business teams who need a central location to store and access files.2
Communication ChannelsInternalTeamsa persistent chat-based collaboration platform complete with document sharing, online meetings, and many more extremely useful features for business communications. 3Use links when sharing documents.Use the status feature to let your colleagues know when you are available or unavailable. If you do not want to be disturbed at a particular time, indicate that via your status. Please pay attention if you are DM’d, even if you’re working asynchronously, and respond if necessary. Norms
Communication ChannelsInternalMeetingsInternal meetings can take place in- person, via Zoom, a virtual meeting platform that is scheduled or TeamsVirtual Video Conference. 4Be proactive when planning for meetings. Know who you are meeting with andprepare information that can be shared ahead of time with resources and a call to action for attendees at the close of the meeting. Share one to three items that are useful to those individuals with whom you are meeting. Invite the Communications Team to a meeting to help inform them of new ideas, upcoming announcements, information regarding the field, etc. NormBefore initiating a Teams video call, send a chat first asking if individuals are busy or if you should place a meeting on their calendar.Tips
Communication ChannelsInternal and ExternalEmailA channel used to share information that must be seen by all-staff or anyone outside of the organization and doesn’t require all-user replies. Typically, this will include pertinent and timely news and updates.NormsSignature blocks should mirror the Director of Communications in font, style and format and modifications should be approved by Communications. 5Include indicator of content in subject line.FYI Action Requested by [month date, year]Notes: [Name of Meeting], [Date of Meeting]Response Requested by [month, date, year]NewsWhen requesting a response, be clear with the details of that response – how / when / who. Avoid back and forth conversations over email, especially between multiple participants. Avoid blanket emails and CC’s – only send to specific and relevant recipients. Keep the language factual and without emotion. It is very easy to misconstrue the intention of the written word. Always use the company signature at the end of an external email.
Supervisor's ApprovalSupervisor's Approval Director of CommunicationsDirector of Communications President/CEOPresident/CEO It's a process ....6Email Campaign Process of ApprovalConstant Contact – Prime Time’s selected email marketing platform used to send branded messaging to internal and external audiences.
OST News, highlights, resources, events, opportunities and more from Prime Time and other sources.Content due: TuesdayEditor: Director of Communications Monday, WeeklySubscribed stakeholders, Prime Time Post OST Registry Members, Prime Time employeesOST News, highlights, resources, events, opportunities and more from Prime Time and other sources.Content due: MondayEditor: Director of Communications Wednesday, Bi-WeeklyOST Professionals Professional Development BlastTitleDate LocationEvent Content due: 60 days in adv. of event.Initiate: Set Meeting with Director of Communications. Event Save-the-Date45 days in advance of event dateALL details regarding event. Include: what is offered and appeal for someone to attend.Content due: 45 days in adv. of event.Initiate: Set Meeting with Director of Communications. Event Invitations30 days in advance of event date7STEAMSELMiddle SchoolExamples of Content PrioritiesContent due: A minimum of 5 business days in advance of proposed deployment date.Send details to: Director of Communications.Targeted BlastsUpon Request- deployed, released, sent, distribute...CONSTANT CONTACT
Communication ChannelsExternalSocial MediaFacebook (@PrimeTimePalmBeachCounty) - 1,644 Followers https://www.facebook.com/PrimeTimePalmBeachCountyTwitter (@PrimeTimePBC) - 1,144 Followershttps://twitter.com/PrimeTimePBCInstagram (Prime_Time_PBC) - 1,040 Followershttps://www.instagram.com/prime_time_pbc/ LinkedIn (Prime Time Palm Beach County) - 296 Followershttps://www.linkedin.com/company/prime-time-palm-beach-countyYouTube (PrimeTimePBCInc) - 77 Subscribed https://www.youtube.com/user/PrimeTimePBCIncAs of June 20228QualityOSTPrimeTimePBCSELPBC
Communication ChannelsExternal Website: www.primetimepbc.orgPrime Time’s website hosted on Wordpress includes four main webpages that include a short overview on Prime Time’s offerings. Each webpage is designed to include all links and contact information for that specific information on the right side of every page. Process: To suggest modifications or to add content to the website, please contact the Director of Communications with suggestions and purpose for review. What We Offer the OST Field: includes research and information from the OST field that would be useful to website visitors.What We Offer OST Programs: includes information useful to OST programs and directors regarding the Palm Beach County Quality Improvement System. A majority of content for this section of the website is provided by the Quality Improvement Team. What We Offer OST Professional: webpage includes information useful to OST directors and practitioners regarding trainings, PD offerings and events. All content for this section of the website is provided by the Professional Development and Community Partnerships teams.What We Offer Children and Youth (ELOs): This webpage includes information on Prime Time’s expanded learning opportunities. Content for this section of the website is provided by Community Partnerships Team.Four main webpages: 9
Communication Committeesthe Director of Communications volunteers or is delegated to consider, investigate, take action on, or report on some matter during Communication Committee meetings..Norm: Committees typically include 12-15 people. Committees can break out into smaller work groups who take on charges that the committee has agreed on. The work group should consist of 4-5 committee members. 10LocalBirth to 22 Communication CommitteeChildren's Services Council Coffee Klatch - Communication designees from CSC's funded organizationStateFlorida Afterschool Network Communication Committee National Every Hour Counts Communication CommitteeCommittees that Prime Time's Communication Team is a part of:
PhotosPhotoShelter for BrandsSetup FREE account: https://primetimepalmbeachcounty.ph otoshelter.com/signup/signup/free Download app, Libris Uploader, on your smart phone using username and password from same account above. Upload photos saved to your phone and always add description. Add your name so we know it came from you:)Prime Time uses PhotoShelter for Brands as its primary cloud storage for photography. PhotoShelter gives Communications the option to tag photosso internal and external audiences canlocate photos quickly. Contribute All-staff are encouraged to take and share photos to our library. 1.2.3.Visit:Click on "Galleries" on top left. Use search bar to put in the name of an event, staff person or year.View Gallerieshttps://primetimepalmbeachcounty.photoshelter.com/index PhotoShelter Support Contact the Communications Team to receive assistance. 11
VideoPrime Time uses YouTube to share final videos. Videos can be made public or shared as "unlisted" where the video will only be seen if video link is shared. All raw video taken is saved on an external hard drive held by the communications specialist.Prime Time's YouTube channel: PrimeTimePBCInc - YouTubeProcess for Video Production:Set meeting with the director of communications at the time of the idea inception to discuss goals, budget, scope of work, timeline and storyboard. The communications specialist will then record and edit content for final deliverables. Filming Tips and Tricks: https://primetimepbc.sharepoint.com/:b:/r/sites/Collab/emprscs/Shared%20 Documents/Video/Filming_Tips.pdf?csf=1&web=1&e=2f8ehQ Video Contributions:Staff who would like to capture videos on their phone in addition to photos, should make sure their phone is held horizontally. Please do not upload your videos to photoshelter, instead send all video clips separately through www.wetransfer.com to the communications specialist.12
Branding Manual and Style GuidePrime Time's Branding Manual and Style Guide includes our visual identity along with guidelines for external facing communication such as email and PowerPoint formats. When onboarding new staff, the Communications Team includes with a welcome and reviews during a scheduled meeting. 13Branding Manual and Style Guide can be found:SharePoint HOME Documents - Branding&Comm_Playbook: Branding_Style.pdf This guide is set to be updated in 2023. Logos, PowerPoints, Letterhead and Zoom backgrounds can be found: SharePoint HOME Documents - LogoLetterheadPPTZoom
July 2022