how to integrate student interns to create content and manage digital tools
TRANSCRIPT
PEER TO PEER DIGITAL COMMUNICATION
HOW TO INTEGRATE STUDENT INTERNS TO CREATE CONTENT AND MANAGE DIGITAL TOOLS
WHO WE ARE Meg Dedyne
Communications Intern
- Journalism major and
minor in public relations
- Has completed 5
communications internships
- Social media enthusiast
- Loves to dance
Skyin (Xiaoyu) Yin
Communications Coordinator
- Advertising background
- Interculturalist
- Michigander from China
- Travel to eat
SUPERVISOR INTERN
STUDENT INTERNSDIGITAL COMMUNICATIONS
PEER TO PEERCREATE CONTENTMANAGE CHANNELS
YOU NEED HELP FROM STUDENT INTERN(S) IF:
• No dedicated communication staff
• Not enough time to create content
(writing, editing, design, research) by
yourself.
• I don’t know where and how to create
and find content.
• Too many things to post and I don’t have
time to post them one by one…
• I do have interns but teaching them how to do it
seems even more time consuming than if I do it
myself.
• Sometimes I get too busy to give interns enough
work to do and they just sit around and check
Facebook.
• I don’t trust my interns post on FB for the office
by themselves.
• So hard to keep track of the tasks assigned to
interns.
• Every time a new intern comes, I need to train
him/her again.
• I often start a project but can’t finish
YOU NEED BETTER WORK FLOW IF:
OR
WHY IT IS VALUABLE TO HAVE CAPABLE INTERNS:
• Save your time. Need we say more?
• Provide creative ideas for the office
• Mutual learning experience for both supervisors
and the interns
• Interns can add a fresh set of eyes to old or
recurring projects
• Add leadership and strategy value
• Workflow that works
• Toolkit (helpful and easy to use!)
• Engaging content and
effective communication
MORE IMPORTANTLY…
GOALS
WHAT DOES MEG DO?
Training
Planning
Create & curate
Post & promote
Monitor
Evaluation
WORKFLOW/MODEL/SYSTEM
WORKFLOW/MODEL/SYSTEM
• Survival guides/How-tos/Checklist
from old interns (2 months away)
• Old interns train new interns (one week)
• Online tutorials
(Help/Support/Youtube)
• 1 month to pick up
(1 year required for OISS interns)
Training (peer to peer)
Plan ahead
Create & curate
Post & promote
Monitor…how?
Evaluation
WORKFLOW/MODEL/SYSTEM
• Finish editorial
calendars!!!!
Training
Plan ahead
Create content
Post & share
Monitor…how?
Evaluation
Master Calendar Content Calendar
familiarize interns with big picture!
INTERN & SUPERVISOR:COMPLETE NEW CALENDARS TOGETHER
INTERN: FILL IN PAST CALENDARS
WORKFLOW/MODEL/SYSTEM
Step 1: Finish editorial calendars (ongoing)
Step 2: Communications checklist
Training
Plan ahead
Create content
Post & share
Monitor…how?
Evaluation
STU
DEN
T G
RO
UPS E
VEN
TS
OFF-C
AM
PU
S E
VEN
TS
CA
REER
, V
OLU
NTEER
, STU
DY
IMM
IGR
ATIO
N &
OIS
S E
VEN
TSWebsite
Weekly
FB
Blog
Weekly
FB
BlogFB
BlogFB
WORKFLOW/MODEL/SYSTEM
Step 1: Finish editorial calendars (ongoing)
Step 2: Communications checklist
Step 3: Set up electronic calendar reminders
Training
Plan ahead
Create content
Post & share
Monitor…how?
Evaluation
Social
Media
WORKFLOW/MODEL/SYSTEM
• Design
Canva.com
Powerpoint
Training
Plan ahead
Create content
Post & share
Monitor…how?
Evaluation
SERVICE LEARNING & VOLUNTEERINGservicelearning.msu.edu
/MSUServiceLearning
oissmsu.wordpress.com
CONNECT WITH OISS
WORKFLOW/MODEL/SYSTEM
• Design: Canva and PPT
• Facebook: schedule / save as drafts (Hootsuite)
Training
Plan ahead
Create & curate
Post & promote
Monitor…how?
Evaluation
WORKFLOW/MODEL/SYSTEM
• Design: Canva and PPT
• Facebook: schedule / save as drafts (Hootsuite)
• Blog: Templates outreach draft final
Training
Plan ahead
Create & curate
Post & promote
Monitor…how?
Evaluation
• Writing principles
- Concise and key information.
- Absolutely no grammar mistake!
– Double check all the time!
• Where to look for content?
- Editorial calendars & past posts
- Partners’ page and student groups page
- News and resources – liking other pages
WORKFLOW/MODEL/SYSTEM
• When & how often:
- Two posts per day, weekly email, monthly blog
– FB insights
• Promotion outreach/share:
- Student groups page
- Partners’ page
- Outreach to partners personally
Training
Plan ahead
Create & curate
Post & promote
Monitor…how?
Evaluation
WORKFLOW/MODEL/SYSTEM
Training
Plan ahead
Create & curate
Post & promote
Monitor…how?
Evaluation
Project Management Tools
(Basecamp)
What do I want?
What’s included?
Who to contact?
Where to get the information?
Example!
Timeline (start & due date)
Assignee
Priority (normal-high-urgent)
Status (new-in progress-close)
Progress
Watcher
• Clear and comprehensive
instructions
• Real time conversation
• All files at one place
• Keep track of progress
• Calendar incorporated
WORKFLOW/MODEL/SYSTEM - TPCPME
Training
Plan ahead
Create & curate
Post & promote
Monitor…how?
Evaluation
Communication evaluation• Facebook insights
• Blog views
• Email open rate & click rate
• Google Analytics
• Survey & focus groups
Intern evaluation form
Regular communication• Daily check-in
• Bi-weekly meeting
TOOLKIT (WEBSITES, APPS, TEMPLATES, GUIDES) Helpful and easy to use
Training: Survival guides
Planning: Editorial calendar
Creating: Canva & PPT & & templates
Posting: Hootsuite
Monitor: Hootsuite & Basecamp
Evaluation: Facebook Insights
Support community:
Socialmediaexaminer.com
Hubspot.com
HOW TO GET STARTED?I LOVE CHECKING TO-DO LIST.
SET UP COMMUNICATION GOALS
Examples: • They are not reading emails…
Conduct communication habits survey
• Immigration info are boring…
Create animation videos for immigration
announcements
• Higher participation of OISS events
Create Facebook events for every OISS event
• Higher awareness of social media
OISS photo contest – most likes win
Win a free ticket by sharing this post
Be realistic.
Do you really need it?
Do you have time?
Source: Inbound Marketing 101 for Higher Ed -Hubspot
ONCE YOU HAVE A CLEAR GOALTRAINING:
Survival guides/How-tos
Resource lists
PLANNING:
Finish editorial calendars
Create comm. checklist
Set up E-calendar reminders
CREATE & CURATE:
Develop Templates
Like and share partners’ feeds
New resource pages to like
POST & PROMOTE:
Hootsuite scheduling
Partners “invitation to share” letter
New resource pages to like
MONITOR:
Review scheduled posts
Project status
EVALUATION:
Design an internship evaluation form
Set up metrics: #likes, shares, reach?
WORKFLOW TO-DO LIST
Create tasks in Basecamp
Give Meg partners’ info
Invite Meg to the meetings
Check with Meg in two
weeks
Review tasks in Basecamp
Review past posts
Mark meetings on calendar
Media outreach
Training
Planning
Create & curate
Post & promote
Monitor
Evaluation
5 REASONS STUDENT INTERNS ARE VALUABLE
• Save your time. Need we say more?
• Peer to peer strategy advantages
• A fresh set of eyes to old or recurring projects
• Interns bring you new insights all the time –
focus group
• Interns are your ambassadors
HAPPY AND CAPABLE INTERNS ARE
Well trained
Given clear instructions
Receive regular feedback
Chances to practice
Trusted
Inspired
Sense of ownership
Seen as an important team member
Mutual memories outside of the work
YOU NEED HELP FROM STUDENT INTERN(S) IF:
• No dedicated communication staff
• Not enough time to create content
(writing, editing, design, research) by
yourself.
• I don’t know where and how to create
and find content.
• Too many things to post and I don’t have
time to post them one by one…
• I do have interns but teaching them how to
do it seems even more time consuming than
if I do it myself.
• Sometimes I get too busy to give interns
enough work to do and they just sit around
and check Facebook.
• I don’t trust my interns post on FB for the
office by themselves.
• So hard to keep track of the tasks
assigned to interns.
• Every time a new intern comes, I need to
train him/her again.
• I often start a project but can’t finish.
YOU NEED BETTER WORK FLOW IF:
STUDENT INTERNSDIGITAL COMMUNICATIONS
PEER TO PEERCREATE CONTENTMANAGE CHANNELS
Workflow Toolkit
WRAP-UP
Checklist
Intern motivation & appreciation
THANK YOU!!!
OBRIGADO!MERCI!谢谢!
GRACIAS!HVALA!
SHUKRAN!ARIGATŌ!
DANKE!GRAZIE!