Media Development Pipeline and Greenlighting

This pipeline describes how iLRN develops, vets, and publishes media across platforms (newsletters, social media, Codex updates, website). It ensures clarity in who does what, where content is created, and how messages are greenlit before publication.

See the Greenlighting Matrix at the bottom of this page.

🎯 Purpose

Create clarity on responsibilities within the Comms & Media team.
Use Codex to track drafts, approvals, and archives.
Balance efficiency (lightweight approvals for routine posts) with care (heavier oversight for sensitive/strategic messaging).
Maintain a consistent iLRN voice and brand identity across channels.

🛠️ Workflow Overview

Step 1: Idea & Drafting

Who: Content Writers, Social Media Chair, Newsletter Editor, CEO (for branding direction).
Where: Drafts logged in Codex (under the relevant book: Newsletter, Social Media, Campaigns).
Assets: Canva used for visuals; templates aligned with Branding Assets.
Output: Draft text + draft graphics posted to Codex with tags (#draft, #needs-review).

Step 2: Greenlighting System

A. Lightweight Greenlight (Routine Messaging)

Examples: Event reminders, speaker spotlights, community highlights, “save the date” posts, conference countdowns.
Process:
- Draft → Peer check by Social Media Chair or Newsletter Editor → Publish.
- Logged in Codex (archive page) with link to Canva file.
Turnaround: 1–2 days.

B. Heavyweight Greenlight (Sensitive/Strategic Messaging)

Examples: Announcements tied to iLRN core processes (fees, CfP, elections, governance updates, partnerships, awards).
Process:
- Draft → Social Media Chair + CEO review.
- Escalation to Steering Committee or Executive Team for input if policy/finance-sensitive.
- Greenlight recorded in Codex (with #approved tag + approver noted).
Turnaround: 3–7 days.

Step 3: Production & Finalization

Who: Media Design Volunteers (graphics), Video Editor (if needed).
Where: Canva (shared account). Files linked in Codex entry for traceability.
What: Finalized visuals + text copy, with approval noted.

Step 4: Publishing

Step 5: Archiving & Reflection

Where: Codex → relevant book archive page.
What: Published text, link to post, Canva file link, and engagement notes.
Who: Social Media Chair, Newsletter Editor.
Why: Ensures continuity and provides examples for future volunteers.

🤝 Roles & Responsibilities

CEO (Jonathon): Provides branding direction; reviews heavyweight greenlight items.
Social Media Chair: Coordinates pipeline, reviews routine drafts, approves lightweight posts, manages publishing calendar.
Newsletter Editor: Manages monthly newsletter drafting, review, and publishing.
Content Writers: Generate post/newsletter drafts in Codex; source stories.
Graphic Designers (volunteers): Develop visuals in Canva based on templates.
Video Editor: Produces video assets for campaigns or special events.
Steering Committee / Executive Team: Review only heavyweight posts requiring governance or financial alignment.

📚 Codex Integration

Drafting: All posts drafted and tagged in Codex (#draft).
Greenlighting: Lightweight (#approved-light), Heavyweight (#approved-heavy) tags + approver’s name.
Archiving: Each book (Newsletter, Social Media, Campaigns) has an Archive section.
Continuity: Past posts and campaigns searchable in Codex, with links to Canva files.

🪴 Notes

Efficiency First: Not every post requires Steering/Exec approval — the greenlighting system prevents bottlenecks.
Visibility: Codex acts as the memory system, ensuring no lost drafts, orphaned graphics, or duplicated effort.
Volunteer-Friendly: Canva templates + Codex instructions make it easy for new contributors to step in.

Greenlighting Matrix

This matrix clarifies what kind of iLRN messaging requires which level of review, who approves it, and how it is logged in the Codex. It keeps the media pipeline efficient for routine posts while adding safeguards for sensitive or high-stakes communications.

🟢 Lightweight Greenlight (Routine Messaging)

Examples:

Event reminders (webinars, workshops, countdowns)
Speaker spotlights
Community highlights (volunteer recognition, house/garden updates)
“Save the date” graphics
Simple photo galleries or post-event thank-you notes

Approval Flow:

Drafted in Codex + Canva visual created
Reviewed and greenlit by Social Media Chair (or Newsletter Editor for newsletter items)
Logged in Codex with tag #approved-light

Turnaround: 1–2 days

🔵 Heavyweight Greenlight (Sensitive/Strategic Messaging)

Examples:

Call for Papers announcements
Conference fees and registration updates
Elections, governance, or bylaws updates
Partnership or sponsorship announcements
Awards categories and winners
Financial or policy-sensitive information

Approval Flow:

Drafted in Codex + Canva visual created
Reviewed by Social Media Chair + CEO
If governance/finance related: circulated to Steering Committee or Executive Team for confirmation
Logged in Codex with tag #approved-heavy and approver’s initials

Turnaround: 3–7 days

📊 Greenlighting Matrix Table

Type of Message	Examples	Who Approves	Where Logged	Turnaround
🟢 Lightweight	Reminders, spotlights, community posts	Social Media Chair / Newsletter Editor	Codex page + `#approved-light`	1–2 days
🔵 Heavyweight	CfP, fees, governance, awards, partnerships	Social Media Chair + CEO (+ Steering/Exec if sensitive)	Codex page + `#approved-heavy`	3–7 days

📚 Codex Integration

Drafting: All content drafted in Codex before publication.
Tagging: Posts tagged #draft → #needs-review → #approved-light or #approved-heavy.
Archiving: Published posts archived with links to Canva files + live posts for future reference.

🪴 Notes

This system ensures routine posts don’t bottleneck while sensitive announcements receive proper oversight.
Volunteers can act quickly within the lightweight system, while the Executive Team stays in control of strategic messaging.
The matrix itself should be updated annually in the Codex to reflect any changes in leadership roles or workflows.