Planning and Distribution Process

In order to simplify and effectively manage the production and distribution of daily communications across a variety of digital platforms, a communications planning and scheduling project is developed in Asana for each challenge edition. This allows the full team to have line of sight of the planned content and intended distribution plan, plus allows the Marketing Manager to assign tasks and deadlines as a means of manging contributions from different team members.

Asana Planning and Distribution Projects

Upon accessing the below Asana projects, it is suggested that you navigate to the "calendar" tab and scroll to the indicated time period. This offers a view of these detailed and complex projects in a format that is easier to conceptualise and digest than the alternative options.

• Rwanda Ed 1 (March - June 2021)

• Kenya 3 (June 2021 - Jan 2022)

  • Implementation Plan

  • Phase Overview

• Rwanda Ed 2 (Aug 2021 - Feb 2022)

Key to ensuring that this planning and distribution process runs efficiently, we have installed three recurring rhythms which are designed to drive the accurate and timely implementation of the communications plan.

Weekly Rhythm 1: Content Planning & Placeholders

Content is planned two weeks in advance as placeholders in a calendar layout, outlining the following elements:

• Channel - where will we communicate

• Communication Outline - what do we want to say

• Audience Group - who do we want to speak to (Teachers, learners or Network Partners)

• Visuals - what graphics are needed to accompany the message.

• Assignee - who this task is assigned to

Key Responsibilities

• The Junior Marketing Officer (JMO), Marketing Manager (MM), Project Manager, Teacher Liaison + Country Director hold weekly marketing meetings to discuss the most important updates/comms items that need to be shared in the next one to two weeks.

• The JMO is responsible for taking meeting notes to ensure that the most important updates are included when busy with the content planning.

• For more information on the different types of content considered during planning, visit the Content Mix page of this playbook.

• The copy for all the content is drafted + put together by the JMO

• The graphics that accompany each content item are either put together by the JMO (if simple enough + can be designed on Canva), or needs to be briefed by the JMO to the designer.

Weekly Rhythm 2: Content Writing & Approval

Once the frequency, type of content and channel has been finalized, the copy and visuals are then drafted and created, reviewed, finalized and signed-off for the next 2 weeks.

• The JMO is responsible for the content writing and graphic creation/briefing of graphic/s to the designer.

• The Marketing Manager is responsible for reviewing the content + graphics and providing feedback if any.

• The JMO is then responsible for finalizing the content.

• Once this is finalized and sitting in the Asana Comms Plan, it should be shared with the AGGP Team (Country Director + Project Manager of that specific country) to have at their disposal should they want to review.

Daily Rhythm: Communication Distribution

The comms team checks the country-specific Asana communication plan daily for the scheduled elements to be delivered across our owned and paid channels. Once completed by the person it is assigned to, the communication elements are marked as completed for the day by that person.

Most of these tasks will be assigned to the JMO. An occasion when a task may be assigned to someone else is for example a Partner Organization email update which could be assigned to the Country Director to send out.

See below screenshots of the practical application:

• Clicking into any specific communication element in the calendar view will provide a detailed outline of the channel, copy and attached visual/s to accompany the message.

• When tasks have been completed, their status will be updated in Asana (tasks that are more transparent have been marked as completed)