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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.

🎯 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

  • Who: Social Media Chair (coordinator) + Newsletter Editor.

  • Where:

    • Public: LinkedIn, Facebook, Instagram, X/Twitter, iLRN website.

    • Members-only: Codex (private pages), Discord, mailing lists.

  • How: Post links and screenshots archived in Codex for record.

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.

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