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memphis-iis / iis-handbook

Handbook and operations manual for students, faculty, and staff at the Institute for Intelligent Systems at the University of Memphis
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Update communications #4

Open aolney opened 1 year ago

aolney commented 1 year ago

Currently here

I suggest @awindsor update this because that is most efficient than me asking about each item separately

jsabatini856 commented 1 year ago

Let me think on this a bit. We have a website committee and I think another one is thinking about various communications. Also, is it possible to embed links to various pieces in there when we have this posted to website. That way it becomes a navigation tool.

Another set of questions concerns the listservs. Who exactly is on each one? How are they maintained - how does one add or drop individuals and how would we know that? Should the member list be accessible to IIS members, especially new members? When and for what specific kinds of functions are they to be used? With an Outlook member list, there are ways of seeing who is being emailed. I'm not sure that is true of listserv.

In fact, do you know what is the benefits are of a listserv versus an Outlook or other email platform list? It's like a blind cc. When someone is dropped or not on it, a recipient does not even know who is getting or not getting the message. Then, one has to know to add them separately to email chains to make sure they are getting message. And it seems to be one more task that falls entirely onto Alistair, with all those questions I posed above falling to him to address whenever a pain like me starts asking:)

aolney commented 1 year ago

...is it possible to embed links to various pieces in there when we have this posted to website. That way it becomes a navigation tool.

Absolutely, everything can be hyperlinked

Another set of questions concerns the listservs. Who exactly is on each one?

I have no idea who exactly. The handbook specifies categories but I believe Alistair came up with new categories.

How are they maintained - how does one add or drop individuals and how would we know that?

When I was director, I maintained them with support from Renee. For example, each semester we'd ask everyone if they needed new students added to the list.

Should the member list be accessible to IIS members, especially new members?

I don't see why not. That said, if the list is an affiliate list, it should match the list of affiliates on the website. The only place it gets a bit unclear IMHO is for students.

When and for what specific kinds of functions are they to be used? With an Outlook member list, there are ways of seeing who is being emailed. I'm not sure that is true of listserv.

Conventionally I would use faculty and student lists for any announcement of any type. Faculty exclusively would be used for matters that involve faculty. The admin would be notified of any grant received, any major award, or any event (like the speed date).

In fact, do you know what is the benefits are of a listserv versus an Outlook or other email platform list? It's like a blind cc. When someone is dropped or not on it, a recipient does not even know who is getting or not getting the message. Then, one has to know to add them separately to email chains to make sure they are getting message. And it seems to be one more task that falls entirely onto Alistair, with all those questions I posed above falling to him to address whenever a pain like me starts asking:)

AFAIK IT limits Outlook lists, and the listserv is the only way to send emails to large numbers of people (e.g. > 25).