Common Communication Coordinator

[Captainkirkdawson]

All three projects have the same need for a Comms Coordinator. Perhaps one person could be employed to do all this work. Once set up, it is fairly routine.

[Captainkirkdawson]

Personally I think this is a non starter. The projects and their content are so different we would still need a project coms expert

[ghost]

The are common points shared across all projects. However, if there were only one person attending the three. they would need to be versed in all aspects of each projects unique. I think at this juncture I would agree with Kirk. We could look at the how many contacts are made for various things such as questions about volunteering and the like. Data corrections are the biggest part of what comes through at the moment. Automation would be the best answer here. It could feasibly contain a 'paper trail' from start to finish, and there would be no intervention needed, as it theoretically would marked the contact as completed. The only real issue is dealing with the inactive coordinators or those who wish Comms to handle their email.

Kind regards The Communications Team

On Tue, Jun 13, 2017 at 3:21 PM, Kirk Dawson notifications@github.com wrote:

Personally I think this is a non starter. The projects and their content are so different we would still need a project coms expert

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[edickens]

We need to plan for when we are much larger and have thousands of transcribers. Perhaps there are two different systems needed for "Comments" and "Reports". The "Comments", which come from researchers, should first of all try to be answered automatically (as other websites do), then someone to just check and forward to whoever is the expert to answer. In this was the Comms Coordinator could handle all three projects for "Comments".

[PatReynolds]

Could we use self-explanatory terms such as "Researcher contact" and "Volunteer report"?

On 14 June 2017 at 09:57, Eric Dickens notifications@github.com wrote:

We need to plan for when we are much larger and have thousands of transcribers. Perhaps there are two different systems needed for "Comments" and "Reports". The "Comments", which come from researchers, should first of all try to be answered automatically (as other websites do), then someone to just check and forward to whoever is the expert to answer. In this was the Comms Coordinator could handle all three projects for "Comments".

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-- - -

Dr Pat Reynolds Executive Director Free UK Genealogy http://www.freeukgenealogy.org.uk/ A Charitable Incorporated Organisation registered in England and Wales, number 1167484 VAT registration: 233 0105 70

​+44 ​1723 362616 ​ +44 7943 145387 Westwood House,Westwood, Scarborough YO11 2JD, UK

[edickens]

Understood. But those are the terms used in the "Actions" list. However, I do agree that we need to make sure we know which comes from a researcher and which from someone who has logged in. I put it that way, because in due course researchers may be able to register and log in to get access to more facilities and then be able to put in an error report.

[ghost]

Re data corrections, since they come from a specific record (at least those where a county is indicated), could these simply be titled Data Corrections or something similar and ​that be the only choice given for the contact to initiate? Whereas if they wanted to report a website error or volunteer, could these choices on be made available outside of a particular record, such as we have at the bottom of the search page etc.

Kind regards The Communications Team

On Wed, Jun 14, 2017 at 2:17 PM, Eric Dickens notifications@github.com wrote:

Understood. But those are the terms used in the "Actions" list. However, I do agree that we need to make sure we know which comes from a researcher and which from someone who has logged in. I put it that way, because in due course researchers may be able to register and log in to get access to more facilities and then be able to put in an error report.

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[edickens]

When people use the "Contact us" button, they have a picklist:- But does this information get through on the message and is it possible to send a message without selecting one of these options?

[ghost]

'Contact us' is (as far as I can see) only available on the Volunteer page. If a query is coming from a non-member, this is not a page I would think they would go looking for a contact us link. I would think the Help and About Us screens would be the first place I would check, perhaps we should also include the link there?

When the contact us button is used, a choice as to what type of query much be made from the menu.

My thought re data corrections is that the choice be removed from contact us screen menu and only be available when a specific record has been selected where the link currently is.

Also, regarding the 'Report a problem' button, would it not be easier to have a drop down menu available here (as is on the 'Contact us' page) rather than asking for a summary to be made, and then entering the description? A drop down choice I thin would make more sense, and then the issue can be described in the description field.

Kind regards The Communications Team

On Wed, Jun 14, 2017 at 9:02 PM, Eric Dickens notifications@github.com wrote:

When people use the "Contact us" button, they have a picklist:- [image: capture] https://user-images.githubusercontent.com/8876165/27152076-95448a5e-5144-11e7-9367-cb46b679b6b6.JPG But does this information get through on the message and is it possible to send a message without selecting one of these options?

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[edickens]

Sandra - Contact Us is in the Footer of every screen and so can be used by Researchers. E

[Captainkirkdawson]

From what I can see the majority of the comments being made on this story have no relevance to the story as defined. WRT to the the issue of Data Problem reports. These have that subject line and can only be generated from a specific record. Story #1232 proposes to automate the recording of these. WRT to the Drop Down menu on the Contact Us the options become the Subject for the email. There is no Data Problem option only a Data Question WRT to Feebacks that is only available to members and is for reporting a problem with a specific page or action

[PatReynolds]

Sounds as if we need a meeting on communication, part of the general review of the communication plan. Then this topic can be adressed. For info: FreeBMD has a team who pick up and answer emails to support@, with all team members getting the reply (I am a team member). FreeCEN is all dealt with by Brenda.

Pat Reynolds Executive Director, Free UK Genealogy

On 14 Jun 2017 11:18 p.m., "Kirk Dawson" notifications@github.com wrote:

From what I can see the majority of the comments being made on this story have no relevance to the story as defined. WRT to the the issue of Data Problem reports. These have that subject line and can only be generated from a specific record. Story #1232 proposes to automate the recording of these. WRT to the Drop Down menu on the Contact Us the options become the Subject for the email. There is no Data Problem option only a Data Question WRT to Feebacks that is only available to members and is for reporting a problem with a specific page or action

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[ghost]

My apologies Kirk for not keeping to the subject matter. I was unsure if I should start an issue re the drop down menu. When results of the search are returned, (but before you select a particular record) and you want to report a problem, it is when you click the report button that you do not get the drop down menu. I took screen shots and am happy to add this as a new issue if you like.

Kind regards The Communications Team

On Thu, Jun 15, 2017 at 10:15 AM, PatReynolds notifications@github.com wrote:

Sounds as if we need a meeting on communication, part of the general review of the communication plan. Then this topic can be adressed. For info: FreeBMD has a team who pick up and answer emails to support@, with all team members getting the reply (I am a team member). FreeCEN is all dealt with by Brenda.

Pat Reynolds Executive Director, Free UK Genealogy

On 14 Jun 2017 11:18 p.m., "Kirk Dawson" notifications@github.com wrote:

From what I can see the majority of the comments being made on this story have no relevance to the story as defined. WRT to the the issue of Data Problem reports. These have that subject line and can only be generated from a specific record. Story #1232 proposes to automate the recording of these. WRT to the Drop Down menu on the Contact Us the options become the Subject for the email. There is no Data Problem option only a Data Question WRT to Feebacks that is only available to members and is for reporting a problem with a specific page or action

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[Captainkirkdawson]

You will have to start a story if you think there is one because at this point I am unaware of one.

You only get a drop down menu when you use the the contact us form. (Data Problem is not one of the options)

You only get the Data Problem link (with no drop down menu) when you are displaying a specific record you wish to complain about

Kirk Dawson 5220 Riverside Drive Fairmont Hot Springs, B.C. V0B 1L1

On 15 June 2017 at 16:54, CommsTeam notifications@github.com wrote:

My apologies Kirk for not keeping to the subject matter. I was unsure if I should start an issue re the drop down menu. When results of the search are returned, (but before you select a particular record) and you want to report a problem, it is when you click the report button that you do not get the drop down menu. I took screen shots and am happy to add this as a new issue if you like.

Kind regards The Communications Team

On Thu, Jun 15, 2017 at 10:15 AM, PatReynolds notifications@github.com wrote:

Sounds as if we need a meeting on communication, part of the general review of the communication plan. Then this topic can be adressed. For info: FreeBMD has a team who pick up and answer emails to support@, with all team members getting the reply (I am a team member). FreeCEN is all dealt with by Brenda.

Pat Reynolds Executive Director, Free UK Genealogy

On 14 Jun 2017 11:18 p.m., "Kirk Dawson" notifications@github.com wrote:

From what I can see the majority of the comments being made on this story have no relevance to the story as defined. WRT to the the issue of Data Problem reports. These have that subject line and can only be generated from a specific record. Story #1232 proposes to automate the recording of these. WRT to the Drop Down menu on the Contact Us the options become the Subject for the email. There is no Data Problem option only a Data Question WRT to Feebacks that is only available to members and is for reporting a problem with a specific page or action

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