This guide is designed to make it easy and provide you with a clear overview of our intake process, team’s scope, important project timelines, helpful links, and tutorials.
Refer to this guide whenever you have a question about how to submit a request or what to expect throughout your project lifecycle.
Thank you for your partnership and support as we work together to achieve our shared goals.
🔗How We Can Support You (Our Remit)
🔗Internal Comms Channels Overview
🔗How to Submit a New Campaign Request
🔗How to Submit a Comms Review Request
🔗How to Send a Mass Outlook Invite
🔗 How to Build + Post a SharePoint Article
Coming Soon:
🔗 Outlook Invite Template (Coming Soon)
🔗Marketing Project Intake Form
🔗 OnePMI Article Posting Process
🔗 Office Hours Agenda & Notes Archive
🔗 IC High-Level Campaign Calendar
🔗How to Send an Email from a Shared Inbox
🔗 How to Draft a OnePMI Article w/ ChatGPT
Kristen Knox
Internal Comms Manager
Alexus Washington
Internal Comms Specialist
Jennifer Urena
Comms Coordinator
❓Got questions about comms? Reach out to a member of our team for help.
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We serve as communications consultants for all company-wide internal communications that impact all employees globally including:
| Internal Comms Channel | Description |
|---|---|
| All Team Emails | Used for actionable, critical, timely updates to the whole organization. For programs and initiatives owned by the Stakeholder, the Stakeholder will be the sender from their team’s shared mailbox. |
| OnePMI (Sharepoint) | News posts that share company news, employee initiatives, culture initiatives, product updates, tools, and resources that directly impact all employees globally. |
| All Hands | Meeting reserved for quarterly strategic updates from our CEO and Executive Team. |
| PMI Live | Meeting focuses on helping employees stay informed about our strategy, people, processes, and technology. |
| Live with Pierre | Meeting that serves as a direct connection to the CEO for updates, hot topics, and Q&A. |
| PMI Lounge | Meeting, typically hosted by a volunteer outside of the IC team, designed to serve as a virtual breakroom where team members can hang out, participate in games/activities, and chat about non-work related topics and common interests. |
| PMI on the Go | Monthly newsletter ****used to highlight the top things that employees should know, do, and celebrate each month. |
| Critical Manager | Weekly newsletter used to brief managers on the most critical items they must take action on, share with their team, and take note of. |
| Viva Engage | A social platform where team members are encouraged to join, create, and engage in communities they are interested in. Internal Comms owns the All-Team Community. |
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Submit a Brand Design Request (at least 60 days prior to launch)
If design assets are needed for a campaign, the Stakeholder must submit all finalized copy/content 60 days prior to the launch in order to proceed with a design request and ensure it will be ready by the launch date.
Present Project Request (at least 30 days prior to launch)
The Stakeholder will present the project at Office Hours. The following details must be finalized to kick off and begin planning comms for the project:
Create Project Chat & Comms Plan (at least 30 days prior to launch) Using the information provided, Internal Comms will create a Teams project chat with key team members involved, share the proposed comms plan and next steps, and begin drafting the communications once the plan is approved.
Review and Approve Campaign Copy (7-10 days prior to launch) Internal Comms will deliver all campaign copy for review and approval from the Stakeholder via the Teams project chat by no later than 7-10 days from the launch.
Stakeholder Review and Final Approval (at least 3 days prior to launch)
Stakeholders must review and confirm final approval for all comms deliverables at least three days ahead of launch.
Launch Campaign (Day of Launch) Internal Comms will coordinate all Contact Monkey newsletter sends, and will publish and move OnePMI articles to hero on launch day.
The Stakeholder will designate a team member to send any calendar invites, All Team, and targeted emails from their team’s shared mailbox account. Build and publish team-owned pages and articles, and post any planned Viva Engage posts from the campaign on launch day. (See instructions for how to send from a shared mailbox.) </aside>
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