Appendix A: Communication Plan
Appendix A
Communication Plan
Objective
To establish normative processes for effective and timely communication with parents, children, and leaders utilizing targeted communication strategies that can be regularly updated as more is learned about the most effective communication mechanisms for each audience.
This plan establishes a baseline, a consistent rhythm of communication that can and should be supplemented as the needs of specific events and new initiatives arise. It is understood that the children’s ministry will draw on a wide variety of communication methods, including the church website, Facebook, texting, print marketing, snail mail, email, Instagram, and so on.
Foundational Content
At least twice a year (January and July), the children’s ministry staff does a thorough review and update of the content and structure of the children’s ministry webpages, ensuring that the following information is up-to-date and accurate:
⚪ Major children’s ministry event calendar
⚪ Weekly programming times and locations
⚪ FAQs for new families (“What You Can Expect”)
⬝ the check-in process
⬝ screening for volunteers
⬝ how to get involved
⬝ programming for parents
⬝ pick up, snow day, and other policies
⚪ Pictures, brief bio(s), and contact information for children’s ministry staff
⚪ Readily accessible “Contact Us” option
⚪ Pictures, video, or testimony of children, parents, and volunteers
In time for the launch of the fall program (by July), the content from the website is summarized in a printed brochure, designed specifically to introduce new families to the children’s ministry and to answer their questions. This piece should direct new families to the website for more detailed information and include at least the following information:
⚪ Who to call for more information
⚪ What to expect on your first visit
⚪ Major event calendar
⚪ Weekly programming calendar
One often-neglected piece is ensuring that the children’s ministry database is up-to-date and nimble, giving the children’s ministry staff and key volunteers easy access to all the contact information they will need to communicate effectively with children, youth, and parents.
Regular Parent Communication
Weekly social media updates (Facebook, Twitter, Instagram, or other platforms—not all of them) posted by a volunteer every Thursday
⚪ lesson topics
⚪ special recognitions and celebrations
Weekly website updates by a volunteer each Monday
Director sends monthly email to parents with information about upcoming events, lessons, and a link to accompanying ebook or article for families
Communication with Children
All children receive a postcard on their birthday from their Sunday school teacher, and can receive a special gift if they bring the postcard back to church. A volunteer makes sure the appropriate, addressed birthday cards are given to the appropriate teachers each week.
All children receive a card from their Sunday school teacher within the first six weeks of the beginning of school. A volunteer makes sure that the appropriate, addressed cards are given to the appropriate teachers each week.
The director reviews attendance at the beginning of each month, and children who have been missing for four weeks or more receive a call from their Sunday school teacher.
Communication with Volunteers
The director or age-level coordinator sends a text or places a phone call each Thursday to each volunteer scheduled to serve that weekend, asking what the team can pray for and offering to answer questions.
The director or age-level coordinator sends teachers an electronic copy of lesson plans the last week of the month for the following month.
The director or age-level coordinator sends a weekly email every Thursday with info on curriculum, events, and a helpful teaching tip.
Volunteer events are marketed by personal invitation, beginning at least six weeks prior to the event.
The director or age-level coordinator sends each volunteer a card on his/her birthday.
Visual Communication
Bulletin boards or wall space with posters show weekly/monthly lesson topics, children’s birthdays or special recognition, and seasonal inspiration.
Hallway screens display a loop of slides announcing upcoming events, lesson topics, and volunteers to be celebrated.
Foundational Event Promotion
Website. The event is announced on the website at least three months prior to the actual event, with new promotional content being added to the website every two weeks, until two weeks after the event.
Newsletter. The event is highlighted in the church newsletter one month prior to the event itself, drawing on the content created over the previous three months on the website.
Postcards or fliers. Two weeks prior to the event, any print promotion is put in the mail.
Personal calls and emails. Two weeks prior to the event, personal calls and emails are assigned to key staff and volunteers. These personal contacts continue until the event has received the targeted number of RSVPs.
Email. One week prior to the event, two group emails are sent:
⚪ reminding those who have RSVP’d
⚪ giving a final invitation to those who have not yet signed up
Email recap and thank you. This email goes out to all participants and volunteers within one week after the event, with information about a selected upcoming program.