ACCJ COMMUNICATIONS

 An organization as active as the ACCJ engages with members and the public through a variety of communications.


1. ACCJ Website
The ACCJ Website (www.accj.or.jp) is the primary source of ACCJ information including events, news, committee materials and advocacy documents. 

2. ACCJ Insider, Event Notices, and Announcements
These are sent to the email address you provide to the ACCJ in your Member Data Center (MDC) record.
a. The weekly newsletter, the ACCJ Insider, contains a list of upcoming ACCJ events, recent news and stories.

b. Invitation flyers to programs from specific committees (both committees you have signed up for and, on occasion, from committees holding events that may be of interest to you).

c. General announcements deemed relevant to all members. In order to manage email from the ACCJ with the greatest efficiency, we recommend setting up an inbox mail filter that directs all ACCJ email to a specific folder. To help you accomplish this, all official ACCJ announcements will include “ACCJ” at the beginning of the subject line.

3. Social Networking Services
The ACCJ uses the following social networking services. For those who use them, please find us to interact more with the ACCJ and its members.
• LinkedIn (www.linkedin.com/company/american-chamber-of-commerce-in-japan)
• Facebook (www.facebook.com/The.ACCJ) 
• Twitter (https://twitter.com/amchamjapan?lang=en)
• YouTube (www.youtube.com/user/AmChamJapan/)

4. The ACCJ Journal
This publication is sent monthly to the mailing address you provide in the MDC.  A PDF version and featured articles can be found on its special website (journal.accj.or.jp).

Resources for Committee Leaders; Please reach out to the ACCJ Communications Department at any time to discuss your committee's communications plan or ask any questions. 

The Committee Excellence Advisory Council (CEAC) is also available as your key resource! Please feel free to email any ideas, questions or suggestions. 

COMMUNICATIONS ESSENTIALS FOR COMMITTEE LEADERS

Communications Today
The external environment is changing

  • Complexity is the new norm

Channels are diversifying

  • Pick the main channel that works for your audience

  • Communicate consistently and regularly through that channel 

  • Caveat: To reach a wider audience, multi-channel communications may be necessary.

Speed

  • Information loses its value quickly

Keep it simple

  • Messages are easier and quicker to digest


​                        
Identify your Stakeholders, Plans, Calendars, and Campaigns  
Who are you talking to?
•Identify the stakeholders for your message; your audience includes those you want to reach and those impacted by your message

Preparation is more than half the battle
•Plan how your communication is going to happen

Calendar
•Have a schedule for preparation, execution and follow-up
​
Campaigns
•How can your messages integrate and mutually reinforce for impact?


DO's and DON'TS

DO…

  • …confirm why, what and how you will communicate

  • …you meet ACCJ guidelines?

  • …check the resources available at the ACCJ

  • …double-check plans, schedule & preparations

  • …double-check sign-offs

  • …use spell-check

  • …double-check settings & distribution / mail lists

  • …be ready in case it doesn’t go to plan

DON'T

  • …neglect to coordinate your message with other stakeholders

  • …delay in engaging when it’s critical or time-sensitive

  • …forget to review your message (four-eyes)

  • …assume everyone got the message just because you sent the email

  • …think that by deleting a post on social media it disappears forever

  • …forget to follow-up 

ACCJ COMMUNICATIONS TOOLS FOR COMMITTEE LEADERS

  • ACCJ website (www.accj.or.jp) lists events, news updates, and committee information for viewing by ACCJ members and public.

  • Email allows committee leaders to communicate with committee members

  • Event flyer contains all basic details of the event (title, speaker, date, time, location, hosting committee(s), etc.) and an image of the speaker. It is distributed to members of the event’s hosting committee(s) and any other committees whose committee leaders agree to have the event publicized directly toward their members.

  • The ACCJ Insider weekly newsletter is emailed to all ACCJ members with events and news updates.

  • The Member Data Center (MDC) (https://nav.accj.or.jp/) shows committee information and event information to members only.

  • Announcements by event MCs or committee chairs at meetings.

  • The ACCJ Journal includes event recaps and articles by and insights from leaders on industry-specific or advocacy topics

TRAINING

Get the right support so you know how to use your selected channel.

  • Contact the ACCJ Communications Department at Comms@accj.or.jp at anytime. 

  • Join us at a Committee Excellence Advisory Council (CEAC) training. These are available throughout the year.


As tools evolve, training will be available. Please stay tuned!

GUIDELINES FOR EVENT FLYERS

Brevity
Keep event title within 10 words.
Keep event overview within 300 words (including the biographical information of the speaker or speakers).

Structure
Event overview should attempt to convince the reader of the business value of the particular event.
The overview should be engaging. Include keywords that are instantly recognizable to those with knowledge and interest in the given topic.
Include a link to a more complete bio of the speaker, if available.

Focus
Refrain from promoting the speaker or the speaker’s organization rather than the event.

Timing
Optimal lead time for ACCJ events is 6 weeks. The initial event description should be published at least one month before the event. Please note that to help the ACCJ streamline communications, text for event flyers are reviewed by the ACCJ Communications Department. Please allow 2-3 business days for a draft to be reviewed once submitted. 

GUIDELINES FOR COMMITTEE PAGES

Description and leader photos
Explain who you are and what your committee’s focus is in 300 words or less.

Link to your events
The ACCJ website can link to all past events your committee has hosted.

Photo gallery
Bring your page to life with a few photos from past events.

At a Glance
Provide a quick overview of your committee.

Please contact your Committee Coordinator or ACCJ Communications with questions.