...

...

...

...

...

...

...

...

...

...

...

TCPR Subcommittee Communication Plan

Sept 2021

Introduction

Purpose

The purpose of this plan is to define what and how the TCPR Sub-committee Subcommittee will communicate to its target audience about the implementation of the Collaborative Library Services Platform (CLSP), and about the CLSP itself.

...

This plan addresses the communication role and responsibilities of the TCPR Sub-committeesubcommittee, according to the CLSP Communications Framework as outlined below.

...

While collaboration and partnership between the PMO and TCPR Sub-committee subcommittee is crucial to successful communications for the project, there are two distinct flows of communication with separate, but overlapping, stakeholder groups that are supported by the PMO Communication Plan and the TCPR Sub-committee subcommittee Communication Plan.

Stakeholder Groups

There are two main stakeholder groups for the CLSP Project in terms of communications, core and external.

The TCPR Sub-committee subcommittee will focus on communications to external stakeholders, but it will support the PMO in developing communications for core stakeholders as requested.

...

Primary External Stakeholders (for TCPR Subcommittee)

This stakeholder group, also referred to as end users):This stakeholder group , is the main focus of this communications plan.

• Faculty

• Students

• Library staff (not directly involved in CLSP implementation)

Secondary External Stakeholders (for PMO and TCPR Subcommittee)

This stakeholder group may not apply to all colleges depending on the hierarchy of their institution. However, they this group should be informed of PR/branding activities as appropriate.

• College leadership as appropriate (in terms of awareness of PR, training, branding activities)

Core Stakeholders (for PMO only)

Core stakeholders, those most directly impacted by the transition, will receive specific, targeted, time-sensitive information. Any communication that requires a response from these stakeholders will be highlighted. This group includes:

...

Communication surrounding all aspects of CLSP implementation should be designed to meet the following objectives:

• Raise awareness and build acceptance of the new platform and its services before the launch by reinforcing benefits, flexibility, and the focus on end user needs

• Communicate with end users to ensure they are ready to engage with the new platform through various channels, which include communications, training, and other support tools

• Create a collaborative community that supports the new platform at all colleges

• Engage college leadership and leverage their support for the new platform

• Support all communications related the project by providing input on communications from a library perspective

...

• We consistently provide timely information to support our stakeholders and ensure the project’s success with:

  • Targeted communication regarding potential shared identity, the launch of the new platform, and end user training

  • Supporting the PMO’s communications objectives by collaborating on content and distribution as needed.

• We raise awareness about the new platform within for all participating colleges to create a collaborative environment and build positive momentum for the integration.

• We provide information about training and support tools for all participating colleges, especially from an end user perspective to ensure that they are supported as they transition to a new platform.

• We understand each college is unique and may have their own communication plan and branding guidelines. Our communications activities aim to offer a range of options for colleges that can be customized to meet their needs.

Communication Tools/Channels

...

• Library and higher education conferences and publications

• Speaking notes for internal staff to allow them to be consistent about naming conventions, expectations about system functionality, and the process for managing user feedback.

• Identify opportunities to leverage existing social media messaging platforms and campaigns

• Emails/Infographics/social media posts

Communication Activities

[To see table with examples, go to TCPR communication activities]

Communication Need 1: Impact of New System to Colleges (General)

TCPR would like to communicate to college libraries about the following to prepare for launch:

1. Reviewing individual college authentication & plan what needs to be updated in documentation

2. Planning updates to their websites

3. Faculty need to review permalink structure

Associated Communications Activities

1.a. Communicating expectations for the new library system for library users, college admin to ensure they understand what will be delivered

[need activity - maybe a college CLSP launch checklist?]

2.a. [need activity - Message to college liaison to verify with IT?]

Communication Need 2: Communicate About New System & Impact to Library Staff

TCPR would like to communicate about the following to library staff:

1. Launch of Alma/Primo

2. Sirsi & OCCLIB Listserv replacements

3. Review IL content for update

4. Review & update internal procedures & process documentation for updating

Associated Communications Activities

1.a. Email for all college liaisons to distribute at their library - May 2022

1.b. Internal updates to college via “staff news” re: status building to go live - [Build phase]

1.c. Prepare social media package for libraries for their users that can be customized with proposed tweets, images, etc. - July 2022

1.d. Checklist for libraries for things outside library system to help libraries go live (outside Ex Libris responsibility

• IL: Updating screenshots, online tutorials, etc.

• Library website, FAQ - search and replace

• Updated communication plan for your college

• Update URLs (Ex Libris will help with this)

1.e. Branding Toolkit (consider print material, posters, flyers, etc.)

Communication Need 3: Prepare Library Staff to Support Patrons

Prepare library staff to support patrons as they deal with a new system

1. How to support faculty

2. How to support students

Associated Communications Activities

1.a. Q&A for library staff with what if scenarios (e.g. professor does not know) - [Build phase]

1.b. Develop permalink instructions to support faculty that need to update permalinks - [Build phase]

2.a. Develop/plan basic searching training videos with info lit principles in mind - [Build phase]

2.b. Incorporate basic searching videos into student sessions/classes - [Refine phase]

Communication Need 4: Training Library Staff

TCPR would like to communicate about Alma/Primo training to library staff:

1. Provide central channel for training information that colleges can customize

2. Provide opportunities for people to share knowledge and ask questions

Associated Communications Activities

1.a. Create a LibGuide for Alma/Primo hosted on CLO website- [? phase]

1.b. Develop train-the-trainer approach for library staff (may be include LibGuide)

• Separate checklist (could be part of the LibGuide)

• Small packages of training material for each library (could be part of the LibGuide)

2.a. Create Community of Practice - [? phase]

2.b. Host a braining storming session on how to educate students about Primo with library staff involved in instruction - August [?]

• Example: Separate IL presentation with quick tips

2.c. Create generic scripts to answer questions.

https://slcny.libguides.com/lsptraining/campus-training#s-lg-box-23888126

...

[old format below - content copied above - may revise/revamp later]

Overview by Phase

Dates and activities are subject to change based on needs of the project.

...

Additional activities and delivery methods may be established as required by the project and by the TCPR Sub-committeesubcommittee.