Communications Delivery Group Meeting 1/5/14
10:30 – 13:00
- Sam: write up tactics section outputs (as mindmap) and share with Ed
- Sophy: write up group process section outputs and share with Ed
- Ed: write up strategy section outputs and share with Ed
- Ed: create Comms Strategy P.I.D.
- Sarah: create Transition Story P.I.D.
- Ed and Sarah: meeting London 20/5 to create PIDs
- Ben: email Ed with agreed agenda as discussed
- Sophy: email Ed the process and structure group’s Group Purpose statement
Tues 3rd June 14:00 – 16:15 including a 10 minute break
Totnes and Gotomeeting online
30 mins: monthly rhythm stuff (pare down the existing agenda ruthlessly)
30 mins: Structure:
review and adopt “Purpose”
discuss membership and roles (including review of “meeting chair”)
prioritise other Qs/issues
get action plan to carry these forward
30 mins: Strategy
30 mins: Tactics
Group meeting to explore and agree a future direction for this group
Which we did very well. We didn’t produce clear answers to details but defined the key points for comms (and this comms group), proposed a new process and purpose of the group, and agreed next steps.
Group’s relationship with:
TN communications strategy
TN Story project
Fi – keeper of the record
Rob – keeper of the clock
MikeG – keeper of the heart
Working agenda with notes per section
Group set up
What has happened since then
good / could have been better
Where we are at now
The Comms Delivery Group has regular meetings, standing agendas, regular patterns and has set an editorial process that is working
We keep going round tactical questions (e.g. our approach to social media) which need the strategic context to refer to
NG: what about (1) internal (team) comms, our sharing platforms, processes etc.? Is this a flourish area – not clear.
Sam: what about (2) ‘internal to the movement’, aim to reflect and amplify – how well do we do this?
NG: what about (3) external to the movement comms – there are 3 categories?
SMc: what we mean by internal – team, hubs, training pool etc? This is quite complex.
MG: newsletter tries to appeal to all these groups, as does the website – a big ask. Monthly round-up also tries to bring things together – feel like at a cross roads.
MT: themes – how to reflect wider strategy.
FW: tactical is great and working well – but what about the strategic – how do we assess if we are achieving what we want via comms?
MT: how can TIs/groups learn from our process about learning about and progressing our approach to comms? Newsletter layout and approach seems to work well, but could be broken out to different newsletters – training, hubs etc?. Maybe better than cramming it all into 1 and spread out over the month. Segment the audience?
MT: how much content is too much? An editorial strategy question.
SB: what happened to Comms plan that Anna helped Rob develop? That was focused around the lauch of the POJDS book, the rest of the work didn’t go anywhere yet. Board felt this was to early as strategy was not yet clear.
Ed: lots of stuff, but sometime overwhelming?
Moving into future
A few statements of intent:
We need to produce a comms plan to give us the strategic context
We need to produce the Transition Story project (the first elements of a comms plan)
We need to continue to handle the tactical comms (that we have been doing well to date in this group)
The people in this room have those pieces in their roles
Something about ongoing process about learning about better use of social media, can we use experts for this and other aspects of our comms work?
What’s the question we are addressing now, to get the pieces?
What are the pieces that people are holding, what are the questions we need to be address in relation to comms?
ALL wrote down all the pieces on paper and did a card-sorting/group feedback exercise – ACTION: Sam, Sophy, Ben: transcribe their work and send to Ed.
What to do with these [things on bits of paper]?
All: When, how is strategy going to be developed?
SB: Could work through some of these in the comms group?
NG: any quick wins here?
Sam: something aimed at people who want to get started in T? something around audience segmentation as a quick win?
Mike: something about the newsletter questions?
SB: small groups to do something in last 20 mins here on actual pieces?
Ed: a quick wins group could ID these things – but use time now for basics of this comms group – what we do next.
Mike: feeds into how we think about new website – stuff about audiences is key – could start with this? (Ed – 2 months until these decisions need making about website!)
SMC – 2 things (1) what about strategy and (2) what this group will be, moving forward (split of delivery & progrss on these pieces?) eg. next meeting and who will be invited to it? maybe a high level principle for now and divison of time for next meeting – maybe a working group forms to take on a piece – but start with next meeting.
Strategy group mini-meeting (Sarah, Ed, Fi)
There are 2 pieces…
Story project could pick up momentum and report into this comms groups monthly
Next step for both – do project initiation definition for both on 20th May in London.
Then take to next Comms Group meet on 3rd June, then Doing meeting 4th June, then Board meet 6th June. Could ask for funds from VKR for external support.
This comms group then monitors how those work packages are progressing, and this is where all touch base on where it’s going.
Need to figure out how much Sarah needs to be part of this group – initially to represent the startegy piece.
Process & Structure mini-meeting (Soph, Mike T, Ben)
Purpose – defined as per Soph…
General meets – agenda re-defined as regular monthly stuff, then time for dev of group and strategy, horizon scanning etc, then next meeting – equal time to all 3? Membership, relationships, decision-making. Agreed.
Membership to stay as it is for now – did not have time to discuss.
Q about the time allowed – make it 2 hours incl 10 min break – Yes agreed we will try this.
We will use go-to meeting.
Next meet Tues 3rd June 2-4.15.
Agenda will be jointly developed by Ed & Ben.
Also will discuss our roles at next group – informal and formal.
Tactical mini-meeting (Naresh & Sam)
small number of key, impactful messages > delivered to right audiences > to produce the otucomes we want > to support the aims of the TN.
Various testing points and operational Q’s.
Content depends on the Story, ideally, and gives feedback to the Story – need to build in these loops.
Also depends on strategy for target audiences. Don’t forget to do this for the offline comms
How to decide what the key messages are?
Next steps – will be discussed at next comms meeting, Sam to mind map.
Newsletter mini-meeting (Rob & Mike)
What is the best way to proceed?
Actions in bold italics above.