After several years working alongside companies and trade associations, I’ve observed — whenever it occurs — how disorganization often leads to reduced efficiency and, as a result, a lack of consideration for other people’s workflow, whether colleagues, partners, or suppliers.
General Guidelines
Before diving into activities involving the Marketing and Communication departments, it’s essential to establish a few general rules that can streamline workflows and improve results across all teams involved.
These guidelines aim to ensure a collaborative and professional environment, where every role is valued and teamwork is strengthened:
- Timeliness: Inform the Marketing and Communication offices well in advance about projects and needs, allowing optimal time and resource management.
- Avoid the “Marketing Office Rush”: Don’t barge into an office that’s already working on scheduled tasks to offload an urgent matter caused by poor personal organization.
- Respect for Roles: Acknowledge and respect each person’s expertise, avoiding unauthorized interference in others’ responsibilities.
- Clear and Concise Communication: Use straightforward and understandable language to prevent misunderstandings.
- Punctuality: Respond promptly to requests and meet agreed deadlines.
- Professionalism: Maintain a professional attitude in all interactions, both written and verbal.
Communication with the Marketing Department
Building an effective relationship with the Marketing Department is crucial to ensure that initiatives and projects are developed strategically and consistently with the association’s objectives.
Here are some key principles for fostering smooth and productive collaboration:
- Detailed Briefing: Provide a thorough and complete briefing when requesting marketing materials, clearly stating objectives, target audience, and key messages.
- Collaboration: Take an active part in brainstorming meetings and offer constructive feedback with concise, to-the-point contributions.
- Strategic Alignment: Ensure that all requests align with the association’s overall marketing strategy.
- Monitoring and Reporting: Request and review regular reports on marketing campaigns to assess effectiveness and make any necessary adjustments.
- Timely Information: Notify the marketing team early about new projects or changes to allow for proper planning.
- Pre-emptive Coordination: Coordinate with the Communication Department in advance for all initiatives involving external contacts (media, events, press releases).
Tools and Communication Channels
Efficient management of communication tools and channels is essential to maintain clarity and consistency of information within the association.
Here are some key points to remember:
- Use of Official Platforms: Use only the association’s official communication platforms (corporate email, project management software, CRM, etc.) for all internal and external communications.
- Meeting Summaries and Minutes: Prepare and share summaries and minutes of meetings to keep everyone updated on progress and decisions made.
- Technology Helps: With the aid of AI tools, it’s now possible to produce instant meeting summaries in PDF format and send them to participants in real time. Popular tools include Samsung Voice Recorder and app.transkriptor.com.
- Regular Feedback: Schedule periodic sessions to collect feedback and discuss any issues or potential improvements in communication processes.
Etiquette Rules
Maintaining a respectful and professional work environment is key to encouraging fruitful collaboration. Keep the following in mind:
- Politeness and Courtesy: Treat all colleagues with respect and kindness, avoiding rude or dismissive behavior.
- Active Listening: Practice active listening during meetings and discussions, showing genuine interest and respect for others’ opinions.
- Confidentiality: Maintain confidentiality of sensitive information and comply with the association’s privacy policies.
By following these guidelines, it becomes possible to ensure effective and harmonious collaboration between departments and the Marketing Office — and, most importantly, to spark the proper amplification of the association’s initiatives and communications.
