Benfield Elementary PTO Protocol for Emails and Social Media Communication

1. Purpose:

The communication protocol for Benfield Elementary Parent-Teacher Organization (PTO) outlines guidelines for effective communication through email and social media platforms. The goal is to keep PTO members well-informed, engaged, and connected while being respectful of their inboxes and social media feeds.

2. Communication Channels:

The PTO uses two primary communication channels:

a. Email:

PTO members will receive regular updates, announcements, meeting agendas, and relevant information via email. Email will be the primary mode for detailed and official communication.

b. Facebook:

The PTO will utilize Facebook to share event highlights, reminders, and general announcements. These platforms will enhance engagement and community interaction. 

C. Please note that the PTO does not run the Benfield Instagram account. 

3. Email and Facebook Communication Guidelines:

a. How:

• Email benfieldcommunications@gmail.com with your request. 

b. Timing:

• Please make all requests for emails or Facebook posts at least 24 hours prior to the need for an email or Facebook post. 

• Please be sure to make requests before (to get the word out) AND after events (we would love to email and post after successful events!)

c. Content:

Please provide the following, as applicable: 

• Email subject line: Use clear and concise subject lines that accurately reflect the content of the email. This helps recipients prioritize and understand the importance of the message.

• Relevant Content: Include only relevant information, avoiding extraneous details. Ensure that the email provides value to recipients, such as event details, volunteer opportunities, or important dates.

• Formatting: Use an easy-to-read format. Divide content into sections with headings or bullet points for clarity. Please send .jpg or .png images for Facebook posts. Emails can use .jpg, .png or PDFs. Word documents are not preferred and may lose formatting if sent.  

• Frequency: Identify how often you would like the communication (whether email or Facebook post) to go out. We can schedule these ahead of time. We understand that sometimes it is better to wait and see what the response is to certain events but to the extent possible, include a schedule for emails/posts. 

4. Review and Update:

We will periodically assess the effectiveness of the communication protocol by seeking feedback from PTO members. We will make necessary adjustments based on changing technology trends and communication needs.

By adhering to this communication protocol, the Benfield Elementary PTO aims to establish an effective way to communicate with our members that fosters collaboration, engagement, and communication among our members while providing a streamlined way for PTO members and volunteers to make communication requests.

If you have any questions, please contact Cara O’Brien at cara.mcconville@gmail.com.