Communicators February 2009

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Communicators February 2009

  1. 1. Working
with
the

 Office
of
the
President 
 Publica8ons 
 Par8cipa8on
Requests 
 Briefing
Materials 
 Talking
Points 

  2. 2. Publica8ons 

  3. 3. President’s
signature
and
seal 
 Signature
requests
are
reviewed
regularly
 •  Be
sure
to
include
background
informa8on
 •  Submit
requests
directly
to
Lisa
Shrader
 •  The
president’s
seal
is
reserved
for
use
by
the
 •  Office
of
the
President

  4. 4. Invita8ons
and
publica8ons 
 •  Any
publica8on
bearing
the
president’s
name
should
 be
approved
by
the
Office
of
the
President

 •  Press
releases,
invita8ons,
printed
programs,
printed
 leIers,
etc.
 •  All
items
will
be
reviewed
by
Marke8ng
and
 Communica8ons
 •  Please
allow
3‐5
business
days
for
final
approval

  5. 5. Reques8ng
Par8cipa8on

  6. 6. Steps
to
submiOng
a
request 
 •  Log
onto
events.wayne.edu
by
clicking
add/edit
and
 event
 •  Complete
the
event
form
and
select
“request
 president’s
aIendance”
 •  Complete
the
“presiden8al
request
form”
sec8on
 and
submit
 •  This
process
will
send
an
email
directly
to










 Devan
Safford
 •  Be
sure
to
provide
sufficient
informa8on
for
the
 decision
making
process

  7. 7. Review
of
requests 
 •  Requests
are
typically
reviewed
once
per
week
 •  Considera8on
is
given
to
chronological
 occurrence
during
the
review
process

  8. 8. Confirma8on
of
requests 
 •  The
Assistant
to
the
President
will
reply
to
 your
email
or
you
will
receive
a
phone
call
 from
our
Lead
Secretary
 •  At
this
8me,
please
begin
comple8ng
the
 briefing
template
 •  Contact
Special
Events
and
Services

  9. 9. SubmiOng
briefing
materials 

  10. 10. Comple8ng
the
briefing
template
 •  Log
onto
events.wayne.edu
by
clicking
add/ edit
an
event
 •  Select
the
appropriate
template
from
the
leV
 column
 •  Email
the
informa8on
directly
to
Devan
 Safford
as
an
aIachment
at
 devan@wayne.edu

  11. 11. Important
briefing
informa8on 
 •  All
briefing
materials
are
due
by
9
a.m.
one
 week
prior
to
the
event
 •  Materials
for
weekend
events
should
be
 submiIed
by
9
a.m.
on
Thursdays

  12. 12. Talking
points 

  13. 13. •  Bullets
or
expanded
topics
are
best.
A
narra8ve
is
 also
acceptable
–
and,
in
the
case
of
brief
 programs,
preferable
‐‐
if
you
can
provide
one.
 •  Be
detailed
and
explicit.
 • 
 Just
as
you
wouldn’t
say,
The
president
will
give
 his

vision
for
the
College
of
Educa7on,
don’t
say
 the
president
will
describe
how
his
vision
of
the
 university
fits
with
the
mission
of
the
College
of
 Educa7on.
Don’t
assume
the
president
or
his
 speechwriter
knows
the
vision,
mission
or
 anything
else
about
your
unit
of
WSU.

Tell
us.

  14. 14. •  Be
crea8ve;
not
everything
has
been
said
 before.

 •  Send
the
president’s
assistant
any
informa8on
 you
think
is
appropriate
to
Dr.
Noren’s
role
as
 a
par8cipant
in
your
event.
 •  Our
common
responsibility
is
to
make
the
 president
look
good;
he
represents
the
 university,
and
therefore
each
of
us,
to
every
 audience
to
which
he
speaks.


  15. 15. Review
before
submiOng
 •  Use
your
computer’s
Spellcheck.

 •  Eliminate
jargon
and
clichés.
Avoid
clunky
 words
like
“foster”
or
“garner.”
Who
knows
 what
they
mean?
 •  Use
AP
style
on
numerals.

 •  Use
the
WSU
style
manual.
It’s
on
the
 Marke8ng
and
Communica8ons
Web
site.

  16. 16. Check
your
facts 
 •  Students
from
76
countries
at
last
report,
not
 “nearly
100.”
 •  $239
million
in
research
expenditures.

This
makes
 us
one
of
the
na8on’s
top
50
universi8es
for
 research
expenditures
in
Na8onal
Science
 Founda8on
rankings.
 •  We
have
more
than
235,700
living
alumni.
 There’s
a
WSU
Fact
Book
online,
and
the
MAC
Web
site
 includes
a
Fast
Facts
page.


  17. 17. The
five
points
of
the
president’s
 vision
for
WSU
 •  Access
to
higher
educa8on
 •  Economic
revitaliza8on

 •  Graduates
engaged
in
lifelong
ci8zenship

 •  Resolu8on
of
urban
stresses
 •  Dynamic
research
university


 If
you
use
these
five
points
from
previous
 speeches,
please
edit
them.

  18. 18. Key
resources
 
 campuscommunicators@lists.wayne.edu
 •  mac.wayne.edu
 •  events.wayne.edu
 •  specialevents.wayne.edu
 • 
  19. 19. 
 Special Events and Services Jeff
Block

  20. 20. 1.  Introduction of new staff 2.  Overview of services available through Special Events and Services   Special Events and Services website www.specialevents.wayne.edu   Information line (313) 577-0300 3.  WSU events calendar   Requesting SES assistance on an event   Steps to add on Cashnet to take payments for your event (handout) 4.  The Event Coordinating Group – we are your friend!
  21. 21. 5.  What to dos and not to dos?   What to do when the President is going to be a part of your event/meeting   What to do when someone at a VIP level; Nobel Laureate, a governmental officer, community leader, famous author or actor, etc., comes to campus to be a part of your event.   What to do when the doors are locked, the lights won’t turn on, the water won’t run, the…….   What to do when you just don’t know where to start   And, please do not assume that… 6.  Q&A
  22. 22. Partner
with
Purchasing
First! 
 Joan
Gossman
&
 
Ken
Doherty
 Purchasing
Department

  23. 23. When
a
Need
Arises 
 •  Get
a
“Budget”
quote
 •  Have
a
banner
requisi8on
completed
&
approved

 •  Fax
“legible”
quote
to
577‐3360
or
e‐mail
to
 purchasingdocs@wayne.edu
 •  Provide
Detailed
Specifica8ons.

If
you
have
a
quote,
 the
Req
should
mirror
the
informa8on
in
the
quote
 (typed
into
item
text).
 •  For
contracted
services,
review
any
contract
in
full
 before
you
send
to
Purchasing.

  24. 24. For
Events 
 •  Provide
all
the
details
in
Item
Text
(who,
what,
when,
 where,
and
why,
and
how
much)
 •  Use
the
best
es8mate
for
your
Req,
knowing
the
 figure
will
be
adjusted
for
final
or
actual
count.

Do
 not
wait!
 •  No
par8al
PO’s
for
Deposits
Only.

PO
must
be
fully
 funded
for
the
event.
 •  Do
not
sign
any
contract
or
other
legally
binding
 document!
 •  Include
any
significant
special

 instruc8ons
for
Purchasing

  25. 25. Please
include
 •  A
“suggested”
vendor
list 

 –  Offer
any
vendors
you
believe
can
perform
the
 work 

 –  Purchasing
may
add
vendors
to
the
bid
list
 –  For
new
Vendors,
provide
complete
contact
 informa8on.

  26. 26. The
Bid/No
Bid
Decision?
 •  The
single
most
important
factor
is
dollar
amount
 (don’t
split
up!)
 •  Other
factors
can
play
into
this
decision
 –  Complexity
of
the
order
 –  Delivery
Date
 –  Market
Opportunity

  27. 27. RUSH
ORDERS
 •  There
simply
are
no
University
policies
that
allow
for
 a
waiver
of
bids
due
to
a
rush
project!


  28. 28. Required
Lead
Time
 •  Banner
System‐
allow
one
week
from
requisi8on
crea8on
to
final
approval
 (Department’s
Time)
 •  Purchasing
Process‐
a
normal
8me
frame
is
3
to
5
business
days
 •  Bid
Process
–
addi8onal
3
days.
 •  Printer
Produc8on
‐
a
“normal”
print
job
takes
about
2
weeks
 •  Contracts
 –  New
Vendor
–
2
weeks
addi8onal
(General
Counsel
Approval)
 –  Old
Vendor
–
2
days
addi8onal
(if
prior
contract
is
a
mirror
image)
 •  Prepayments
or
Deposits
–
2
days
addi8onal

  29. 29. An8cipate! 
 •  3
weeks
from
Requisi8on
to
Bid,
to
Contract,
 to
Purchase
Order.



  30. 30. Project
“DraV” 
 •  Do
the
requisi8on
if
you
know
the
basic
 specifica8ons

 •  Promo8onal
Items
 Venue
 •  Prin8ng
 •  •  Florists
 Rentals
 •  •  Ar8sts
 Transporta8on
 • 
  31. 31. Early
Planning
Advantages 
 •  Purchasing
can
bid
the
job
and/or
place
the
 order
long
before
your
due
date
 –  Early
Vendor
Solicita8on
 –  Final
“tweaks”
with
selected
vendor
 –  Banner
Amendment
for
final
changes

  32. 32. What
if
I
make
changes?
 •  Minor
Changes
=
no
problem
 •  More
than
a
few
may
require
a
re‐bid

  33. 33. Why
Bid
?
 Board
of
Governors
Requirements
 •  Large
markets
of
qualified
compe8tors
 •  We
are
a
public
ins8tu8on.
 •  Buy
Michigan
Policy
 • 
  34. 34. Ques8ons 

  35. 35. Web
Communica8ons 
 Nick
DeNardis 

  36. 36. Email
Announcements 

  37. 37. Base
HTML
Template

  38. 38. School/College
HTML
Template

  39. 39. Custom
HTML
Template

  40. 40. HTML
Template
Process 
 •  1
week
lead
8me
for
base
templates
 2‐3
weeks
lead
8me
for
custom
template
 •  $300
for
fully
custom
template
(reusable)
 •  Send
out
through
webmail.wayne.edu

  41. 41. Online
RSVP’s 

  42. 42. Custom
Design
RSVP

  43. 43. Online
RSVP’s 
 •  4‐5
days
lead
8me
for
base
RSVP
 •  2
weeks
lead
8me
for
custom
RSVP
 •  Capabili8es
 –  Basic
fields
(single
line,
mul8
line,
drop
down,
 select,
mul8‐selec8on)
 –  Thank
you
page/email
 –  Cap
on
RSVP’s,
Start/End
Dates
 –  Access
to
RSVP
list,
Export
to
Excel

  44. 44. RSVP
Cost 
 •  Free
‐
Base
RSVP
 •  $300
–
Custom
RSVP
 •  Created
through
events.wayne.edu
 –  AVer
entering
the
event
contact
us
 wcs@wayne.edu
 –  We
have
a
list
of
ques8ons
for
each
RSVP
 •  The
ability
to
self
create
is
coming
soon

  45. 45. Payment
RSVP’s 

  46. 46. Payment
RSVP
Process 
 •  +6
weeks
lead
8me
 •  Internal
accounts
only
 •  First
step
 –  Contact
Special
Events
 –  Fill
out
the
eMarket
Request
form:
 hIp://wayne.edu/fisops/fo_hotspot.htm

  47. 47. Ques8ons 

  48. 48. Marke8ng
and
Communica8ons 
 Michael
Wright 

  49. 49. Goals: •  Raise the awareness and reputation of the university Support enrollment goals •  •  Build pride among students, faculty, staff, alumni •  Support development, research and other funding initiatives •  Improve university branding
  50. 50. Brand Communications Brief: •  Key brand messages: Aspiration, opportunity, excellence, success, engagement •  Tonality: Bold, confident tone in copy and visuals Proud of what and who we are; unafraid to express it •  Strategy: Facts that change minds; stories that change hearts
  51. 51. Aim Higher
  52. 52. Aim Higher some examples…
  53. 53. Aim Higher - Video -
  54. 54. Thoughts about our brand campaign…
 Integrate, coordinate, collaborate   Be bold   Create and leverage content   Balance online and offline   Be proactive   Market internally and externally   We are all brand managers  
  55. 55. Thank you 


  56. 56. Upcoming
Events 
 President's

Inaugura:on
‐
Tuesday,
April
7
‐
DIA
‐
1:30
p.m.
 •  University
Commencements
–
Ma@haei
/
Tom
Adams
Field
 •  Thursday,
May
7
 10
a.m.
–
College
of
Liberal
Arts
and
Sciences
 3
p.m.
College
of
Educa7on
/
College
of
Fine
Performing
and
Communica7on
Arts
 Friday
May
8
 10
a.m.
–
School
of
Business
Administra7on
/
College
of
Engineering
 3
p.m.
–
Library
and
Informa7on
Science,
College
of
Nursing,
Eugene
Applebaum
College
of
 Pharmacy
and
Health
Sciences,
School
of
Medicine
(Ph.D./Masters),
School
of
Social
Work
 Rain
Dates
–
Saturday,
May
9
and
Sunday
May
10
 WSU
Convoca+on
–
Monday,
August
31
 •  WSU
Homecoming
–
Saturday,
October
3
 •  Look
out
for
more
informa7on
regarding
Welcome
Back
Week
–
Fall
2009
 • 

×