peterbamuhigire/training-client-team

Social Media Team Training Workbook

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Use when

• Generates a complete 2-hour in-person training workbook for a client's internal team — employees who will assist with content creation or community management. Invoke when the user says "create a team training guide", "write a staff training workbook", "onboard our internal team on social media", or needs a printable workshop document for client employees. Output is a structured, print-ready workbook — not a presentation deck.
• Use this skill when it is the closest match to the requested deliverable or workflow.

Do not use when

• Do not use this skill for graphic design, video production, software development, or legal advice beyond the repository's stated scope.
• Do not use it when another skill in this repository is clearly more specific to the requested deliverable.

Workflow

1. Collect the required inputs or source material before drafting, unless this skill explicitly generates the intake itself.
2. Follow the section order and decision rules in this SKILL.md; do not skip mandatory steps or required fields.
3. Review the draft against the quality criteria, then deliver the final output in markdown unless the skill specifies another format.

Anti-Patterns

• Do not invent client facts, performance data, budgets, or approvals that were not provided or clearly inferred from evidence.
• Do not skip required inputs, mandatory sections, or quality checks just to make the output shorter.
• Do not drift into out-of-scope work such as code implementation, design production, or unsupported legal conclusions.

Outputs

• A structured markdown document, plan, playbook, or strategy ready for client-facing or internal use.

References

• Use the inline instructions in this skill now. If a references/ directory is added later, treat its files as the deeper source material and keep this SKILL.md execution-focused.

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How to Use This Skill

Collect the Required Input below. Then generate each module in full, substituting all bracketed placeholders with the client's specific details. Output is a complete, printable workbook for a 2-hour in-person workshop. Do not generate slide content — this is a participant workbook.

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Required Input

Ask for the following before generating the workbook:

• Client name — trading name of the business
• Industry — sector (e.g. hospitality, FMCG, healthcare, professional services)
• Country / city — default Uganda/East Africa
• Primary goal — what the client wants the team to achieve after training
• Team size — number of workshop participants
• Platforms used — which platforms the business is active on
• Scheduling tool — Buffer or Hootsuite (or other — specify)
• SM Manager name — the designated approver / social media manager
• Approval workflow contacts — WhatsApp group name, email address, or named contact for submissions
• Workshop date — for the cover page
• Any restricted areas or confidentiality concerns — specific to the client's business

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Output: Complete Training Workbook

Generate the following cover page and seven modules in full. Use the client's name, platforms, and contacts throughout. Write in plain English — no jargon. Tone: warm, clear, practical.

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Cover Page

[Client Name] Social Media Team Training Internal Workbook — Confidential Workshop Date: [Date] Prepared by: [SM Manager Name] Participants: [Team Size] team members

This workbook is for internal use only. Do not share outside the team.

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Module 1: Our Social Media Strategy (Plain-English Summary)

Duration: 20 minutes

This module explains why we are on social media and what we are trying to achieve — in straightforward language every team member can understand.

Why We Are on Social Media

[Generate 3–4 sentences explaining the business goal in plain English. Example: "We use social media to reach new customers in [city], stay in touch with people who already know us, and show what makes us different from competitors. Every post we publish is a chance to build trust."]

Which Platforms We Use — and Why

| Platform | Why We Use It | Who Uses It Most | |---|---|---| | [Platform 1] | [Plain-English reason] | [Audience description] | | [Platform 2] | [Plain-English reason] | [Audience description] | | [Platform 3] | [Plain-English reason] | [Audience description] |

Who We Are Talking To

[Write a 4–6 sentence plain-English description of the primary customer persona — no marketing jargon. Describe them as a real person: where they live, what they do, what they care about, what they need from this business.]

What We Post

Our content is organised into [X] main themes. Here is what each theme means in practice:

| Content Theme | What It Looks Like | Example | |---|---|---| | [Pillar 1] | [Plain description] | [Concrete example] | | [Pillar 2] | [Plain description] | [Concrete example] | | [Pillar 3] | [Plain description] | [Concrete example] |

What Good Engagement Looks Like

Respond to: genuine questions, positive comments, requests for information, complaints (escalate these — see Module 6). Ignore: spam accounts, offensive comments with no genuine intent, unsolicited sales messages. Do not engage with trolls.

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Module 2: What Each Team Member Can and Cannot Post

Duration: 15 minutes

These rules apply to personal profiles as well as any team access to company accounts.

Encouraged

• Share company posts from your personal profile — this extends our reach at no cost
• Take photos and short videos during work that show the team, workspace, or products positively (check Module 3 first)
• Write an honest positive review if you genuinely believe in what we do
• Like, comment on, and share company content when you see it on your feed

Not Allowed

• Sharing confidential business information — pricing discussions, client details, financial information, internal disputes
• Posting on behalf of the company without explicit authorisation from [SM Manager Name]
• Photographing clients, patients, or customers without their informed consent
• Taking photos or video in [list any restricted areas specific to this client — e.g. kitchen, stockroom, treatment rooms]
• Posting negative commentary about colleagues, management, clients, or competitors — on any platform, including personal accounts
• Sharing unreleased products, campaigns, or announcements before the official launch date

If in Doubt

Ask [SM Manager Name] before posting anything work-related. Contact via [WhatsApp/email: insert contact]. A quick check takes 2 minutes and protects you and the business.

Remember: Posts published on personal accounts can still reflect on the company. When in doubt, do not post.

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Module 3: How to Take Good Photos and Videos on a Smartphone

Duration: 25 minutes (including practical exercise)

You do not need expensive equipment. A modern smartphone, good light, and a steady hand produce results that are entirely suitable for social media.

Lighting

• Use natural light wherever possible — position the subject facing a window, not with their back to it
• Avoid harsh midday sun outdoors — it creates unflattering shadows. Shoot in the shade or during the golden hour (early morning or late afternoon)
• Indoors with no natural light: turn on as many room lights as possible and avoid mixing different light sources (e.g. one fluorescent and one warm bulb)

Framing

• Apply the rule of thirds: imagine the image divided into a 3×3 grid. Place the subject at an intersection — not dead centre
• Leave breathing room around products — do not fill the entire frame
• Avoid cutting off people's heads, hands, or feet at the edges

Stability

• Hold the phone with both hands, elbows braced against your body
• Use a wall, table, or windowsill to stabilise if available
• Tap the screen on the subject before shooting to lock focus and exposure

Background

• Check what is behind the subject before you shoot — remove clutter, move objects, or reposition
• A plain wall, a branded backdrop, or a natural outdoor setting all work well
• Avoid: busy kitchens mid-service, untidy desks, or areas with visible branding from competitors

Camera Modes

• Portrait mode: use for people, headshots, product close-ups — blurs the background attractively
• Standard mode: use for spaces, group shots, products in context
• Never use digital zoom — move closer physically instead

Filming for Video

• Landscape (horizontal): Facebook, YouTube, any presentation or screen-viewed content
• Portrait (vertical): TikTok, Instagram Reels, Instagram Stories, WhatsApp Status
• Do not film in landscape and crop to portrait — quality degrades significantly

Audio

• Get within 1 metre of the speaker whenever possible
• Avoid filming near air conditioning units, open windows with traffic noise, or loud music
• If you cannot control background noise, film without speaking and add a caption in post-production

Simple Post-Processing

Adjust brightness and contrast if needed. Straighten the horizon if it is crooked. Stop there. Heavy filters and over-processing reduce credibility.

Avoid: face-smoothing filters, extreme colour grading, adding stickers or emojis before submission.

Practical Exercise: Smartphone Photography

Each participant completes this exercise during the workshop.

1. Select one product or workspace feature in this room
2. Apply at least 3 of the tips above before shooting
3. Take 5 photos — vary the angle and framing for each
4. Select your best shot and share it with the group
5. Group discussion: what worked, what you would change

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Module 4: How to Use [Scheduling Tool] — The Basics

Duration: 20 minutes

[Scheduling Tool: Buffer / Hootsuite / other — generate step-by-step instructions for the tool specified in Required Input. Instructions below are written for Buffer. Adapt if Hootsuite or another tool is used.]

Logging In

1. Open [app.buffer.com] on your browser or the Buffer app on your phone
2. Enter your team login credentials — these are shared by [SM Manager Name]. Do not create a personal Buffer account
3. You will see the dashboard showing all connected platforms

Drafting and Scheduling a Post

1. Click New Post (top right)
2. Select the platform(s) you are posting to — tick each one
3. Write your caption in the text box. Paste the approved caption from the submission (Module 5)
4. Click Add photo/video and upload your approved image or video file
5. Read the character count indicator — stay within the recommended limit for each platform
6. Click Schedule for a specific time and select the date and time agreed in the approval workflow
7. Click Add to Queue or Schedule — the post is now queued

Previewing Before Scheduling

Before scheduling, click Preview to see how the post will appear on each selected platform. Check: image is not cropped oddly, caption reads correctly, no spelling errors.

Moving a Scheduled Post

Go to Queue → find the post → click the three-dot menu → select Reschedule → choose the new date and time.

What NOT to Do

• Do not click Share Now unless explicitly instructed by [SM Manager Name] — this publishes immediately without a second check
• Do not delete posts after they have gone live — contact [SM Manager Name] if a live post needs correction
• Do not change the approved caption text after the post has been approved

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Module 5: The Approval Workflow

Duration: 10 minutes

Every piece of content goes through an approval step before it is published. This protects the business and ensures consistency.

The Workflow

Team member creates content (photo/video + caption draft)
        ↓
Sends to [SM Manager Name] via [WhatsApp group: insert name / email: insert address]
        ↓
[SM Manager Name] reviews within [X hours] during business hours
        ↓
    Approved?
   YES → Scheduled              NO → Feedback provided
                                      ↓
                               Team member revises
                                      ↓
                               Re-submitted for approval
                                      ↓
                                  Scheduled

What to Include in Every Submission

Send all of the following together — incomplete submissions will be returned:

1. Image or video file (full resolution, not a screenshot)
2. Draft caption — written out in full
3. Platform intended for (e.g. Facebook + Instagram / WhatsApp Status only)
4. Requested date and time for publishing
5. Any context [SM Manager Name] needs to know (e.g. "this was taken at today's team meeting")

Turnaround Expectation

[SM Manager Name] will respond within [X hours] on weekdays. For time-sensitive content (e.g. same-day events), notify [SM Manager Name] directly first before submitting.

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Module 6: How to Respond to Customer Messages

Duration: 15 minutes

Some team members may receive customer messages on the company page or be tagged in comments. Follow these guidelines.

The Golden Rule

Acknowledge immediately. Resolve nothing until you have checked with [SM Manager Name].

Response Time Standard

Respond within 1 hour during business hours ([insert hours, e.g. 8am–6pm Monday to Saturday]).

Standard Acknowledgement Messages

Copy these exactly — do not paraphrase:

Message 1 (General enquiry): "Thank you for reaching out to [Business Name]. We have received your message and will be in touch shortly. For urgent assistance, please contact us on [WhatsApp number]."

Message 2 (Complaint): "Thank you for letting us know. We take this seriously and want to make it right. A member of our team will contact you directly within [X hours]. We appreciate your patience."

Message 3 (Product / service question): "Thank you for your interest in [Business Name]. We will connect you with the right person who can answer your question fully. Please expect to hear from us within [X hours]."

What Not to Say

• Do not share pricing unless you are authorised to quote
• Do not confirm availability, delivery dates, or stock levels unless you have checked
• Do not make promises about refunds, replacements, or discounts
• Do not engage with abusive comments — screenshot and report to [SM Manager Name] immediately

Escalation Path

Customer message → You acknowledge → Escalate to [SM Manager Name] → If unresolved: escalate to [Client Owner / Director Name]

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Module 7: How to Report Performance

Duration: 10 minutes

You are not expected to analyse data. Your role is to notice and report.

What You Track and When

| Frequency | What to Do | |---|---| | Weekly | Screenshot any comments, DMs, or mentions that need attention. Send to [SM Manager Name] | | Monthly | Note 2–3 posts you felt performed unusually well or poorly, with a brief reason why | | Quarterly | Attend the team performance review (attendance expected) |

Weekly Reporting Template

Complete this in under 2 minutes every [day of week — e.g. Friday]:

[Business Name] Weekly Social Media Notes
Week of: _______________
Completed by: _______________

1. Did you notice any comments or DMs that need attention this week? (Yes / No)
   If yes, list them here: _______________

2. Any post that got more engagement than usual? Which one and why do you think?
   _______________

3. Any post that underperformed? Which one and why do you think?
   _______________

4. Any customer feedback (positive or negative) you heard offline that relates to our content?
   _______________

5. Anything else [SM Manager Name] should know?
   _______________

Send completed template to: [SM Manager Name] via [WhatsApp/email]

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Workshop Exercises Summary

Exercise 1 — Smartphone Photography (Module 3, 15 minutes) Each participant photographs one product or workspace feature using the tips in Module 3. Share with the group. Discuss what worked.

Exercise 2 — Caption Writing (15 minutes) Using the brand voice and content pillars from Module 1, each participant writes a 3-sentence caption for the photo they took in Exercise 1. Read aloud. Group gives feedback using this prompt: Does it sound like us? Is there a clear action?

Exercise 3 — Customer Complaint Scenario (10 minutes) Role play: a customer posts on the company Facebook page: "I ordered from you last week and still have not received my delivery. This is unacceptable." In pairs: one plays the customer, one plays the team member. Apply Module 6 guidelines. Debrief as a group.

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Quality Criteria

• [ ] All bracketed placeholders are replaced with the client's specific details — no generic text remains
• [ ] Platform table in Module 1 lists only the platforms the client actually uses
• [ ] Approval workflow in Module 5 reflects the client's actual contacts and turnaround times
• [ ] Acknowledgement messages in Module 6 include the correct business name, WhatsApp number, and response times
• [ ] Module 4 instructions match the scheduling tool specified (Buffer / Hootsuite / other)
• [ ] Language is plain and jargon-free throughout — appropriate for non-marketing staff
• [ ] British English spelling throughout
• [ ] Workbook fits within a 2-hour workshop structure (module durations total 115 minutes, leaving 5 minutes for intro and close)