Who we are in the Organization
The Communication Committee is dedicated to protecting the brand of the National Coalition of 100 Black Women, Inc. - Delaware Chapter by disseminating effective, accurate and timely information to internal and external communities via email, our website and social media.
What We Do.
- Maintain the Website
- Control Internal & External Communications
- Set policy on what can be shared on social media
- Manage Dropbox
- Maintain distribution list
- Partner with other Committees and assist as needed.
- Develop Advertisements
- Develop content for Distribution
- Develop Communications plan
Corresponding Secretary
The Correspondence Secretary works closely with the Communication Committee, but has different responsibilities. below is a of her responsibilities.
- Receive the General correspondence for the Chapter.
- Work closely with the President to send letters to special guest, corporate sponsors, etc. and maintain a file of all correspondence
- Give notice of General Membership meetings to the membership and notice of Board of Directors meetings to members of the Board of Directors.
- Distribute correspondence from the NC100BW National office to the Board of Directors and, as appropriate, to the membership. (? National sends to all members so is this necessary?)
- Check chapter voicemail on a weekly basis retrieve and forward messages to the appropriate officers.
- Make timely announcements of programs, events, and resources that may be of interest to Chapter members.
- Work with President to respond to inquiries from the NC100BW National office.
- Work closely with the Fundraising and Public Relations committees to update and enhance the website information.
- Shall be responsible for electronic messages to Chapter members. (this should include both email and text)
- Shall perform such other duties as may be assigned by the President and/or Board of Directors.
SUBMITTING A COMMUNICATION REQUEST
Email Protocol
All Emails sent from NC100BW-DE to the General Body should follow these guidelines.
Setting up a Subject Line
- always starts with NCBW, then a hyphen
- always contain the Committee if applicable, then a hyphen
- optional more detail
example of Subject line:
- NC100BW-DE – Communications – Meeting
- NC100BW-DE – General Body – Agenda/Follow-up
- NC100BW-DE – 100 Bridges – End of Year Celebration
- NC100BW-DE – Membership – Prayer Request Sister Sarah Harrison
- NC100BW-DE – Leadership Meeting – Follow-up Please Review
- NC100BW-DE – Leadership Meeting – Follow-up APPROVAL REQUIRED
- NC100BW-DE – Leadership Meeting – Follow-up ACTION REQUIRED
- NC100BW-DE – Membership – 2018 Shinning Light Award
The Correspondence Secretary will send 1 email a week on Monday titled NC100BW -DE – Monday Message – MM/DD/YY. Items collected up until Monday noon will be a part of this email…all others will need to wait until the following Monday with the exception of time sensitive information. Examples of time sensitive information…prayers for a sister, something that just came across our email that the sisters need to know and waiting will be too late. This is a judgement call, however, please escalate as needed. We WILL NOT send additional emails because a sister did not plan accordingly.
Announcements for the Correspondence Secretary
Announcements should be sent to me prior to the General Body Meeting
Other Best Paractices about Email & Communications
A) NC100BW is a non-partisan organization and therefore, does not send communications supporting any candidates.
B) NC100BW-DE will continue to send a Weekly email. We expect all information that needs to be sent to the chapter by Sunday at Midnight with the expectation the weekly email will be sent on Monday. So we will ask if the requested email can wait until the weekly message.
C) An Emergency would be (Emergencies are not because of lack of planning)
- Death of a sister or family member
- Action Required by Nationals/De Chapter
- Upcoming event that cannot wait until the weekly message but contains valuable information for our sisters – authorized by the President
- Emergencies are not because of lack of planning
- Our event communication
D) NC100BW may from time to time, elicit information from our members.
Incoming Emails
Going forward any communications related correspondence should be sent to: communicationsncbwde@gmail.com
1. All emails will be:
- Deleted – if not aligned with NCBW, junk mail, politics etc
- Forwarded – if the email belongs to a committee, officer or project lead
- Filed – files for future reference
2. Emails that request information be forwarded to the general body should follow the Email communication Process.
Social Media Policy and Protocol
- Social Media is only posted by a designated communications member.
- The Communication committee has the right to delete any post that they deem is not aligned with NCBW’s mission.
- Topics/Post should bring value to NCBW’s audience
- NCBW will not tolerate racist, unethical, discriminating or sexist post.
- Boosting Post and Creating Paid Advertisements for social should be discussed and planned with Your Committees and financials to ensure the budget will allow.
- Post to NCBW’s social media should pertain to:
- a. Black Women
- b. NCBW Member’s triumphs
- c. Black Girls
- d. Education
- e. Health
- f. Public Policy
- g. Economic Empowerment
- h. Art & Culture
- i. Light humor on any of the above
Social Events and Campaigns posted via social media should be detailed in the communications form.
Social Media Calendar: https://docs.google.com/spreadsheets/d/1SZwrgleCUG-qMSyNvsVlJOXJELtGHwuTvsA5llEqNUo/edit?usp=sharing
Virtual Telecommunications Zoom, etc.
Executive and General Body Meetings are to be held using the Zoom platform. The Correspondence Secretary will assist in arranging these meetings.
Committees are welcome to use whichever platform they desire for virtual Meetings, However, If you decide to use the NCBW Zoom Please indicate in the communications form.
Note: The Communications Team will Schedule the Zoom if requested, but Please coordinate with the correspondence Secretary and your Committee members on the run of Show and logisitcs.
Resources for Zoom & Ring Central Best Practices
https://www.technology.pitt.edu/blog/zoom-tips
https://www.ringcentral.com/us/en/blog/7-best-practices-for-mobile-meetings/
NCBW Communication Checklist
All documents should have the following if applicable.
- Delaware Chapter Logo
- Correct name – National Coalition of 100 Black Women, Inc. – Delaware Chapter
- Correct abbreviation – NC100BW-DE
- Website – www.NCBWDE.org
- Contact information
- fill out the communications form if needed
- Adding your Event to the google Calendar
This Logo should be used for all correspondence
View Google Calendar for NCBW Events and Meetings Internal and External.
Use the QR creator for flyers. (Optional)
Credits:
Created with images by Pixelkult - "media social media apps" • kaboompics - "blank paper pen" • Darkmoon_Art - "coffee notepad flower" • fancycrave1 - "computer notebook coffee" • Firmbee - "office business accountant" • freephotocc - "laptop coffee notebook"