We’ve enjoyed supporting many of our clients with complex comms projects over the years, but we’ve also been happy to step in to take care of the administrative tasks that so often fall by the wayside in busy in-house teams.
We’ve compiled reports, researched and updated media lists, transcribed hour-long webinars, and written up minutes of meetings – all to give our clients more capacity to tackle their strategic work and more urgent projects, knowing that the tactical tasks are in hand.
Compiling a communications report for stakeholders
When a healthcare organisation approached us for help in pulling together a report demonstrating all internal and external communication sent in the previous five quarters, we were happy to help.
This was a large undertaking, as it involved liaising with around 20 people with different roles and responsibilities across the organisation and its partners, to secure the examples needed.
Once we’d gathered all the content, we assessed each piece and categorised it by type of communication, frequency, audience, and intended impact. We collated the information into a table and transposed it into the client’s branded PowerPoint template, sub-dividing the table into five quarters.
As a final step, we created PDFs of the example communications and added them to the presentation as appendices, creating an 80+ page report ready for the client to present to stakeholders at their next meeting.
The resulting report was so well received that we now produce a slimmer version of it every month.
Updating media lists for a national charity
A national sight-loss charity had written a series of press releases about their new community campaign and wanted our help to compile a list of appropriate local media contacts to send them to.
This task involved checking and updating the contacts list the client already had, and turning to the internet to source others that might be suitable. The client already had national media covered, so the resulting list encompassed regional media, local newspapers, magazines, and individual journalists who had previously covered similar stories.
As press releases have an invariably short shelf life, this was a quick-turnaround job; we managed to update and expand the list within a day, ready for the client to get their message out over the following weekend.
Transcribing webinars and meetings
Several of our clients have asked us to help by transcribing webinars and meetings and then working on the transcript to produce a readable, user-friendly document that can be shared with attendees and other stakeholders.
When working on these tasks, we first run the recording of the meeting or webinar through our favourite transcribing tool Otter.ai, and then go through the transcript with a fine-tooth comb to correct errors, tidy up the content and format the document before sharing with the client. We can also use the transcript as a starting point to create blog posts and other content.
For example, when a healthcare client held a series of online workshops about impactibility and population health management, we stepped in to record and transcribe the webinars and turn them into short reports about each session. These reports detailed the main themes covered, including the benefits and challenges of impactibility raised by attendees at the session. This was a specialist subject, but our previous experience working with this client and in healthcare meant we were able to comprehend and contextualise everything being shared and ‘translate’ it into copy that would be accessible to a wider audience.
Facilitating these workshops, which often had between 10 and 20 participants, all with ideas to contribute, was enough of an undertaking for our client without the added administrative burden of making sure they were recorded and reported on. Having us there to take care of that side of things meant our client could focus on planning and facilitating the sessions.
An extra pair of hands
If you’ve got a huge project looming which needs all your hands on deck, leaving no-one to take care of the admin, or a complex administrative project which needs all your hands on deck plus some extra ones, just let us know. If it’s comms-related, even tangentially, we can probably help.