Procedure 08: Coordination between field team and communication department

STEP 1 – PLANNING BEFORE THE TRIP

🔸 FIELD TEAM:
- Confirm time – location – list of people going.
- Prepare gifts, logistics, and cameras/phones to take pictures.
- Notify households in advance (if needed) and divide tasks into groups.

🔸 MEDIA DEPARTMENT:
- Be informed of the schedule to prepare templates for posting articles.
- Coordinate sending interview questions to households if needed (according to the communication topic).

STEP 2 – IMPLEMENTATION AT THE FIELD

🔸 FIELD TEAM:
- Deliver gifts – listen – record the situation of households.
- Record raw video - take clear photos of people's faces - take notes on each image.
- Instruct households on how to report with photos/videos every week.

🔸 MEDIA DEPARTMENT:
- Do not participate in the fieldwork.
- Wait for photo - video - note data to process after the trip.

STEP 3 - HANDOVER AFTER THE TRIP (WITHIN 24 HOURS)

🔸 FIELD TEAM:
- Send all photos, videos, note files to the communications secretary.
- Summarize the household tracking table: name - status - photos - feedback.
- If there is a special story, mark it for the media to exploit in depth.

🔸 MEDIA DEPARTMENT:
- Receive data from the Field Team.
- Categorize content (posted photos, edited videos, thoughts, stories...).
- Plan a systematic communication (post articles, make videos, posters...).

STEP 4 - REVIEW CONTENT BEFORE POSTING

🔸 FIELD TEAM:
- Check the name - photo content - verify the real story.
- Give comments if it is necessary to adjust the character name, sensitive images.

🔸 COMMUNICATIONS DEPARTMENT:
- Vice President of Communications reviews all content before posting.
- Send draft posts if related to special stories.
- Do not use original photos without a note from the Field Team.

STEP 5 – ARCHIVING AND REPORTING

🔸 FIELD TEAM:
- Save the household tracking table (Google Sheet).
- Update periodically every week with a short report on each household.
- Send the end-of-month summary to the Executive Board and the Board of Directors.

🔸 COMMUNICATIONS DEPARTMENT:
- Save the communication folder by project, date, topic group.
- Make evidence reports (images – videos – feedback) when needed.
- Create a separate communication file for each activity to save in the Club's database.