Communication Cabinet Minutes - September 17, 2020

Updates 

• Pallas – Working on front line staff communication – speaking through a mask and possibly creating a video on how to speak through a mask 

• Megan – Introduction 

• Paula – We use MS Teams exclusively in CL for scheduling and it did not work out effectively – Insight from use – Find the right channel for communications 

• Kim  - Sending out a lot of press releases, media releases; preparing a Grab n Go commercial, and looking at marketing on bus benches in the city 

• Marcie – Creating social media graphics, curbside printables and posters; have been verifying questions when responding to them 

• Victoria – Shooting videos for staff longevity awards, working on graphical communication for work flow management; Grab n Go email, customer newsletter going out soon; looking at Orange Boy data for ideas to help with customer emails 

• Tim – Continuing to examine the best way to help customers (example – how to remote print using templates), reduce duplication of efforts; 9 of the 10 busiest days for CIS have been since May 1, 2020 

• Anthony – AL library project getting started and communicating details and cutsheets (i.e. library standards in use for materials, design) for stakeholders; communicating Covid 19 cleaning; working on internal communication structure and supporting marketing 

• Larry – Discusses importance of communication with staff, Xchange, SMG 

• Kellie – Performing social media updates, developing social media strategies, preparing program videos 

Follow-up 

• Crisis communication – need to resurrect the crisis communication document and implement; need to begin working on the Sit and Stay communication plan so can be ready before next step is ready to be implemented 

• Internal communications audit by Cabinet members due October 17, 2020. Responses will be compiled and distributed to the Cabinet for review 

New Topics 

• Welcome Megan (Staff Association Representative) 

• Summarization of Communications Cabinet Document to develop listing of priorities for Cabinet to focus on;  

• Cabinet will focus on identifying best communication practices and corresponding training as first priority in moving forward starting at top of organization but spreading to all aspects of the organization 

• Values communication - communicating organizational values and owning things we do; leaders live organizational values and promote professionalism through their communication and actions; will aid in transparency and integrity of communication, speaking clearly with constant communication 

• Closure of libraries emails – some staff are not getting the emails before they show up to the next shift. Discussion of responses to address this issue – need to leverage existing technology more effectively and promote proactive communication by all staff 

Strategic Documents  

• Social Media Plan – advancing the plan, audited peer libraries for their social media activity and presences, uses, users.  We need to enhance Youtube channel and programming on it, pushing to it from our other sites 

• Strategic Communications Plan – tabled until further developments with library strategic plan 

• Content Strategy – focusing on digital content and developing a plan to marketing it 

• Staff have inquired about the social media submission process for promoting a location specific program.  Analytics for location specific programs are low engagement and not always effective. Social media is not always the best way to promote programs.  Digital Outreach is working on new ways to highlight similar programs to increase engagement. Social media needs to shift from solely promoting events/services to creating but to maintain relationships with library stakeholders / customers.  We will continue to promote services, but it will not be the only content we are providing to our customers.