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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

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Implementation of Lyris

Mark Engebretson

School of Public Health


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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


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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


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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.”


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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!”


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Solutions

  • Develop e-mail policy

  • Develop targeted e-newsletters

  • Implement Lyris

  • Create opt-out student-to-student listserv


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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


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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


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E-mail Policy

Lists affected:

  • All School

  • All Faculty

  • All Students

  • All Staff

    Approvers:

  • Dean

  • Associate and Assistant Deans

  • Student Services Director


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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.


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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




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GIL Segments

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


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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)


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Disadvantages

  • More of my time spent managing manual lists and sending e-mails:

    • For the Dean

    • Associate Deans

    • HR Director

    • Etc…..


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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


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Other e-mail Tools

  • Deliver blogs, podcasts via e-mail to subscribers using:

    • Feedburner (www.feedburner.com)

    • Feed Blitz (www.feedblitz.com)



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Feedburner

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


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Thank You:

  • Peter Riemenschneider

  • Peter Wiringa

  • Jane Gehan

  • Joann Gustafson

  • John Kellogg


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