The best way to generate awareness is by promoting your announcements across several communication vehicles. This way, your message will reach students simultaneously through different modes, keeping it top-of-mind.
To illustrate how you can leverage the Faculty’s communication vehicles, consider the following sample plan.
Overview: On May 21, my office is hosting a career info session in BA1160 featuring a panel of five prominent alumni speakers. The event is free to attend but registration is required.
Audience: Engineering undergraduate students, across all years and programs
Objective: Raise awareness about the event and generate registrations
Goal: Last year’s event drew an audience of 100 students. This year, we’re aiming for 125
Timing: Begin promotion a month prior to the event (i.e., starting mid-April)
Create a landing page for the event on my unit’s website with full information and a link to RSVP. Create a uoft.me URL for this event page to include in promotional materials.
Send event notice (and link to the landing page) to the coordinators of the Registrar’s Office and Engineering Strategic Communications to post on two Faculty-wide online calendars (Download the Inventory of Communications Vehicles for submission instructions).
Create a promotional digital poster artwork to play on screens Faculty-wide; run from mid-April until May 21.
Computer Lab (ECF) Login Screens
Create promotional ECF login screen artwork and submit online; run from mid-April until May 21.
Submit an event announcement in EngSoc’s Skule Digest; run weekly from mid-April until May 21 (Download the Inventory of Communications Vehicles for submission instructions).
Send an event announcement to the Faculty’s student e-newsletter coordinator for inclusion in the issues leading up to the event (Download the Inventory of Communications Vehicles for submission instructions).
First Year Newsfeed
Send an event announcement (tailored to first-year students) to the Faculty’s First Year Newsfeed e-newsletter coordinator in the issues leading up to the event (Download the Inventory of Communications Vehicles for submission instructions).
Twitter and Facebook
Request tweets and Facebook posts on Faculty-wide social media channels through Engineering Strategic Communications and the Registrar’s Office (Download the Inventory of Communications Vehicles for submission instructions.). In addition, our work-study student is an active member on her 1T9 and program Facebook group pages; I asked if she would be willing to share the information on these pages.
Email to colleagues
Send event info via email to all departmental communicators to include in their own newsletters to students.
Include a temporary line in my email signature to promote the event in my outgoing messages.
Solicited mass email
A week prior to the event, I will send a targeted email reminder to those who RSVPed.
Throughout and post-event, check the web analytics on the uoft.me address I generated (i.e., uoft.me/___+) as a measure of success.