Team Newsletter

Best Practices for Admin Tasks

This guide outlines the key responsibilities and processes for two recurring admin tasks:

Team Newsletter Creation and Digital Manager Calendar Oversight.

It includes timelines, tools, and checklists to ensure smooth and consistent execution.

📬 Biweekly Team Newsletter: “Our Stories”

Frequency: Every other week
Deadline: Wednesday (newsletter should be sent out by this day)

🗓 Timeline & Workflow

Timeframe	Action
1 week before	Email the team requesting new stories for the newsletter.
	Include the link to the story submission form, or invite them to email directly.
Before Wednesday	Organize submitted stories in a clear, readable format.
	Ensure no story is missed or duplicated.
Newsletter creation	Log in to the Mailchimp account.
	Navigate to Campaigns > Our Stories to access the template.
	Insert submitted stories.
	If there are not enough stories, feel free to add creative or relevant content (e.g., recent events, tips, shoutouts).
Send by Wednesday	Final review and send the newsletter.

🛑 Don't have access to Mailchimp yet?

If you do not have a Mailchimp login, please reach out to the team or ask Martin to request access for you.

✅ Newsletter Checklist

• The team has been emailed for story submissions.
  
• All stories submitted via form or email are collected.
  
• Content is organized and proofread.
  
• The newsletter template is updated in Mailchimp.
  
• Creative fillers are added if the content is light.
  
• The newsletter is reviewed and sent by Wednesday.