Communications Checklist

This Communication Checklist was developed by an Association Temporary Communications Sub-committee during the early part of 2024.

Conscious Communications Checklist (Version 2)

Before you hit ‘send’. Are any images included of children or vulnerable people?

Check

• Have a goal in mind and trim down to focus your message on that goal.

• Timing: are you sending this message early enough to have the right reception and effect.

• Who is your target audience, what are their needs or wants?

• Be inclusive as you read what you just wrote, as if you are that recipient.

• Remember you represent the good reputation of the Association/District.

• Your message carries a lot of weight, be professional.

• Write without bias, avoid slang, colloquial language, and stereotyping. We are an inclusive Association.

• Be clear and authoritative without being controlling or condescending.

• Are all relevant details included, without being repetitive. Do not assume people know surrounding facts.

• Include elements of fun, be creative (this is not a workplace setting).

• Ensure any word choices are politically correct, inclusive, as well as avoiding stereotypes.

• Point to a resource people can use to find out more detail or to ask questions. Make it clear that you want to

listen as well.

• Be concise in the email subject lines to aid efficiency.

• End in an encouraging and inclusive call to action.

Suggest Consistent Themes/Messages

Have a communications theme or message that all communicators can push, this will make it look like the comms team are more 'joined-up'. Run with a theme until people get ready for the next message. Kind of like company mission statements but keeping it so fresh that nobody notices it.

For example:

• 'Communication is a two-way thing' so encouraging responses can be a theme the team runs with for a while. ➢ 'Recruitment is important' might be a theme.

• 'Personal skill advancement' or ‘personal goal setting’ might be another theme, as could be.

• 'Safeguarding' could be a theme.

You may have to repeat a message many times, use the same messaging on ALL channels. Evaluate how well a channel or style works and be ready to change your game.

Responses

• Monitor all channels regularly for negative comments and remove.

• Always respond as soon as possible to anyone commenting on a communication but keep all the rules in mind.