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DSDS Service Communication Plan

DSDS Service Communication Plan

Owned by Bennie Stoll
Last updated: Oct 25, 2024
5 min read

This articulates communication and outreach strategies for DSDS services and provides a framework which includes how this work should be completed, by who, and at what frequency. The timeline section provides a starting point to establish these workflows.

Communication Methods

Communication Purpose

Details & Documents

Frequency

Audience

Communication Purpose

Details & Documents

Frequency

Audience

DSDS Outreach Planner Board

Planning board to keep track of current outreach and communication tasks, establish deadlines and provide status updates.

  • Owner: DSDS Team, Digital Projects Librarian

  • Workflow: Specific workflow details will be noted in the board. Team members should provide updates and ask questions in the board. Digital Projects Librarian will add notes and deadlines.

  • Location: Microsoft Planner in DSDS Team SharePoint

N/A

DSDS Team, DSI Leadership, UL MarComm

DSDS SharePoint - Communications Folder

Central documentation hub for DSDS marketing materials

  • Owner: DSDS Team, Digital Projects Librarian

  • Workflow: Team members can find all communications and outreach materials in this folder. Maintained by Digital Projects Librarian

  • Location: DSDS Team SharePoint

N/A

DSDS Team, UL MarComm

Communications Check-in Meetings

Semesterly meetings to check in and plan communications priorities for the upcoming semester

  • Owner: DSDS Team, Digital Projects Librarian, Jessica D, UL MarComm

  • Workflow: All team members should be ready to discuss ideas and priorities for communications needs, including new workshops, events, etc. Digital Projects Librarian will maintain meeting agenda and notes.

  • Location: Zoom or Bizzell

Every Semester (additional meetings as needed)

DSDS Team, Jessica D, UL MarComm

DSDS Office Hours

Weekly office hours held by DSDS personnel

  • Owner: DSDS Team, Digital Projects Librarian

  • Workflow: Office hours should be discussed and times updated before the start of each semester.

  • Location: Bizzell LL121C

Weekly

OU Faculty, Staff & Students

DSDS Workshops

DSDS workshop offerings.

  • Owner: DSDS Team/Workshop Instructors, Digital Projects Librarian

  • Workflow: Workshops should be discussed and decided every semester. Digital Projects Librarian will coordinate with Research Workshops Committee to have events scheduled and marketed.

  • Location: Primarily Bizzell or online; could be at other locations upon request.

Every Semester (schedule TBD)

OU Faculty, Staff & Students

DSDS Central Web Page

Central hub to locate all DSDS services. Entry point to schedule consultations, find office hours, and contact DSDS. Links out to all public-facing resources.

  • Owner:

  • Workflow: Should be updated before the start of each semester

  • Location: UL Website

N/A

OU Faculty, Staff & Students

DSDS Services Web Pages

Service specific website pages for DSDS.

  • Owner: DSDS Team Service Leads

  • Workflow: Service leads are responsible for associated web page content. Should be updated before the start of each semester.

  • Location: UL Website

N/A

OU Faculty, Staff & Students

Digital Scholarship Resource Guide

Create and publicize a well-maintained resource guide of digital scholarship tools, funding opportunities, community partners and other relevant resources.

  • Owner: Digital Scholarship Librarian

  • Workflow: TBD by Digital Scholarship Librarian

  • Location: LibGuides?

N/A

OU Faculty, Staff & Students

DSDS Service & Schedule Updates

Semesterly outreach effort to publicize DSDS services, office hours, resource updates, and upcoming workshops and events.

  • Owner: Digital Projects Librarian

  • Workflow: The Digital Projects Librarian will work with DSDS team, UL staff, MarComm and campus partners provide outreach to update the community on DSDS services, workshops and events.

  • Location: Various - could include emails, meetings with liaisons, etc.

Every Semester

UL Staff, Campus partners, OU Faculty, Staff & Students

DSDS Directed Outreach

Directed outreach to colleges, organizations, and advising offices to promote DSDS services

  • Owner: Director of DSDS, Digital Projects Librarian, DSDS Team

  • Workflow: The Director of DSDS, Digital Projects Librarian and DSDS team should continue work to establish contacts with with specific OU departments and organizations so that they may be folded into regular communications channels.

  • Location: Various - includes email, meetings, presentations, etc.

Ongoing

Advising offices, campus orgs, resource centers

Digital Projects Directed Outreach

Directed outreach to establish Digital Projects consultations and service offerings

  • Owner: Digital Projects Librarian

  • Workflow: Digital Projects Librarian should create public-facing materials and execute specific outreach in support establishing Digital Projects services for faculty and graduate students

  • Location: Various - includes email, meetings, presentations, etc.

Ongoing (exact schedule TBD)

OU Faculty centered - UL Staff, Campus partners, Advising offices, campus orgs, resource centers

Digital Scholarship Community Events

Community events to promote tools and resources of interest to the Digital Humanities community

  • Owner: Director of DSDS, Digital Projects Librarian

  • Workflow: Director of DSDS & Digital Projects Librarian will work together to plan events, bringing in DSDS team members as schedules allow.

  • Location: Mostly Bizzell, TBD

At least one per semester (schedule TBD)

OU Faculty, Staff & Students

Digital Scholarship at UL Newsletter

Semesterly newsletter with updates, features of current work with faculty and students, and upcoming events/workshops.

  • Owner: Digital Scholarship Librarian, Digital Projects Librarian

  • Workflow: Digital Scholarship Librarian & Digital Projects Librarian will work together (with graduate assistants?) to curate a semesterly newsletter.

  • Location: Email, platform TBD

Every semester

OU Faculty, Staff & Students

Timeline

This draft timeline will be incorporated into the planner board.

Item

Associated Tasks

When

Owner

Item

Associated Tasks

When

Owner

Create Microsoft Planner Board & workflow

 

10/18/24

Bennie

Create SharePoint Folder for communication materials/documentation

 

10/18/24

Bennie

Meet with Emily Jeffries to discuss creating a DSDS “press kit” and develop cooperative workflows to support DSDS communication plan

 

TBD (by 11/1/24)

Bennie, Tyler, Jessica? (w/ Emily Jeffries)

Schedule Communications Check-in Meeting to discuss Spring 2025

 

by 11/1/24 (meeting date TBD)

Bennie

Plan Spring 2025 DSDS Workshop Offerings

  • Schedule team meeting to:

    • Discuss current workshop offerings

    • Discuss what workshops we would like to add to the schedule

    • Discuss what (if any) workshops should be retired from the current line up

    • Discuss formats and registration limits

    • Decide on a Spring 2025 line up

  • Bennie will work with the Research Workshops group for scheduling (call comes out in December)

by 11/15/24 (meeting date TBD)

DSDS Team

Discuss and develop new office hours structure that includes:

  • Digital Scholarship office hours

  • Project Planning office hours

  • Group office hours (one hour?)

  • Team meeting to discuss

  • Scheduling poll to set new hours

  • Central office hours calendar

  • Workflow for communication

  • Workflow for updates

12/1/24 (meeting date TBD)

DSDS Team

Restructure and update central DSDS webpage

  • Discuss page ownership

  • Discuss how to optimize page layout

  • Include more succinct, up-to-date information about services

  • Include updated mission and vision statements

  • Include updated office hours

  • Update and discuss reformatting team member profiles

  • Link Informatics page

12/1/24

 

Update Digital Scholarship Web Page

  • Transfer page ownership to Brianna

12/15/24

Brianna W.

Update Informatics Webpage

  • Transfer page ownership to Varun

12/15/24

Varun

Publish Web Page on Nautilus

 

12/15/24

Mark

Create Digital Projects Service Workflow & Website Page

  • Create internal (Confluence) page with proposed service offerings and structure

  • Once approved, create UL webpage

  • Publicize

12/15/24

Bennie, Tyler, Jessica D

Plan timeline and workflow for Spring 2025 semesterly communications and updates

 

12/15/24

Bennie, (w/ Emily Jeffries)

Create Digital Scholarship Resource Guide

 

Spring 2025

Brianna W.

Begin planning ResBaz for 25-26 school year

 

Spring 2025

Bennie, Tyler

Establish workflow and begin drafting first newsletter

 

Spring 2025

Brianna W, Bennie