System Academic Administration

Communications Team Communications Team Communications Team

The team and Kathy: Handles policy-driven
administrative communications, internally and externally editing, communications planning communications strategy

• Peggy: First contact for writing,

• Kris: First contact for Web-driven • Amy: First contact for design
strategy, design issues and support datadriven strategy

• Gabe: First Contact for Web-based,

Communications planning planning
Peggy Rader System Academic Administration November 24, 2008

Communications planning
• Work plan • Needs assessment • Forms of delivery • Audience • End goals for communication • Budget

Day-to-day services

• Writing • Editing • Repurposing • Proofreading

Internal communications

• Presenting the strategic face of SAA • The Brief • E-mails

External communications

• Interface with U relations • Media Relations • Community relations • Legislative relations (local, state, federal)

Content Client provided (edited for clarity, University style, audience appropriateness, etc.)

• Client requested (written, vetted by client,

• Initial design/Web concept • Final Proofread • Client sign-off • Production and distribution/site goes live

Branding and new University policy new University policy
• All print and Web will bear the primary
branding of the University of Minnesota, including the tag line, “Driven to Discover” secondary to U of M and D2D primary palette

• Any other logo or wordmark must be • Maroon and gold must be part of

University style

• Capitalization • Serial commas • Use of Dr. • AP style


• Return on investment • Coherence of message • Best practices for print

Web Design
& Online Collaboration
Kris Layon System Academic Administration November 24, 2008

• Design Consultation
★ ★

Web Services

U Relations template + standards information architecture and navigation accessibility / usability assessment template design page and site construction

• Design Planning & Production
★ ★

Collaboration Services
• Content management (tools +

• Calendaring • Blogging • Social networking

Web Analytics
• Tracks user behavior on your site:
what browsers they are using automatically upon request tune your web strategy what they are doing, for how long, and how often

• Can also tell us where they are and • Reports can be emailed to you • Using this data can help you fine-

Misc. Services
• Content editing, formatting, and

• Online surveys & registration • Video; photo slideshows; audio /

• Data-driven web sites
★ Projects with social and dynamic

★ Gabe will focus on this after me

Tips & Suggestions
• Contact early; rush projects
invariably suffer

• Think about communications goals
1.Why do you need a web site? • What do you want people to do

• Are there specific goals or tasks?

• Is your web site part of a larger

communications strategy? (it should be!)

The Database-driven Web
Gabe Ormsby System Academic Administration November 24, 2008

What is a databasedriven site?
Technical definition

• A site that pulls information from a database
to generate pages on demand, rather than serving pre-existing documents.

• Not a particularly informative definition...

What is a databasedriven site?
Practical characteristics

• Database holds information for and about
individual “pages.” (More appropriately, “items of information.”) formed web pages or other elements as needed.

• Templates pull in data and present it as fully• Same data can be used multiple ways:
Menus, search listings, full pages, summaries.

What is a databasedriven site?
Additional Capabilities

• Site can be designed to allow visitors to put
information into the database as well as to retrieve it.

• Turns the web browser into a site writing,

editing, and organizing tool, not just a viewer. feeds, e-mail notifications about changes

• Reformat content and respond to activity: RSS

Content management
• The site itself becomes the tool for managing
site information.

• Content management powers can be narrowly
or widely distributed.

• Less need to craft each page. • Example: North Star STEM

• Collaborative content creation and information

Social publishing and social networks

• Site users are invited and expected to contribute. • May center around particular subjects or selfselecting communities. “interaction-centered.” community.

• Continuum between “content-centered” and • Plan time to manage and cultivate the site and

Specialized applications
• Web-based tools designed around specific
personal or organizational needs.

• May include process logic (business logic) as
well as content management tools.

• Examples: Basecamp (project management),
Imagine Fund grant application process

What can we offer?
What approaches serve your communications needs and strategies? What steps are involved, what’s your time frame? What tools best fit your strategies and budget? What service model best fits? In-house development or finding internal or outside services. Building is just the beginning.

•Evaluation & comparison: •Implementation:

•Orientation & documentation:

Design Process
getting your message noticed (in a good way)
Amy Kalbrener System Academic Administration November 24, 2008



save-the-date cards

envelopes (including mail merge)




2008 Maroon Award Winner

2007 Maroon Award Winner



conference materials

workmarks & disclaimers

Text Text Text

(at least concerning printed materials)

reducing your environmental impact

printed on 100% recycled paper

We can do more
• Getting print quotes. • Working with the printer from beginning
to end. needs.

• Determining what will work best for your • Creating E-mail and web formated pieces. • Finding designers, photographers,

• Integrating web/print look.

Plan ahead
• Who is the audience? • What do you want to accomplish? • What impression do you want to make? • What is the budget? • What is the deadline? • Are there designs you like? • Quantity you will need? • Will there be web needs as well?

Tips & Suggestions

• Contact me 1 to 2 months before the

• Know the audience. • Have text finalized before the design work

Best practices
When you are the designer.

• Use no more than two fonts. • Do not use bold, italics, or underlining more
than necessary.

• Do not use all caps more than necessary. • Proof read. • High quality photos. • Simple fonts. • Simple images. • Simple.

good/bad design good/bad design

good bad

good/bad photos good/bad photos



Get to know us better
• Mini focused design/web workshop. • Web updating tutorials. • Content Management training. • Editing help.

• Kathy: Handles policy-driven

The team

communications, internally and externally editing, communications planning communications strategy

• Peggy: First contact for writing,

• Kris: First contact for Web-driven • Amy: First contact for design
datadriven strategy strategy, design issues and support

• Gabe: First Contact for Web-based,