DIY or delegate? Plan your message and call in help when you need it.
Mental health during pregnancy and postpartum. Winter power outages. Cannabis and the developing brain. Wildfire smoke. Safe storage for firearms. What do they have in common? Across our region, public health professionals are developing messages about these topics and delivering to the people who need to hear it most.
Communicating clearly, creatively, and consistently with the communities we serve is essential. But you don’t always have to do it all alone. Bringing in outside experts—like creative agencies, videographers, and developers—can amplify messages and boost capacity. Working with these vendors can be a game-changer. Or a headache. The difference? Clear expectations and upfront communication.
Whether you’re new to hiring a vendor or looking to get more out of the process, here are some tips for an effective collaboration.
Every great communications campaign starts with a plan.
Get clear on what you want to accomplish. Whether you’re hoping to hire or delegating a new project amongst your team, here are two ways to map it out.
Download this Communication Project Plan Template—a step-by-step guide to help you think it through. See how much of it you and your team can fill out, to start. (It’s ok if you don’t have all the answers yet.)
Crunched for time? Or maybe you need a quick strategy for a bite-sized message. The Quick and Dirty Marketing Plan* has just 3 questions:
Who’s the audience?
What’s the message? (What do we want them to learn, know, or do?)
How will we deliver that message to those people?
Optional questions: So what? Why now?
Now you have a plan that’s somewhere between quick, dirty and immaculately conceived. Next, ask yourself:
Do we have the time and skills to do this ourselves?
Is this a good opportunity to build internal capacity—or outsource to someone with expertise?
What’s the budget?
Maybe you have creative, design, or project coordination talents you want to develop. That’s great! But if you decide to bring in an expert, make the most of it. Think of that first meeting as a chance to interview them for the job. Don’t hesitate. Ask lots of questions.
Key Questions to Ask a Vendor
Experience, Fit, & Approach
People’s health can be personal and sensitive. It’s important to get the tone—and the facts—right. Find a team that understands your goals and will lean on your expertise.Have you worked with public health or related fields before?
Can you show us examples of similar projects?
What strategies do you use to reach and motivate audiences?
How will you incorporate our feedback?
Process & Communication
Get an idea of how you’ll work together.What’s your typical timeline?
How often will we check in?
How many rounds of edits are included?
Can you help with audience testing?
Who will our point-of-contact be? (Designate a point-of-contact on your team as well. It streamlines communication and prevents mixed messages.)
Budget & Scope
No one wants a surprise in their invoice.What's your scope of work? (Design? Print? Digital? Video? Social media templates? Ad management? Printing?)
Are there additional costs we should expect? (Like printing, shipping, or distribution.)
Can we get editable files to reuse and adapt?
Will we fully own these materials?
Can you share key evaluation data about projects?
Equity & Accessibility
Plan from the start to make your message work for everyone who needs it.Do you follow accessibility standards?
Can you help with plain language, translations, or ADA-compliance?
Do you have strategies for reaching underserved or hard-to-reach groups?
Need Help Navigating?
If you aren’t sure where to start, need help finding and vetting a vendor, or want to talk through your project plan, reach out!
Jenna Olson
Public Health Communications Coordinator
olsonj1@communityhealthboard.org
*The Quick and Dirty Marketing Plan comes from courses provided by the Nonprofit Marketing Guide.