OrgSync Action Plan

REBRANDING & TRAINING ACTION PLAN STUDENT ACTIVITIES & GREEK AFFAIRS

PRESENTED BY: DE'NEATRIA ROBINSON

STUDENT ACTIVITIES & GREEK AFFAIRS (SAGA) · 6551 N SHERIDAN SUITE 127, CHICAGO, IL 60626

[COMPANY ADDRESS]

VERSION (1.1)

MAY 13, 2015

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5/13/2015 Rebranding & Training Action Plan 1

TABLE OF CONTENTS

REBRANDING & TRAINING ACTION PLAN ..................................................................................................... 2

Objective ................................................................................................................................................... 2

Target Audience ........................................................................................................................................ 2

How do people know about loyola orgsync? (based on survey) .......................................................... 2

who is using orgsync? (based on survey) .............................................................................................. 3

Recommendations for Rebranding & Promotion ...................................................................................... 3

Promotion ............................................................................................................................................. 3

Welcome Week ..................................................................................................................................... 4

OrgSync Amabassadors ......................................................................................................................... 5

Rebranding ............................................................................................................................................ 5

Orgsync training Best Practices ................................................................................................................. 5

3 Part Orgsync curriculum ..................................................................................................................... 5

Examples of orgsync trainings ............................................................................................................... 6

Prizes ..................................................................................................................................................... 7

Keeping student Buy in ......................................................................................................................... 7

Orgsync training best practices: Loyola specific ........................................................................................ 7

Porposal 1: Required Course/Training .................................................................................................. 7

Porposal 2: Hybrid or online class ......................................................................................................... 8

Proposal 3: Orgsync ambassador or orgsync certification .................................................................... 8

Continuous Education ........................................................................................................................... 9

Project Plan ............................................................................................................................................... 9

Benchmarks ........................................................................................................................................... 9

Campus PArtners ................................................................................................................................... 9

Budget: Cost & No Cost Incentive ....................................................................................................... 10

Follow Up ............................................................................................................................................ 10

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REBRANDING & TRAINING ACTION PLAN

This action plan is designed to advise the office of Student Activities and Greek Affairs (SAGA) on best practices for rebranding OrgSync and training members of the Loyola community to use the tools within OrgSync. Suggestions were formulated after consulting an OrgSync representative, analyzing survey data, evaluating focus group feedback, and collecting additional resources from educational institutions that utilize OrgSync.

OBJECTIVE

The objectives of the rebranding and training action plan include:

Raising the overall awareness of OrgSync on campus to the general student body

Creating and implementing an OrgSync training curriculum for student organizations

Constructing an OrgSync re-branding campaign

TARGET AUDIENCE

Our broad target audience is undergraduate students. The primary subgroup is student organization (org) members and executive board (e-board) members. Secondary group would be non-organization students. Third, campus partners who play a vital role in referring students to OrgSync.

HOW DO PEOPLE KNOW ABOUT LOYOLA ORGSYNC? (BASED ON SURVEY)

Org. Fair27%

Orientaion17%Through Campus

Partner or Referral 26%

1st Year Experience Course

12%

Other18%

Org. Fair

Orientaion

Through Campus Partner orReferral

1st Year Experience Course

Other

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WHO IS USING ORGSYNC? (BASED ON SURVEY)

RECOMMENDATIONS FOR REBRANDING & PROMOTION

Focus: How do we create community buy in? How do we create awareness?

PROMOTION

“Hype” Leading Up to the Training & Announcement of Rebranding o Promotional video

Creating a video that announces the rebranding of the Loyola OrgSync portal. This video would be posted on the Loyola SAGA site and Loyola OrgSync site. An important component in this video, is the utilization of well-known and respected students on campus. This builds credibility and relatability. The video should be no longer than 5 minutes long and be staged in recognized areas on Loyola’s LSC or WTC campus.

o Movie trailer Similar to a promotional video but more dramatic and theatrical. Though

students and faculty may not be particularly excited about the rebranding, the excitement and unique experience of the video will provide an entertaining factor and positive association with the rebranding of LUC OrgSync. The trailer can look similar to a popular current or classic movie.

o Posters According to the survey, one of the most attractive means of promotion, are

bright and attention grabbing posters. These posters should be eye-catching but simple in order to catch the attention of busy students. The use of bright color and recognizable imagery will hold students’ attention longer whether this is a physical or virtual flyer. Though flyers can be used for the announcing

31%

30%

32%

7%

Student: General Use

Org. E-board Member

Student: Org Member Use

Other

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of the rebranding, it may be more useful when promoting training opportunities.

o SAGA OrgSync page SAGA’s page has to be the best on the OrgSync site. This accomplishes four

objectives:

Shows students and departments the potential of OrgSync, thus increasing SAGA’s credibility when training students

Creates curiosity around how to make their own organization sites more visually engaging and efficient

Communicates a standard or expectation of quality for student organization sites

Encourages students, faculty, and staff to refer to the SAGA site frequently

WELCOME WEEK

For many of the students who completed the survey, welcome week and orientation were their first experiences with OrgSync. It is strongly suggested that SAGA take advantage of this.

For students (incoming and returning) o OrgSync promoted as a way to look up organizations and campus events before

arriving on campus or attending the organization fair. o Accessibility to contact information and meeting dates of organizations.

For organizations o Opportunity to create a promotion video on their organization’s page. Video prompts

include: Inviting potential members to the organization fair Welcoming students to welcome week or Loyola Organization goals for the semester Accomplishments of Org. (i.e. Weekend of Excellence recipients) Why you (the potential member) should be a member

o Add interested students to mailing list on OrgSync. o Tool for follow up- after adding students to mailing list via OrgSync or meeting them at

the student organization fair.

Professional staff role o Set up meeting: Meet with 1 or 2 representatives of student orgs before the date of

the fair or send email with the same information Promoting the opportunity to increase membership and name recognition,

specifically advertising their presence on OrgSync during Welcome Week Sign at each table: Find us on OrgSync @________. (student org. name)

o Table at Welcome Week promoting the new OrgSync name with swag. This can also function as an information/ help desk.

Swag taglines: "What You Can Do With OrgSync," “Ramblers <3 OrgSync,” “Lu Wolf uses OrgSync”

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ORGSYNC AMABASSADORS

Having an OrgSync street team or ambassadors will allow professional staff to receive relevant feedback on the student experience with OrgSync, generate new promotion ideas, and have advocates for OrgSync. Expectations:

Students must gone through OrgSync training (preferably with SAGA) and are knowledgeable.

Students could potentially make and update tutorials.

Students would have the responsibility of monitoring the “Lu Wolf” account and creating polls on news feed.

REBRANDING

As Loyola moves to create a stronger community and identity, a name associated with Loyola specifically is not only appropriate but important. Additionally, the focus group suggested a need for intentionality behind the name of the OrgSync portal.

Name should Focus on the school identity or the function of the OrgSync platform o Example: Rambler Sync, Loyola Connect, LUC Connections

ORGSYNC TRAINING BEST PRACTICES

3 PART ORGSYNC CURRICULUM

PART 1: Fun, Exciting, & Easy Tools o Information that can be used for the promotion of the group. These items stimulate

students visually and acoustically, encouraging engagement. o Posts, visuals (video & photos), polls, news

PART 2: Tools That Are The Most Beneficial o Tools that administrators and users will access frequently. These tools allow

organizations to function effectively and efficiently. In addition to keeping forms, constitutions and other important documents in a central location.

o Forms, files, people, transactional tools, permissions, request forms

PART 3: Unique Tools o Tools in this section may not be utilized by all organizations but are still useful. o To-Do list, Checkbook, Dues or Pages

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EXAMPLES OF ORGSYNC TRAININGS

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PRIZES

Prizes should provide an advantage to the student organization, giving them a feeling of being ahead of their peers. Capitalize on the natural competition between student organizations, especially those that fit into the same category (i.e. Singing Groups, SFL, Comic Book Groups, Politically focused).

KEEPING STUDENT BUY IN

General guidelines, provided by an OrgSync representative, to keeping students involved with OrgSync and training.

Be consistent with information and actions o Ex: If a form is on OrgSync do not have the paper copy available in the office. Instead

show them how to access the form online.

SAGA must have the best page at all times o Keep the portal active and engaging at all times even if it's just posting a poll. This

shows personality and a fun social side to OrgSync. Ex: Who's tired of the snow? Did you see the volleyball game last night? How

do you feel about the new policy on campus? o Keep post short and frequent, but not annoying o Attach a visual to most of the post

Create a mascot account to post non-administrative information or activities on SAGA’s news feed

o Lu Wolf profile post games, polls, and half-time contest sign ups

Do not approach conversations, training, and guidance through administrative point of view. Deliver information in a way that suggest, performing a specific task is within the best interest of the student and their organization, even if it is technically a requirement. Always appear to be on their side.

Find a balance between capitalizing on the competitive natures of groups and genuine interest.

Do not be afraid to compare groups to each other when speaking to students. If they are struggling because they are no longer engaged, let them know that their competition or student orgs. in their same interest group have a more engaging OrgSync site than they do.

a. 1:1 consultation

ORGSYNC TRAINING BEST PRACTICES: LOYOLA SPECIFIC

PORPOSAL 1: REQUIRED COURSE/TRAINING

One of the most challenging issues institutions have encountered when creating training opportunities such as this is student buy in. It is not uncommon to have students fully invested for the first few weeks and then drop out once they get bored or no longer feel the information is relevant. Thus, requiring each student organization to enroll a minimum of one or two representatives in the OrgSync training course would increase the likelihood of consistent attendance. Students would also get incentives each week. (Refer to the Budget subsection).

Challenges: Finding a time that that is ideal for students and professional staff, students who do not have access to laptops, students who forget their laptops, potential space and class size limitations

Criteria & Additional Details:

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Required course for student organizations, 1-2 members

6-7 weeks (this will allow students to remain interested and not get burnt out)

Curriculum would follow the model listed in 3 Part OrgSync Curriculum, the last class session would focus on Unique Tools

Curriculum should focus on the areas that challenge Loyola students the most: Discussions, Budget, News Feed, Messaging, File Sharing, and Calendar of Events (based on survey results)

Potential Final Project: A “teach back” activity in class or to their own organizations

Environment o Preferably: Computer Lab o Classroom: students would bring their own computer or borrow one from the library o Conference Room: this would be ideal for smaller class sizes or in the event that the

course/training was offered during various timeslots

All criteria can still be applied if course is not required.

PORPOSAL 2: HYBRID OR ONLINE CLASS

Following up the concerns listed in Proposal 1, offering a hybrid or online class provides students with the opportunity to complete tasks when they have the time. Incentives provided each week. (Refer to Budget subsection)

Challenges: it does not allow for face to face interaction, limits support and networking with peers, prevents the ability to ask questions in the moment, and challenges associated with assignments being turned in at various points in the week.

Required or optional course

6-7 weeks

Curriculum would follow the model listed in 3 Part OrgSync Curriculum, the last session would focus on Unique Tools


Potential Final Project (s): A “teach back” activity in class or to their own organizations; creating their own tutorial; screenshot portfolio turned into instructor; or prompt guided presentation

Environment o Online: No required location o Hybrid: Class would meet 1-3 times in person

First and/or last class Final Project or Proposal

PROPOSAL 3: ORGSYNC AMBASSADOR OR ORGSYNC CERTIFICATION

This course would only be offered to those interested in becoming well versed in the operations of OrgSync or want to be an OrgSync Ambassador. Continuous education opportunities for other members of the Loyola community (students, organization leaders, organization advisors, etc) to access relevant information and OrgSync training. OrgSync Ambassadors could potentially create tutorials or host in person training sessions at the request of organizations or departments.

Challenges: exclusive group that is trained in OrgSync, possible challenges with distinguishing whether ambassadors would be volunteer only or work-study, hard to predict buy in

Required for certification or to apply for ambassador position

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6-7 weeks, additional training for OrgSync Ambassadors

Curriculum would follow the model listed in 3 Part OrgSync Curriculum, the last session would focus on Unique Tools. Curriculum for ambassadors would be expanded to ensure comprehension.


Final Project: A “teach back” activity in class or to organization other than their own (if they belong to one); certification participants (non-ambassadors) can lead a training in their own department or organization

Environment o Preferably: Computer Lab o Classroom or Conference Room, participants would bring their own computer or one

from the library

CONTINUOUS EDUCATION

Workshops that focus on Loyola organization or department operations without presenting it as an OrgSync training. This continuous education model can be in person (reserving a computer lab) or webinar (Tutorial on site or GoMeeting).

Example: “Rebranding your organization” - logos could be side note

PROJECT PLAN

BENCHMARKS

1. Change name and page design of OrgSync 2. Get swag or promotional materials for rebranding 3. Promote rebranding and benefit of the change to Campus Partner (This way they know before

the students return and can refer students to the new OrgSync. Also, allows them to make adjustments if they have become accustomed to using the original OrgSync portal. This would also be a good time to seek out partnerships for incentives.)

4. Post rebranding on SAGA site, Loyola main page, and/or Loyola Phoenix 5. Contact student orgs. and emphasize taking advantage of the new portal during Welcome

Week. ( Refer to Welcome Week subsection) 6. Promote training opportunity. (Refer to OrgSync Training Best Practices: Loyola Specific) 7. Confirm incentives. 8. Implement training opportunity. 9. Solicit feedback and follow up.

CAMPUS PARTNERS

Campus Partner Possible Incentives

Athletics Tickets, Rambler Swag, Lu Wolf Appearance, Recognition at Half-time, Opportunity for Org. to host Half-time contest, or signed posters

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Campus Partner Possible Incentives

Campus Recreation Challenge course for e-board members, custom trip with Ramble Outdoors

Bookstore Gift cards, Loyola gear, or novelty items

Food Venders Free food, gift certificates

BUDGET: COST & NO COST INCENTIVE

Items and suggestions listed below are incentives for students engaging in the OrgSync training. All options are listed under cost (insinuating that SAGA will have to dedicate funds to this incentive), no cost (SAGA will not have to allocate funds for this incentive), or possible cost (there are one or more factors that affect the possibly of funds having to be allocated). These items can be combined with any of the previous proposals. Items can also be associated with a particular educational module. For example, during the week of Photos & Videos, students could win a digital camera or the opportunity to have their video/photo posted by SAGA.

Cost o Add money to printing budget o Loyola gear for E-board members o Food for one event (with a set budget) o Organization Banner- banner for tabling o OrgSync, Loyola, or SAGA swag bags (this could be individual or for a specific number

of members) o Loyola Recreation: Challenge course team builder o Concession rental(s): cotton candy machine, inflatables, carnival supplies, etc

No Cost o Save office space or workspace for student organization officer o Room reservations ahead of public availability o Free items from campus partner or vender (bookstore, athletics, Felice’s, etc) o Lu Wolf Appearance at organization event o “Shout Out/ Spotlight”: SAGA posting organization’s video or photo on main website or

SAGA OrgSync news feed

Possible Cost o Making new logo for organization- marketing firm, student PR or marketing group, or

other independent sources o Movie Night at Cinema-cost would come in if SAGA has to buy the rights to show the

film o Picture and short blurb of information about organization in The Phoenix

FOLLOW UP

To assess the effectiveness and solicit feedback about the rebranding and training opportunity chosen, a survey similar to the initial survey sent in Spring 2015 should be utilized.

Additionally, working with campus partners allows SAGA to gather feedback from students and staff who have voices that may have been overlooked.

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OrgSync Action Plan

Documents

Transcript of OrgSync Action Plan