Communications Workflow
Submit a Request
Basecamp
Review Creative and Proof Content for Accuracy
Frequently Asked Questions
Communications Ministry Overview
Communications Workflow Overview
- Submit a request
- Once project is assigned on Basecamp, add any supporting content, respond to questions, and check the To-dos for deliverable schedule.
- Review creative and proof content for accuracy.
- Review revised creative. Approve if satisfied or indicate any necessary revisions.
Submit a Request
To initiate a project with the Communications team, start with the appropriate Request Form at: https://www.roswellpres.org/communications
If you’re unable to remember the url, you can go to Basecamp to the following places:
If you’re unable to remember the url, you can go to Basecamp to the following places:
- Roswell Presbyterian Church HQ / Docs & Files / Project Request
- _RPC STAFF / Docs & Files / Communications Process / START HERE Request Form
Note on Content
It is up to the team/person submitting the request to include the basic copy to be used for the Communications Request. As a team will come up with the final copy together, edited and proofed by everyone. Final approval must come from the person submitting the project.
If the request is to use creative + content from a previous year, then the Communications team can look this up.
If you have a change in date, time, location, or any other content relevant to your project, please do not email the Communications team directly. Instead look up the Basecamp project and add a new message with the revision. Please be sure notifications are set to include Vicki Tribick.
If the request is to use creative + content from a previous year, then the Communications team can look this up.
If you have a change in date, time, location, or any other content relevant to your project, please do not email the Communications team directly. Instead look up the Basecamp project and add a new message with the revision. Please be sure notifications are set to include Vicki Tribick.
Form Options
The Communications Workflow now has 9 request forms.
COMMUNICATIONS REQUEST (EVENT/PROGRAM/CLASS)
COMMUNICATIONS REQUEST (EVENT/PROGRAM/CLASS)
- All things to promote or support events, programs, or classes including one time or ongoing.
Event/Program Default Deliverables (for promotional purposes):
- Digital Screen around campus
- Event on EVENTS website page with image
- Social post on Facebook and Instagram (2 posts if needed)
- Ebulletin church-wide email on Thursday evening (if church-wide event or program)
CALENDAR REQUEST
- Use this form to submit your calendar request.
- This replaces having to email: calendar@roswellpres.org
FACILITIES REQUEST
- Use this form to notify the RPC Facilities team when you plan to use any room on campus.
- This replaces having to email: ivaylo@roswellpres.org
KITCHEN REQUEST
- We currently do not have a kitchen staff, but this form is to let Lyndsay know if food is being served at an event.
CREATIVE REQUEST
- This form is for all creative needs not specific to an event such as a graphic, an email template, a landing page, a mailer, a product, a one-time printed piece.
Additional deliverables/creative not specific to an event, could include:
Branding:
Branding:
- Logo
- Event Graphic
- Blog
- Email Newsletter
Printed Items:
- Hand Out (need to indicate size)
- Outdoor Banners (On Atlanta St and Mimosa Blvd.)
- Light Pole Banners
- T-shirts
- Room Signage (need to indicate size)
- Print Ad: Appen Media
- Table Topper (need to indicate size)
- Sticker (need to indicate size)
- Booklet/Cover (need to indicate size)
- Worship Guide Insert
- Worship Guide Cover
- Mailer/Postcard
- Tchotchke or other printed item
Digital Items:
- Website Change
- Email Template
- Email Campaign
- Additional Social Posts
- Downloadable PDF
- Landing Page
SERMON SERIES
- This form is to initiate creative development for a new Sermon Series.
- Only the Music and Worship team can request a Sermon Series project.
Sermon Series Default Deliverables (in addition to the above):
- Concepts*
- Screen Graphic
- Worship Guide Header
- Website Graphic
- Thursday Email Header
- Watch Worship Landing Page
*Concepts will be shared for approval with the Worship Arts Creative Team. Generally, the screen graphic is used to show the concept. Once the concept is approved then the other deliverables are produced.
- This form requests worship production of any worship experience. The intent of tracking production on Basecamp is to set To-Dos and to share additional information with the team beyond the Worship team for production.
- This is in addition to Planning Center.
- Only the Music and Worship team can request a Worship Production project.
GRAPIC UPDATE
- This form is to be used for quick turnaround requests that require minimal editing.
- Should this graphic be associated with an event, it would not get the default deliverables (screen, events page, social posts, ebulletin email announcement).
WEBSITE UPDATES
- When you need to edit/add/delete content from the website of your ministry (not the Events page), please use this form.
- The Communications team does our best to keep all website content updated; however, it’s impossible to catch everything with the amount of content we have. It's the responsibility of each ministry to submit a request when your content needs to change for any reason (i.e. a registration has closed, an event has occurred, etc.).
- Website updates are not given a project number. After the update is completed, you will be notified.
VIDEO
- Use this form to request a video of any size or length.
- This includes, but is not limited to, brand new production and content, basic editing to preexisting video or recording an event to watch later.
Basecamp
Once the project request is reviewed by the Communications team it will be given a unique number. The significance of this number is that it makes tracking your project easier and identifies the year and quarter the request was initiated. The project is also added to our Master Project list that the Communications team uses internally to see the big picture of what our priorities are.
Once the Communications team puts the project in Basecamp you will get a notification letting you know you have access to the project.
Included in the Basecamp project
Once the Communications team puts the project in Basecamp you will get a notification letting you know you have access to the project.
Included in the Basecamp project
- The project request
- Any supporting or past creative for reference
- Copy if provided
- Any questions from Communications
- The To-Dos will be completed and assigned with deadlines
You are welcome to add any supporting files to the Basecamp Message Board at this time.
Why do we use Basecamp?
- Basecamp is designed to keep all project information in one place from the initial request to the completed project. When working on multiple projects for multiple ministries it is easier to look up a project in Basecamp to get the full details of the communications.
- It is more efficient than sorting through email.
- Basecamp To-Dos or assignments can be looked up by individuals on the project and in the timeline of what needs to be completed.
- It can be used to share or store large files. [Delete:You might be included in a project that starts with a “zz –“ or “_ “ these projects are for resource management of team collaboration.]
- [debating the idea of deleting this bullet since it doesn’t directly apply to the original question: If you do not see a project on the Basecamp home page, then it’s been archived. You can use the search bar on the home page to look up past projects. If you don’t remember the name of the project but have the project number, then you can search with the number. Or if you know the project was started in the first quarter of last year then you can search: 20_Q1]
Review Creative and Proof Content for Accuracy
Once the creative is ready for review, it will be posted in the Basecamp project Message Board for everyone to review - usually with the title Please Review.
If the project requires new creative, then one deliverable (typically the screen) will be posted for concept review. Once the creative is approved then the other deliverables with copy will be produced and uploaded to the Basecamp project for review.
If the project did not require new creative, then the message will include visuals and content for the deliverables requested.
PLEASE PROOF CONTENT FOR ACCURACY. This is very important. If you see something that you would like to have changed, let us know at this time.
If the project requires new creative, then one deliverable (typically the screen) will be posted for concept review. Once the creative is approved then the other deliverables with copy will be produced and uploaded to the Basecamp project for review.
If the project did not require new creative, then the message will include visuals and content for the deliverables requested.
PLEASE PROOF CONTENT FOR ACCURACY. This is very important. If you see something that you would like to have changed, let us know at this time.
Review Revised Creative. Approve if Satisfied or Indicate Any Necessary Revisions.
Once approved, the final files are uploaded to the Basecamp project Doc and Files folder. If you need to use the files you can download from the Message thread or the Doc and Files folder.
Other opportunities for review:
- Email: A test email will be sent to from Mailchimp before it is sent to the target audience. You will be notified to look for the Mailchimp Test email.
- Website Change: Once the change is made on the website, you will be notified with a link to the page where the change was made.
- Website Event: Once the event is on the website, a link will be posted in the Basecamp project.
- Landing Page: Before the link to the landing page is made public it will be posted to the Basecamp project.
- Social Media: Social posts will be posted to Basecamp in step 3, but if an error is found on the social platform after it was published the post can be edited.
- Printed materials: If an outside printer is producing a final printed communication, they will provide a PDF printer proof. This proof will be sent to you (email and Basecamp project) for you to review. Please be quick to respond to this proof. We want to have a quick approval time to meet the printer deadline.
Promotional Project:
A promotional project is a request the Communications Team creates for church-wide initiatives that span across multiple ministries. These initiatives include Lent, fall kickoff, Generosity Campaign, and Advent. Because they are important seasons throughout the year, they require an additional project for to promote all the activities across multiple ministries.
While you will not submit a Promotional Project request, we will include you as part of the project for input and approval if your ministry is represented in this initiative. For example, the Advent Giving Tree Program is a single request from the Mission Outreach ministry. Because it is also part of the overall Advent programming, we will add this content to the Promotional Project and will include the Mission Outreach Team for approval and review.
Frequently Asked Questions
What is the purpose of the Request Form?
The Request Form tells the Communications team what is required for the project. The intent of the form is to make sure we have the relevant information necessary to communicate the event/program/class to our congregation.
Who can submit a request for Communications?
Only staff members (not volunteers, council members, etc.) can initiate a request. Each ministry is responsible for being the liaison between the congregation and Communications.
What kind of projects need to be submitted?
Anything that requires the Communications team’s input and support. If any individual on the Communications team is emailed directly for a project, then you will be asked to complete a Request Form.
Does the Communications Team assist in creating graphics, copy, social post schedule, promotions, etc.?
Absolutely. We will work with you on creating a look that fits the purpose of what you are trying to communicate. If you have suggestions for a graphic and copy, please feel free to add them to the project request.
What is the minimum number of days from when I submit a request to when I can have finished deliverables?
Fifteen business days per request would be ideal. It takes a day or two to review and assign requests. Video projects take longer because editing and post-production require more time.
What is a deliverable?
A deliverable is the “what” you’re requesting from the Communications team. Some examples include social post, digital screen image or an email template. Deliverables are subject to review by the Communications team. We'll work with you to determine the best strategy.
If I decide to add a deliverable on a project that Communications is already working on, do I need to fill out the request form again?
You can add to the original project scope by commenting in the project message or uploading any documents. Please be as detailed as possible, and make sure notifications are set to include whomever Communications team member has been assigned to the project.
What happens when a project request is assigned to Basecamp?
The project will be given a title, assigned to a ministry, and the team will be invited to the project. [delete: This will allow access to all communications about the project and it’s the best way to directly communicate with Communications.] Basecamp serves as our main form of communications throughout the project (versus direct email with each other). Basecamp will also keep track of our timeline.
Why can’t I just add projects myself to Basecamp, instead of having to submit a work request?
For a couple reasons:
The Request Form tells the Communications team what is required for the project. The intent of the form is to make sure we have the relevant information necessary to communicate the event/program/class to our congregation.
Who can submit a request for Communications?
Only staff members (not volunteers, council members, etc.) can initiate a request. Each ministry is responsible for being the liaison between the congregation and Communications.
What kind of projects need to be submitted?
Anything that requires the Communications team’s input and support. If any individual on the Communications team is emailed directly for a project, then you will be asked to complete a Request Form.
Does the Communications Team assist in creating graphics, copy, social post schedule, promotions, etc.?
Absolutely. We will work with you on creating a look that fits the purpose of what you are trying to communicate. If you have suggestions for a graphic and copy, please feel free to add them to the project request.
What is the minimum number of days from when I submit a request to when I can have finished deliverables?
Fifteen business days per request would be ideal. It takes a day or two to review and assign requests. Video projects take longer because editing and post-production require more time.
What is a deliverable?
A deliverable is the “what” you’re requesting from the Communications team. Some examples include social post, digital screen image or an email template. Deliverables are subject to review by the Communications team. We'll work with you to determine the best strategy.
If I decide to add a deliverable on a project that Communications is already working on, do I need to fill out the request form again?
You can add to the original project scope by commenting in the project message or uploading any documents. Please be as detailed as possible, and make sure notifications are set to include whomever Communications team member has been assigned to the project.
What happens when a project request is assigned to Basecamp?
The project will be given a title, assigned to a ministry, and the team will be invited to the project. [delete: This will allow access to all communications about the project and it’s the best way to directly communicate with Communications.] Basecamp serves as our main form of communications throughout the project (versus direct email with each other). Basecamp will also keep track of our timeline.
Why can’t I just add projects myself to Basecamp, instead of having to submit a work request?
For a couple reasons:
- Submitting the request form triggers an email that goes to a dedicated request email account. This way it is not lost with other emails.
- When you submit your request, it allows us to review what is being asked, assign a unique project number, and to add it to Basecamp. Then it is assigned to the appropriate team of people who will be working on it. Just because you’re used to working with one person on the Communications team it does not mean you will always be working with that person. The projects can shift depending on availability and capabilities.
Why does it take so long to get a project on Basecamp?
After completing the request from then clicking submit, the form does not automatically go to Basecamp. The request is first reviewed for understanding of what is being asked. This review process is included in the 15-day time frame. It is best to submit a project with more time.
Can I email the person directly with a request if I know they will be the person working on the project?
No. You must always use the appropriate Request Form.
The workflow process is set up to keep the quality control intact. Often project details get lost in the email chain and are difficult to remember. Putting all details in one spot (on Basecamp) will expedite the time to turn around a deliverable because we’re not searching for details.
How are communications proofed before they are released to our members?
All communications will be posted to Basecamp for you to review. You must proofread and approve all the copy of any project before it is finalized. You are the final set of eyes. Website and social posts will be put in the project on Basecamp for you to approve before they are posted. A “test” email will be sent to the project owner to review and approve before the email is sent.
I don't always find it easy to access your documents off Basecamp to use for our own flyers etc.
Basecamp offers a couple different options to share documents. One way is in the Documents folder and the other is to attach a document to a message. Both methods allow for downloading to your computer.
Can we create our own graphics?
Depending on the impact of the event or program, teams are allowed to make their own graphics; however, the Communications team must review the graphics before they are published.
The downsides to doing this are:
After completing the request from then clicking submit, the form does not automatically go to Basecamp. The request is first reviewed for understanding of what is being asked. This review process is included in the 15-day time frame. It is best to submit a project with more time.
Can I email the person directly with a request if I know they will be the person working on the project?
No. You must always use the appropriate Request Form.
The workflow process is set up to keep the quality control intact. Often project details get lost in the email chain and are difficult to remember. Putting all details in one spot (on Basecamp) will expedite the time to turn around a deliverable because we’re not searching for details.
How are communications proofed before they are released to our members?
All communications will be posted to Basecamp for you to review. You must proofread and approve all the copy of any project before it is finalized. You are the final set of eyes. Website and social posts will be put in the project on Basecamp for you to approve before they are posted. A “test” email will be sent to the project owner to review and approve before the email is sent.
I don't always find it easy to access your documents off Basecamp to use for our own flyers etc.
Basecamp offers a couple different options to share documents. One way is in the Documents folder and the other is to attach a document to a message. Both methods allow for downloading to your computer.
Can we create our own graphics?
Depending on the impact of the event or program, teams are allowed to make their own graphics; however, the Communications team must review the graphics before they are published.
The downsides to doing this are:
- The graphic is not able to be edited to the appropriate size and format for the multiple communications channels.
- Communications would be out of the loop on the event/program and unable to promote it.
- Communications would not have the most updated graphic the following year when we get ready to do the same event/program.
Why don’t I get updates on the timeline of the project?
Once a project is added to Basecamp the tasks or deliverables are added to the To-Dos. This indicates who is working on the task and the target deadline.
We are working to improve communications on when a deadline is missed or moved. We are doing our best to meet deadlines and priorities. If you’re wondering when your deliverables will be ready, check the To-Do list on Basecamp. If the deadline has past, please post on Basecamp to ask why. We try not to let things slip but sometimes they do. Additionally, sometimes we must prioritize depending on specific requests.
Why can’t we have full access to the website to make changes ourselves?
Squarespace is not intuitive, and we have a complex website. That said, a manageable work around is to have a Mailchimp landing page that your ministry can access to make edits.
What is the protocol for maintaining our ministry's information on the RPC website?
Whenever you'd like to edit/add/delete an item from the website, please submit a Website Request Form. The Communications team does our best to keep all website content updated; however, it’s impossible to catch everything with the amount of content we have. It's the responsibility of each ministry to submit a request when your content needs to change for any reason (i.e. a registration has closed, an event has occurred, etc.).
Items listed on the Events page will automatically roll off when the event day passes. This is not the case in any other location on the website where that event is posted. Please help us keep our website as consistent and updated as possible.
Once a project is added to Basecamp the tasks or deliverables are added to the To-Dos. This indicates who is working on the task and the target deadline.
We are working to improve communications on when a deadline is missed or moved. We are doing our best to meet deadlines and priorities. If you’re wondering when your deliverables will be ready, check the To-Do list on Basecamp. If the deadline has past, please post on Basecamp to ask why. We try not to let things slip but sometimes they do. Additionally, sometimes we must prioritize depending on specific requests.
Why can’t we have full access to the website to make changes ourselves?
Squarespace is not intuitive, and we have a complex website. That said, a manageable work around is to have a Mailchimp landing page that your ministry can access to make edits.
What is the protocol for maintaining our ministry's information on the RPC website?
Whenever you'd like to edit/add/delete an item from the website, please submit a Website Request Form. The Communications team does our best to keep all website content updated; however, it’s impossible to catch everything with the amount of content we have. It's the responsibility of each ministry to submit a request when your content needs to change for any reason (i.e. a registration has closed, an event has occurred, etc.).
Items listed on the Events page will automatically roll off when the event day passes. This is not the case in any other location on the website where that event is posted. Please help us keep our website as consistent and updated as possible.
Communications Ministry Overview
The RPC Communications team includes the following positions:
Director of Communication and Digital Strategy
Vicki Tribick
To create an effective communication strategy, messaging, and medium that ensures a compelling and consistent Roswell Presbyterian Church brand and to encourage clear and timely information that inspires and engages our congregation and community to follow Christ.
Primary Duties and Responsibilities
1. Develop and execute communications strategies that further the vision, mission, goals and ministries of Roswell Presbyterian Church
2. Provide leadership and supervise the Communications staff
3. Champion of emerging technologies and concepts in communications and marketing
Current Goals
Director of Communication and Digital Strategy
Vicki Tribick
To create an effective communication strategy, messaging, and medium that ensures a compelling and consistent Roswell Presbyterian Church brand and to encourage clear and timely information that inspires and engages our congregation and community to follow Christ.
Primary Duties and Responsibilities
1. Develop and execute communications strategies that further the vision, mission, goals and ministries of Roswell Presbyterian Church
2. Provide leadership and supervise the Communications staff
3. Champion of emerging technologies and concepts in communications and marketing
Current Goals
- Work on 2-5 Year Communications Vision.
- Replacement of interior and exterior signs.
- Usability review and adjustment to RPC website.
- Enhance worship with visual and meaningful engagement.
- Enhance mission outreach program promotion.
- Support Membership communications.
- Support communication efforts for key RPC initiatives: Kick-off, Generosity, Advent.
Associate Art Director
Meghan Greenwalt
As a vital member of the Roswell Presbyterian Church’s communications team, this position works to generate content to advance the messaging and branding of RPC, with a particular focus on visual design, photography, and video production. He/she will have creative storytelling abilities and strong technical skills.
Primary Duties and Responsibilities
I. Serve as point person for all livestream worship services and events.
II. Collaborate with Director of Communication and Digital Strategy to support various communication and digital engagement strategies.
III. Overall support for Communications, particularly video
Current Goals
- To enhance worship with visual art for meaningful engagement.
- To manage volunteers to run the livestream and LED screen each Sunday for worship.
- To support worship team beyond Sunday Mornings.
- To support ryeX (Middle School, High School) and ryeX Next with communications.
Social Media Engagement Coordinator
Megan MacMeekin
This position engages the congregation- both those in person in as well as those interacting digitally- in meaningful interaction that will both tell the story of Roswell Presbyterian Church as well as draw folks into the life of RPC, both in membership and in mission.
Primary Duties and Responsibilities
I. Oversee Digital Engagement for Mission
II. Oversee Digital Engagement for Membership
III. Overall support for Communications, particularly content editing, consistency, and proofing.
Current Goals
- Continue to streamline mission outreach program promotion. To increase awareness of mission outreach strategies and programs.
- Support new membership efforts with digital engagement and strategies. Work with Director of New Member Connections to brainstorm initiatives to have meaningful engagement with new members.
- Support and assist with overall Communications projects. Work with communications team to streamline project assignments and maintain consistent messaging within various departments and social platforms.
