Standard Operating Procedure

1. Document Details

2. introduction

   1. Purpose

MAKING MASS EMAIL CONSISTENT AND EASY

Standardizing the setting of expectations for sending outbound emails as part of an outreach campaign. While this SOP will be primarily utilized by the Communications team this should apply as a standard across the organization.

2. Scope

Please use the following best practices as a guideline for sending out mass communications:

1. Content

• For anything you write, proofread.

• Use your blinker when it affects another team’s world in any way.  Please have these team members involved in proofreading and the test email process.

• Double-check: is your communication clear, direct and kind? Have you storybranded your communication to the best of your ability?

• Keep it concise; the only words that make up a sentence are the necessary ones. 

• Set The Table: our welcoming environments extend throughout email and text communication

• Is it Story Branded with a brandscript?

• Refer to https://staff.crosspoint.tv/comm-standards for voice tone and preferred language

2. Sending Test(Requirements)

• Add any blinkered teams to test email.

• Emails from Lead Team or Lead Pastor should be sent to Team Member/Executive Assistant to ensure correct tone of voice, etc before we finalized by Comms Director

• Always send at least 1 test email, text or otherwise after any corrections or before scheduling or sending the final product. 

• Verify with all recipients that test emails were received and content was as expected.

Standard Order if email preparation
1- Copy working. Usually drafted by Comms Coordinator and checked by Comms Director

2- Copy final. Sent to Jenn/KQ to ensure correct tone of voice etc.  before being finalized by Comms Director

3- Test Email. Usually added into email software and sent by Comms Coordinator to themselves or Comms Director to approve.

4- Email Sent

3. Outputs 
   (Anticipated Results)

• Verify with all recipients that test emails were received and content was as expected

4. Outputs (Unanticipated Results)

• Verify with all recipients that test emails were received and content was as expected.

• If sending errors exist please correct or consult with Cross Point Data team for assistance

• If errors exist with templates messages in Ministry Platform, please send a ticket for correction to [email protected]

3. definitions & abbreviations

4. Roles & responsibilities

5. procedure

6. reference documentation

7. contributors

8. revision log