implementation of lyris mark engebretson school of public health

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Implementation of Lyris Mark Engebretson School of Public Health

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Implementation of Lyris

Mark Engebretson

School of Public Health

Background

In early 2006, SPH had… One biweekly internal newsletter for all

students, faculty, and staff (SPH News) An all-school listserv (manually

updated) [email protected] A communications problem

Background

AHC and SPH focus groups learned that students didn’t know if SPH News (and AHC News Capsules) was intended for them; these newsletters didn’t seem relevant

E-mail list was spammed by people within the school and by people outside the school

Background

This was typical:“Attention SPH students, faculty and staff:In the interest of promoting wellness and

togetherness I would like to start an informal tradition of a morning group run/jog for anyone interested. … Lets meet Tuesday and Thursday (April 3rd and 5th) at 7:45 am at the gopher statue outside the rec center.”

Background

Two days later…“Attention SPH students, faculty and staff,I am sorry if anyone came to the run thursday

morning and didn't find me there. I was not feeling well that morning and could not make it. I will be at the gopher statue this Tuesday and Thursday at 7:45 for those who would like to run. See you there!”

Solutions

Develop e-mail policy

Develop targeted e-newsletters

Implement Lyris

Create opt-out student-to-student listserv

E-mail Policy

Modeled after other colleges/universities

Intended to reduce the volume of e-mail Intended to promote more planning

when communicating with internal audiences

E-mail Policy

Types of E-mail, Approval and Delivery:

Urgent messages Important messages (messages of

school-wide importance) Informational messages

www.sph.umn.edu/about/policies/email.html

E-mail Policy

Lists affected: All School All Faculty All Students All Staff

Approvers: Dean Associate and Assistant Deans Student Services Director

Delivery Process/Guidelines

Lyris must be used to deliver messages Lists must be managed in Lyris Divisions urged to use Lyris Guidelines provided regarding

subject/body of message, attachments (none), sender info, etc.

SPH e-newsletters

Internal: SPH News (faculty/staff) biweekly The Weekly SPHere (students)

External: SPH Alumni News (quarterly) Research Brief (monthly) Welcome ‘U’ News (monthly) SPH Mentor Connection (monthly) CPHEO News MHA alumni info

SPH e-newsletters

SPH e-newsletters (text)

GIL Segments

All internal mailings (newsletters and other mailings) use the appropriate GIL segment:

Advantages

Central record of all mass e-mailings GIL segment is updated automatically

prior to each mailing Tracking of opens, clickthroughs More control over formatting of e-

newsletters (text version is link to web)

Disadvantages

More of my time spent managing manual lists and sending e-mails: For the Dean Associate Deans HR Director Etc…..

Some Numbers

Opens average 34% Clickthroughs average 22.5% 20,203 pageviews and 4,157 visitors for

online Weekly SPHere in 2007-08 school year

Other e-mail Tools

Deliver blogs, podcasts via e-mail to subscribers using: Feedburner (www.feedburner.com) Feed Blitz (www.feedblitz.com)

Feedburner

Feedburner

Feedburner’s “BuzzBoost” provides a snippet of JavaScript to paste into your pages so you can republish feeds.

Thank You:

Peter Riemenschneider

Peter Wiringa

Jane Gehan

Joann Gustafson

John Kellogg