Developed trail
Newsletter
We will stay connected with you, share what matters, and listen for what you care about.
Stage 1 of 7
Purpose
Why are we doing this?
We use the Newsletter to help people connect to Proxima, stay informed, feel remembered, and take a fitting next step when something connects.
The newsletter is Relationship Care. A quiet opportunity to give does not make the issue a fundraising appeal; giving becomes part of the issue only when it is a purposeful and appropriate invitation.
Stage 2 of 7
Message
What are we saying?
Each issue shares what is worth knowing now and offers only the invitations we are prepared to honor.
| We ask | What it helps us do |
|---|---|
| What is worth sharing now? | Choose what helps people stay informed and connected. |
| Why does it matter? | Give enough context to understand—not a general report. |
| What should we leave out? | Protect clarity, permission, and what is not ours to tell. |
| Does anything need more room? | Continue the same Message with Read more when
helpful. |
| What response naturally fits? | Offer only a response with a defined pathway. |
Before sending, every specific invitation has a clear owner, response time, and completion condition.
Stage 3 of 7
People
Who is this for, right now?
We begin with the people and organizations for whom this issue is relevant, then respect their Communication Preferences, Opt-Outs, and current delivery eligibility.
Relevance tells us who may care. Choice and current eligibility govern who receives the issue.
Stage 4 of 7
Delivery
How and where does it reach them?
We send the right Message to the right people when we are ready to listen.
| Send window | When we use it |
|---|---|
| Tuesday • 9:00–10:00 AM Pacific | Primary quarterly send window |
| Thursday • 9:00–10:00 AM Pacific | Approved alternate when Tuesday cannot be used |
We do not send until the eligible People, response pathways, and any approved Newsletter Continuation links are ready.
Stage 5 of 7
Reaction
What did they do?
After the newsletter is shared, we listen in two different ways.
| What people tell us | What it may mean |
|---|---|
| Quiet acknowledgement | The Message connected. |
| Explicit interest | Something may matter to this person. |
| Communication Preference request | They told us what they want to receive. |
| Reply • request • gift • registration • volunteering | A distinct response may be needed. |
| How people engage | What it helps us notice |
|---|---|
| Opened • Started • Engaged • Read • Completed | How people gave attention to the Message. |
| Qualifying engagement with two different items on the same Topic | Something may be becoming meaningful. |
On a Newsletter Continuation page, the first response is a quiet acknowledgement. An optional second response can express a deeper interest or Communication Preference.
Attention helps us notice. Choice tells us more. A request tells us what may need to happen next.
Reading alone does not establish confirmed interest, change a Communication Preference, or create a founder Task.
Stage 6 of 7
Next Action
What do we do next?
We respond according to what the person actually did or entrusted to us.
| What happened | What happens next |
|---|---|
| Reading only | Carry it forward for learning; no founder Task. |
| Quiet acknowledgement | Remember that the Message connected; no founder Task. |
| Explicit interest | Use it in future People and Message decisions. |
| Communication Preference or Opt-Out | Honor it immediately when possible; otherwise within 1 business day. |
| Personal reply | The right person responds within 2 business days. |
| Coaching or volunteer interest | Hand off to the appropriate trail; respond within 3 business days. |
| Gift or event registration | Hand off to the owning trail and its approved timing. |
| Care or help request | Use the appropriate Personal Relationship Care pathway and timing. |
| Delivery or identity problem | Review within 2 business days; resolve it before relying on future communication. |
A Task is used only when accountable human follow-through should not be left to memory. When another PROS trail owns the response, we hand the relationship forward rather than recreating that work here.
Stage 7 of 7
Learn
What do we carry forward?
We hold an initial review after 3 business days and a final review after 7 calendar days.
We watch:
what people read • what they tell us • interests and requests • preferences and Opt-Outs • follow-through and Tasks • gifts and registrations • delivery and identity problems
We use what strengthened connection, what invited a useful response, and what needed attention to improve the next issue. Any operating change still requires the right approval.
Relational Takeaway
The Quarterly Newsletter is not simply something Proxima sends. It is a regular way to stay present, share what matters, notice what people care about, and respond faithfully when they choose to engage.