Internal Communications

CHALLENGE

Each week, VPs would email a “Hot Sheet” to their branch employees with association news, marketing promotions, and details specific to their location. With six branches, some information was duplicated, and some info wasn’t making it to everyone. 

Part-timers, who made up the majority of employees, particularly found it difficult to quickly find answers to questions. Patrons would often visit multiple branches, so it was important that employees had access to association-wide news. 

I was tasked with streamlining this and making it visually attractive. 

OPPORTUNITY

I aimed to increase efficiency by creating one weekly document with all news and marketing promotions, with space for specific branch information, organizing it so that individuals would always know exactly where to look to find what they needed. I utilized YMCA's official logo colors for the layout. 

The stipulation was that it needed to be a Google Doc, but the advantage was that each week could be archived in Google Drive for easy access. 

Hot Sheet was also used as the name for an external communication for camp parents, and I advised that wasn’t ideal, suggesting multiple alternative sports and fitness-themed titles to rally around, one being “Huddle.”

SUCCESS

Membership and call center staff conveyed how nice it was to be able to find complete information more efficiently and in one place, making their jobs easier, and enabling them to feel more confident in their jobs and provide better customer service.