KentUU Communications Guide

This guide is designed for staff and lay leaders to communicate news, upcoming events, and “housekeeping” items and reminders to help our community share ministry, decisions and the real (and sometimes awkward) sharing of space and time with one another. This section provides an overview, and the detailed sections provide procedures and style guides. This guide is maintained and updated by the Connections Coordinator.

Access the entire guide as a Google Doc.

The KentUU.org Website

Our website, www.kentuu.org, is our main vehicle for both internal and external communications. To keep our new weekly newsletter, What’s Happening @KentUU, compact and accessible, we will keep the text to a minimum, and link to a web page or post with more information. 

Our website runs on a platform called WordPress which has a particular structure. For our purposes, it’s important to know the difference between web pages and web posts. They both appear similarly to the website visitor, but they are structured for particular purposes.

Web Pages are for “Evergreen” Information

Web pages are the “permanent”or “evergreen” pages in the website architecture that show up in the menu structure. Visitor information, Sunday Services, ongoing programs, governance information, etc. should all be on web pages. Web architecture and menus are under the purview of the website team. Content on web pages is under the purview of the staff or lay leader who is the section or page “owner.” 

Each program should have its own page to make linking easier. 

Knowledge Bases

Some “nerdy” content (such as bylaws and policies, and “procedures/guides” like this document) are contained in searchable and tagged “knowledge bases.” The webteam can set these up, but they can be maintained by other leaders.

Web Posts for Timely Information

Web Posts are a particular kind of webpage used for most items that are mentioned in the weekly newsletter. (Posts use a “blog” format that can be categorized in a way that makes them show up automatically on specific webpages.)  Web post categories are:

• Upcoming Services
• Upcoming Event
• Special Offering
• Music
• Children’s Religious Education
• Announcements & Articles
• Housekeeping Notes

Using Breeze for Internal, Targeted Communications

Breeze, our church management system (ChMS), enables leaders to send out targeted communications to members and friends using tags and filters. Contact the Connections Coordinator for more information or training.

Internal Sensitive Communications

There may be occasions when it would be inappropriate to post information publicly on a kentuu.org webpage or post. In these cases, a link to Google document with the information can be used instead. (See Google Workspace)

Events or Other Announcements from Outside Organizations

• Our website should not be used for outside organizations unless we are co-sponsors of the event or other announcement.

Web Page or Post Editing Privileges

Anyone in a leadership position who plans programs or events is encouraged to learn how to edit and/or create web pages and posts. Contact [email protected] for more information.

What’s Happening @KentUU
(Weekly Newsletter)

We send out a weekly newsletter that includes upcoming events, news, announcements, and other timely information. A 12-month archive of past issues will consist of a page of links to the Mailchimp “view this email in a browser.”

Send article link and hook image to
[email protected] by Wednesday at noon.

The basic format and information hierarchy of the newsletter format is:

Happening this Sunday

• Service time, title and Zoom link
• Children’s RE Info link
• Adult Discussion Groups link
• Special Offering recipient
• Any other special events/programs with link

*New* Events, Announcements, Stories:

• Church events are prioritized when space is limited. If there is a community event that you want to suggest including, please provide the title, date and location, and a 4:3 hook image and a link to more information. 
• Stories/photos from past events (note: this was a practice in our former monthly newsletter that we hope to revive!)
• Certain critical announcements may be repeated with an eye-catching format:
  • An important or unexpected change in all-church programming
  • Stewardship or major fundraising events (i.e. the Auction, or youth service trips)
  • Upcoming board-sponsored congregational meetings or town halls

Happening in the Next 2+ Weeks

• Bulleted list of upcoming events with day, time, and link
• Star the items that need volunteers

Quick Links

• FAQ links

In Case You Missed It! Other News & Upcoming Events:

• Any other already mentioned upcoming special event or recent news item. Includes a 4:3 hook image, title, date, and link.
• Ongoing programs (e.g. community sing, community meal, discussion groups) may be listed here (on rotation), space permitting. 

Events or Other Announcements from Outside Organizations (including the UUA)

• If there is an upcoming event, we can post a hook image and link to their event webpage for one week only.  We cannot create web pages on our website for their event, or post electronic versions of print flyers in our newsletter with our curated format.
  

Facebook Page & Group

The church has a presence on Facebook, with several leaders given administrator or moderator privileges.

The Facebook Page

Our Facebook page is our public presence on Social Media. Sunday worship information, and events and programs open to the public can be posted on the Facebook page with links to the appropriate webpage on kentuu.org.

Events

Events open to the public should be created as part of the Facebook page, and link to the webpage on kentuu.org.

We do not cross-post other organizations’ events on our Facebook page.

The Facebook Group

Our private  Facebook group is for the posting of internal communications, and for members and friends to post other items of interest. It is lightly moderated. 

Anyone can post a link to other organizations’ events on our Facebook group if they feel it is relevant to members and friends.

Bulletin Boards: Posting Flyers

There are several bulletin boards available for church events. The 3 main locations are:

• In Fessenden Hall by the kitchen door
• In the stairwell between the ground floor and 1st floor in the historic building
• In the foyer of Hobbs Hall (on an easel during the summer months)

We also have several clear stands that can be used on tables in the foyer or founders lounge

Events and Announcements from Outside Organizations.

There is a “community” bulletin board on the second floor of the church across from the elevator door that is the designated location for flyers for outside organizations.

The Hobbs Hall foyer has a bulletin board that is designated for church communications. Flyers for events by “partner organizations” (KIFA, NAACP, LWV, ACLU, UCC) may be posted as space permits. Other literature by outside organizations on the greeter’s credenza  may be displayed or disposed of as space permits at the discretion of the membership committee.

Order of Service

We have space for a limited number of upcoming events to be listed on the back of the Order of Service.

Announcement Slides

Items in the newsletter may also be made into slides shown before the service begins, both to Zoom participants and on the screen in the worship space. 

Verbal Announcements

We only have capacity for a limited number of timely or important announcements on Sunday morning, and at the discretion of the minister or service leader. Priority will be given to:

• An important or unexpected change in all-church programming
• Stewardship or major fundraising events (i.e. the Auction, or youth service trips)
• Upcoming board-sponsored congregational meetings or town halls

Google Workspace & Groups

The church uses Google Workspace for storage of documents, aliases, and group/committee/team communications and document storage. The ChurchOffice Administrator is the administrator of our church Google Workspace Account and handles permissions.

Google Calendar

The church uses Google Calendar for church events. Church events should include the name of the group or organizer, and a link back to the event webpage on the kentUU.org website.

Volunteer Sign-Up Sheets

Each leader can make their own sign up sheet using whatever software they wish. Breeze has a sign-up function.

The church has a Sign-Up Genius account, but you can also make your own using https://volunteersignup.org/ . Google spreadsheets are also an option, but are not as secure. Please include any new volunteer opportunities on https://kentuu.org/volunteer-opportunities/ 

Communicating an Upcoming Event/Announcement

Here are instructions on how to communicate your event:

Book a Date and Location

Send an email to [email protected] to reserve space on the church calendar and on the church campus. 

Use the off-campus service auction events calendar when necessary.

Create Event/Announcement Web Post

If you have editing privileges on KentUU.org, create a new Post. 

Or send an email to [email protected] with all of the information. 

• Include Title, Date, Time, Location. 
• Write a detailed description that someone who is newer would be able to understand. Avoid acronyms and other insider language. 
• Choose a Hook Image (4:3 ratio is best) with proper copyright permissions. Provide a visual description for visually impaired users. 
• If applicable, provide a link to a registration form or volunteer sign-up sheet.

Spread the Word!

Once the web post is published, send the link to:

• [email protected] so it gets added to the calendar
• [email protected] so it goes out in the weekly newsletter (deadline is noon on Wednesday)
• Note: the volunteers who create the announcement slides and the Orders of Service pick up the information from the newsletter

You can also share on our Facebook page and in our private Facebook Group.

You may want to make flyers with QR Codes to post on the cork boards around the church.