Communications Exchange Advisory Group

From AFSWiki

Contents 1 Accountability 2 Charge 2.1 Overall Objective 2.2 Specific Objectives 3 Membership 3.1 Method of Appointment 3.2 Membership Term 4 Frequency and Methodology of Meetings 5 References

Accountability

This advisory group is accountable to the Chief External Communications & Relations Officer. Any work done by this advisory group which leads to changes, additions or revisions to policies, procedures, or structure which fall under the National Council’s decision making authority will be presented to the National Council for input and final approval before moving forward.

This group is not the Communications Committee and does not cross purposes with them although both have improved and efficient communications as a charge. The Communications Committee is a two member internal committee of the National Council that interfaces with the NC and the Communications Exchange Advisory Group.

Charge

Overall Objective

The AFS-USA Communication Exchange Advisory Group’s overall objective is to make recommendations and provide input for ways to improve communication, guide in the facilitation of solid communications within the AFS Body imparting the exchange of information, ideas or feelings. To advise, recommend and offer suggestions to develop more consistent and effective communication empowering the organization through telecommunication, media and print. To improve and facilitate communication on behalf of AFS-USA volunteers, host families, natural families, staff and our partners.

Specific Objectives

• Be a resource for NC, committees and advisory groups, staff, and individual volunteers to share ideas and facilitate communication throughout the organization.
• Increase presence and accessibility to committees, advisory groups, and task forces especially National Volunteer Assembly related
• Develop and implement consistent and cohesive communication methods and best practices
• Evaluate and improve readership of Coming Together Newsletter (CTN)
• Brand Campaign

Assist with continual roll out plans

Each member of the CEAG become their area expert

• Develop a communication flow chart or map to help illustrate how messages will be carried throughout the organization
• Branding Tool Basket

A single place on this Wiki to put all current AFS-USA Branded items for whatever volunteers would need.

• Create Communication Coordinator Position

AFS produces a great deal of external communication via website, AFS Wiki, email distribution chains and other sources. Having a dedicated resource within each Team or Chapter to evaluate, assimilate and distribute to those required would ensure more volunteers becoming aware of upcoming events, activities and compliance changes. The job description can be found here.

Membership

Chair

• Brian Quinn - Chair, Greater Puget Sound Team

Staff

• Marlene Baker - Chief External Communications & Relations Officer
• Smitha Pennepalli - Volunteer Development
• Willie Thompson - Manager, Digital Marketing and Web Strategy
• Deb Woolley - Director of Marketing

Volunteers

• Deb Dahlberg - National Council, East Metro Team
• Kathleen McNabb - Silver and Gold Team
• Susan Moon - Miss Tennky Team, Liaison Coordinator, Support Coordinator, Hosting Team

Method of Appointment

• Determined by the Chief of External Communications & Relations Officer

Membership Term

The term of membership for the staff and volunteer members will be determined by the advisory group itself as necessary to perform their duties. Volunteer members will serve a two year term. At the end of the term each member will be approached to determine their interest in another two years.

Frequency and Methodology of Meetings

• The Group will meet by phone conference monthly, as needed.
• There will be regular email correspondence.
• Projects may be assigned to selected individuals of the group based on interests and skills as determined by the Chair.
• Additional meetings may be called as necessary.
• The progress and results of this Advisory Group will be regularly communicated to the National Council and other AFS-USA volunteers, via the monthly “ Coming Together Newsletter, as well as by emails to leadership volunteers, as needed.

References

• Contact via email at ceag@afsusa.org
• Communications Map
• Communications Resources Flow Chart