(B-10) Create a Communication Plan

Effective communication to all stakeholders is a crucial part of successfully implementing and operating FACULTY180. As a result, we highly recommend each institution create a project communication plan as part of its implementation process.

Following are some key areas to consider:

Web Site

Create a central web presence. The purpose of this is to communicate information about FACULTY180 to users, such as project goals, project progress, contact information for project team members. Additional information to include are announcements, governance documents, training guides, and more.

The follow are examples of web sites created by some client institutions:

The Institutional Implementation Team and/or the Institutional Governance Team should be involved in the selection of personnel to be responsible for creating and maintaining a FACULTY180 web presence.

E-Mail

Use email effectively. Following are some ways some of our current clients have used email communication:

Introduce FACULTY180

Alamo Colleges introduces FACULTY180 to faculty members by sending an e-mail message about how the system will be used, how to access the system and help resources, information about upcoming training sessions, and who to contact with questions. Here is an example of an e-mail message that Alamo Colleges sent to faculty members to introduce them to FACULTY180.

Alamo Colleges sends e-mail messages to faculty members to communicate information about FACULTY180, such as how FACULTY180 will be used, how to access the FACULTY180 system andhelp resources, information about upcoming training sessions, and who to contact with questions.

The attached document is an example of an e-mail message that Alamo Colleges sent to faculty members to introduce them to FACULTY180.

Communicate Benefits to Faculty & Administrators

It is crucial to know how FACULTY180 is being accepted and used by stakeholders. Communicating with users is a great way to enhance the use of FACULTY180.

One clever assistant provost charged with managing FACULTY180 would send an annual email to department chairs and deans asking how they were using FACULTY180. In particular, he was interested in what information and reporting they were generating from the system. This process allowed him to keep his "finger on the pulse" of how the system was being used.After compiling responses, the assistant provost sent an e-mail message to all faculty members listing all of the data requests pulled from FACULTY180, and he noted that these data requests happened automatically without any faculty effort. In other words, he highlighted all of the data requests that faculty did not get from their administrators due to FACULTY180. As a result, use of FACULTY180 saved faculty members time and effort, allowing them to focus on value-added activities: teaching, research, and service.

Executive-Level Communication: Return on Investment (ROI) to the Institution & Service Region

Communicating the greater good of FACULTY180 to faculty members, administrators, staff, board of directors, donors, alumni, legislators, the press, etc. is a good idea. The Institutional Governance Team should coordinate communications at this level as part of its role of providing executive-level leadership and support for the project.

Here is an example of an executive-level communication from the University of Arizona on the ROI provided by the system. The purpose of the document was to communicate benefits derived by the university community and to engage stakeholders to work on leveraging the time and dollars invested in the system.