Launching a Communication Ambassador Program

Ambassador programs have long been a successful approach for membership building among chambers of commerce, churches, and other organizations, including private schools.  The primary reason why these programs are successful is because people are key to building trust with other people–and when people talk with someone they already know, the trust component is incredibly high.  Real people will always trump social media and slick marketing materials–but, those components are important tools to a successful ambassador program.

Important note: While your Communication Ambassador Program may be districtwide, your efforts will be focused at each school site.  Parents–and school site staff–are tied to a specific school, and they will be most convincing and compelling speaking from their direct experiences with that school.  Remember, your schools are what make up your district, and your district will be well-communicated and marketed if its school sites are excelling with communicating through engaged ambassadors armed with great communication tools.

Before You Begin

Get your communication house in order

• Branding: Ensure that your brand is strong, both visually, in messaging, and in practice.
• Timing: The worst time to launch your program is in the middle of a crisis, but your communication ambassadors can be an incredible resource in reputation management following a crisis (just make sure that you choose–and train–your participants carefully).
• Communication Tools: Make sure that you have well written and designed rack cards or postcards for each of your schools, talking points, updated website content, and great social media posts. You want to make sure that every person’s touchpoint with your communications is consistent, well-messaged, and visually appealing.

Set your goals

• Define what you want your communication ambassadors to accomplish and measurable goals:
  • Do you want to reach your feeder schools, neighborhoods, churches, community organizations, realtors, and your internal community?  Do you want to facilitate a steady stream of parent reviews on sites such as Facebook, Instagram and GreatSchools.com sites, and active engagement on social media?  
• How will you know you are successful in these efforts: Make sure you define success in each aspect where you want to engage your communication ambassadors.

Decide who you want to approach as ambassadors

• Parents: Parents are easy to target for some districts–and this may be a huge challenge for others.  Ensure that your parent ambassador base reflects your district population ethnicities, languages, income groups, and cultures.
• Staff: Staff members’ roles as ambassadors might be different than those of parents, with some cross over (such as talking points, social media engagement,reaching out in the community).  Consult your district’s employee contracts and agreements, to determine whether their role as an ambassador may be considered voluntary or as part of their regular responsibilities.
• Great communicators: In whatever language they speak, your ambassadors need to be great communicators who are also willing to further your district’s and schools’ messages and talking points.
• Trustworthy: Remember, these people are an extension of your district and its schools.  When identifying participants (see more information below), ensure that you also understand peoples’ motivations for becoming an ambassador–if you sense someone has selfish or political intentions, steer away from approaching them.

Engage your principals

Your school site principals play a key role in the success of the ambassador program.  Engage them early in the goal setting and ambassador selection process.

Identify participants

A Communication Ambassador is a selected member of the your district’s affinity-building team. Chosen because of their passion for the schools, credibility among peers, connections in the community, and desire to advance the school and district, Communication Ambassadors are instrumental to expanding the reach of the school and district in the community, growing school enrollment, and increasing affinity among parents currently in the district.

Work with principals and directors in your district on helping to identify these individuals.

Invite Participants to a Launch Meeting

Once you have identified your ambassadors, you will want to invite them to a launch meeting. You will want to send a personal invitation to the parent and then call to follow-up. It is important for them to know that they are not committing to this program for life. It is always a good idea to include a description of the communication ambassador program so that the invited participants have a basic understanding of what to expect.

The meeting should be informal in nature, such as a brunch, lunch or BBQ, and schedule meetings in the morning and evening to accommodate parents’ schedules. The key is to schedule what works best for your district and parents.

Inspire Communication Ambassadors at the Meeting

During the launch meeting you will want to inspire the participants by sharing with them the importance of their role as word of mouth ambassadors. Realizing that they are already in the role of an ambassador, your goal is to increase their involvement intentionally in key areas.

Every communication ambassador will be encouraged to “nudge” two to three friends to consider the district’s schools. In addition, every communication ambassador will help with open houses and mentoring relationships with new families.

Initiate Efforts in Focused Areas

Remember the goals you established? Once you have inspired your communication ambassadors and discussed the roles mentioned above, you will want to highlight other areas of focus. Communication Ambassadors can help you reach your feeder schools, neighborhoods, churches, community organizations, realtors, and your internal community, as well as help to facilitate a steady stream of parent reviews on sites such as Facebook, Instagram and GreatSchools.com sites, and active engagement on social media.

By highlighting these areas, you can ask your communication ambassadors to select an area that they would like to focus on during the year. Then, ambassadors will be able to form teams based on their area of focus to help you expand your reach in the community.

Involve Communication Ambassadors

Once you initiate the efforts of your communication ambassadors, you will need to facilitate their involvement throughout the year. However, make sure that you do not make your program about a bunch of meetings. Instead, the communication ambassadors can be encouraged to be involved in their area throughout the year through personal contacts and team meetings. In addition, it can work well to set up a closed Facebook or Google hangout group for your ambassadors to connect in real-time. You can use this as a tool to encourage their involvement throughout the year.

Need more help?

Need help launching your program?  Sounding Board can help your district with any or all of the steps with this process.  Give us a call at 916.673.8868 or email Heather at hvmcgowan@sounding-board.net.

We like to give credit where credit is due–this blog post was inspired by The Enrollment Catalyst.