Creating a WhatsApp group for your councillors
It is indeed one of the best ways for a Parish or Town Clerk to ensure that councillors are aware of important emails that have been sent.
Since councillors are not always at their desks checking emails, a more immediate communication method can be helpful. Here’s how a WhatsApp group can improve communication:
1. Instant Notifications
WhatsApp provides instant notifications that are more likely to be seen quickly compared to emails, which might get buried in inboxes. A simple message like “Please check your emails for the agenda” can prompt councillors to look at their inboxes.
2. Read Receipts & Acknowledgments
WhatsApp shows blue ticks when messages are read, allowing the clerk to confirm that councillors have seen the notification. This avoids the need for follow-ups.
3. Informal & Quick Queries
Councillors can ask quick follow-up questions in the group rather than sending formal emails. This encourages engagement and ensures everyone stays updated.
4. Reducing Delays in Decision-Making
If urgent information needs attention, WhatsApp can highlight it immediately, ensuring councillors respond faster and meetings run smoothly.
5. Keeping Messages Professional & Focused
While WhatsApp is informal, it’s essential to:
- Set clear rules (e.g., only council-related messages)
- Keep discussions professional
- Avoid excessive notifications by using the group mainly for alerts
Alternative Communication Methods
If some councillors do not use WhatsApp, other options include:
- SMS Alerts – A short text message prompting them to check emails.
- Microsoft Teams or Slack – If the council prefers a structured, professional platform.
- Phone Calls (for urgent matters) – If something needs immediate attention.
In summary, a WhatsApp group is an efficient, modern, and effective way for clerks to ensure councillors stay informed without needing to constantly check their emails. Would this work well for your council’s setup?
