MARCOM SOPs
This Standard Operating Procedure (SOP) offers general guidelines on how to work with the marketing team to request various types of work and materials. Reasonable turnaround times are noted and have been established to manage workflow and expectations.
All requests must be sent from a member of the Leadership Team, or someone put on the MARCOM Department Communicator List by a Leadership Team member. If you need a communication/promotion created or a website edit, please communicate first with one of these individuals so they can submit the request. General requests and questions should be submitted to [email protected].
Table of Contents
Emails
Announcements, invitations, etc.
- Submit requests to [email protected] .
- Place the request on the Communications Plan document.
- A member of the marketing department will assist with suggesting the best design and style of communication.
- We have templates that are already created for most purposes however if a new design is required the turnaround time will be extended.
- Please include the following pieces of information:
- Who – intended audience
- What – event/project/item
- When – relevant date or date range’
- Where – relevant location
- Action – Call, email, RSVP online, speak to a teacher, etc.
- Please provide this information in an email or in a Google Doc, NOT any other file format (DOC, PDF, etc)
- All email requests to the MARCOM team must be given with at least a 48-hour notice before the expected send date. If an email MUST be sent with less than a 48-hour notice, that email must be sent to Mollie for emergency approval. Mollie will inform the MARCOM office of approval/disapproval.
- All email requests must be recorded on the Communications Plan Document, and the email content must be sent to the MARCOM office or a link to the content added to the Communications Plan BEFORE the 48-hour clock starts. The time on the clock only applies on days we are officially working. Days off don’t count.
- It is the responsibility of all department leaders to train their people on how to use the Communications Plan Document.
- If a request comes in from someone untrained on the Communications Plan Document, MARCOM will redirect their request to their supervisor for training so the email request can be properly added to the Communications Plan Document.
- Please consider all of your team members who might send requests to MARCOM for emails and please provide them with a copy of these policies and the proper training.
Educated Eagle
Weekly Newsletter
- Submit requests to [email protected].
- A member of the marketing department will assist with suggesting the best design and style of communication.
- Please include the following pieces of information:
- Who – intended audience
- What – event/project/item
- When – relevant date or date range’
- Where – relevant location
- Action – Call, email, RSVP online, speak to a teacher, etc.
- The EE is sent out each Monday unless delayed by other emails or a holiday.
- All submissions must be submitted by the prior Thursday at noon to be included in the upcoming EE. If submissions are received after noon on Thursday, the submission will be sent to Mollie for emergency approval. Mollie will inform the MARCOM office of approval/disapproval. School days off do not count as advance days.
Social Media
Current platforms: Facebook, Instagram, Twitter(X), LinkedIn
- Submit requests to [email protected] (rather than texts or direct emails).
- We welcome your involvement in suggesting general content for Landmark’s social media platforms.
- If you would like to be more hands-on please contact us and we will schedule a meeting to discuss.
- Please include the following pieces of information:
- Celebrations
- Text and Image – Do not send something to us without an image.
- Invitation
- Please follow the same information instructions for email.
- Celebrations
- Most social media posts will be posted within 5 business days of their submission. All posts are processed considering our overall posting strategy and other content already planned.
Website
Web Pages, landing pages, pop-ups, etc.
- Submit requests to [email protected].
- All edits to any web page or landing page will be submitted directly by a member of the Leadership Team.
- Major updates or changes, as defined by the Director of MARCOM will necessitate a meeting to discuss the overall fit of the changes to the website as a whole prior to changes being made.
Event/Campaign Planning
Most marketing efforts, beyond basic updates/celebrations, should start with a meeting between MARCOM and the department leader/representative. This will include the building of a plan to include dates, times, audiences, etc. It will also include decisions around platforms to be used for promotion/celebration (email, website, social, printed signage, TVs, paper mail, etc.)
General Design Needs
Flyers, posters, signs, etc.
- Please work with your Principal/Director on the Leadership Team to coordinate promotion efforts in advance so that the MARCOM team can create the print/digital assets you need for a successful promotion/celebration. All design items needed must be given advance notice. The acceptability of the advance notice timeframe will be determined by the MARCOM department and discussed with the party making the design request.
- If you would like to coordinate with MARCOM to have the ability to create your own flyers, etc. ensuring the use of school approved colors/logos, please contact your Principal/Director on the Leadership Team so we can discuss adding you to our School Canva account that includes our Brand Kit. We can also provide some training for you as well.
- Flyers are specific designs used for printing purposes. Please do not create flyers on your own to be used in other digital mediums like email, the Educated Eagle, social media posts, web page links, etc.
