Purpose

To create clear, meaningful, and respectful communication with our congregation by reducing inbox overload, protecting sacred messaging, celebrating our community, and ensuring a fair and consistent system for promoting programs.

I. Weekly Congregation-Wide Emails

Har Zion will send three congregation-wide emails each week.

1. Shabbat & Ritual Life

Sent: Fridays
Purpose: Sacred rhythm, spiritual grounding, and clarity

Includes:

• Shabbat service times
• Torah portion and short parsha reflection
• Clergy message
• Kiddush sponsors
• Lifecycle moments connected to the upcoming Shabbat
• Upcoming ritual services or holidays only

Does not include:

• Program promotion
• Event registration
• Fundraising appeals
• Non-ritual announcements

This email should feel calm, predictable, and sacred. It is not a marketing communication.

2. Community Celebrations & Highlights

Sent: Wednesdays
Purpose: Belonging, pride, and community connection

Includes:

• Mazel tovs and milestones
• Births and celebrations
• Community acknowledgments
• Photos from recent programs
• Thank-yous and reflections

Does not include:

• Upcoming events
• Registration links
• Calls to action

This email exists to celebrate our people and community life.

3. Upcoming Programs & Events

Sent: Mondays
Purpose: Clear, centralized information

Includes:

• All upcoming programs and events
• Brief descriptions
• Dates, times, and intended audiences
• Registration links

Guidelines:

• All events appear here by default
• Consistent format each week
• Informational tone only

This email serves as the congregation’s weekly planner.

II. Standalone Event Emails

Most programs will be promoted through the weekly events email. Some events will receive 2 standalone emails:

• One announcement email
• One last-chance reminder

Standalone emails are not automatic.

A standalone email may be approved only if the event is:

• Congregation-wide in importance
• A priority for Har Zion, Clergy-led or donor-driven
• Time-sensitive (deadline within 72 hours)
• Revenue-critical

All standalone congregation-wide emails require approval from the Director of Marketing & Communications.

III. Social Media

Social media supports and amplifies email communications.

Promotion may include:

• Instagram posts and stories
• Facebook posts and stories
• Reels and short-form video

Social media does not replace congregation-wide email communication.

IV. Department & Group Communications

Approved departments and groups may send emails to their specific audiences only, including:

• NCCECE
• JFGRS
• Sisterhood
• Open a Book… Open your Mind
• Men’s Club
• Tekiah Campaign
• Other Approved Groups

Guidelines:

• Audience-specific distribution only
• Mostly not forwarded to the full congregation
• Use Approved Templates
• Marketing Team provides oversight for structure and cadence

V. Content Submission Process (Required)

All content must be submitted using the form:

“Submit Content for Har Zion Communications”

Required information:

• Contact name and department
• Content type
• Desired send date(s)
• Headline
• Body copy
• Images (if applicable)
• Registration link (if applicable)
• Deadline acknowledgment

Submission deadlines:

• Shabbat & Ritual Life: Monday at 12 PM
• Community Highlights: Friday at 12 PM
• Programs & Events: Wednesday at 12 PM

Late submissions will be scheduled for the following week.

VI. Ownership & Approval

The Director of Marketing & Communications oversees:

• Communications strategy
• Final content approval
• Scheduling and distribution

No congregation-wide emails are sent outside this structure.

Emergency or safety-related communications may be sent outside this schedule as needed.

What This Policy Supports

• Fewer emails and higher engagement
• Clear expectations for staff and volunteers
• Fair and consistent promotion of programs
• Protection of sacred and pastoral messaging
• Stronger connection to community life