Communications Planning

Our nonprofit seeks support crafting a templated communications plan to guide our farm's off-season efforts and future program initiatives, fundraising events, or crises. This framework will help ensure clear, concise, and consistent messaging as we continue working with interns to support our seasonal activities.

We need your expertise to help us communicate essential moments effectively. We're looking for a skilled communications professional to:

- Create a checklist to guide our nonprofit through the who, what, when, and how of sharing program updates or responses to current events.
- The checklist should incorporate all relevant communication channels to reach users, clients, volunteers, and funders, creating a standardized plan for outreach.
- Develop a templated communications plan that considers our current marketing tools and the availability of staff and interns supporting our farm's on/off-season and ongoing projects.

This project will take 2-5 hours weekly for 2 months.

The project will directly support our nonprofit's mission by enhancing our ability to communicate effectively with our community, staff, clients, volunteers, and funders. Creating a templated communications plan will establish a clear, consistent, and efficient way to share important updates, program initiatives, and responses to current events. Additionally, we ensure our key messages reach the right audiences at the right time, helping us maintain strong relationships and build trust. Finally, the plan will support our off-season farm efforts and on-season programming, keeping community members engaged and informed about our work, progress, and impact.

To set this communications plan project up for success, consider the following steps:

1. Define Objectives 
   - Clearly outline the purpose of the communications plan: Is it to support off-season efforts, fundraising events, or respond to a crisis? Establishing the project's specific goals will help guide the plan's development and ensure it addresses the most critical needs of your nonprofit.

2. Assign Roles and Responsibilities 
   - Identify the team members, including interns, who will contribute to this project. Interns can assist in gathering data, researching communication channels, and drafting templates, while a communications expert can guide the strategic direction and oversee the final product.

3. Outline the Timeline 
   - Set a clear timeline for the project's completion. With 2 months of estimated work, break it into manageable tasks and set milestones to track progress. Allocate time for feedback and revisions to ensure the plan aligns with your nonprofit's goals.

4. Identify Stakeholders and Key Audiences 
   - Understanding the different audiences will help tailor messaging and communication channels.

5. Review Existing Communication Tools and Resources 
   - Evaluate your nonprofit's current marketing tools, such as email platforms, social media accounts, website, and newsletter systems. Make sure the communications plan incorporates these tools and accounts for staff availability to avoid overwhelming anyone during the off-season.

6. Collaborate with Interns 
   - Involve your interns in supporting farm off-season efforts by providing them with straightforward tasks related to the communications plan. Interns can research successful templates, track engagement, and help with outreach efforts. Their involvement can also provide valuable feedback and new perspectives.

7. Develop a Draft Checklist and Template 
   - Work collaboratively to create the checklist and templates for communications, ensuring they address various scenarios such as program updates, internal changes, and crisis responses. Include suggestions for timing, communication channels, and language appropriate for each audience.

8. Test and Refine the Plan 
   - To test the plan with a few mock scenarios or small-scale events to identify any gaps or areas for improvement. This testing phase will ensure the plan is effective, practical, and adaptable.

9. Gather Feedback and Finalize 
   - Get input from your team, including interns, volunteers, and other stakeholders, to ensure the plan and finalize the plan and ensure all materials are easily accessible for future use.

10. Document and Implement 
    - Document the final communications plan and templates in a shared space accessible to the entire team to ensure everyone understands how to use it and clearly understands their responsibilities for future communication needs.