Greetings good people of OSU Extension:

Thank you

We’ve said it before, and it’s worth repeating: Thank you to our colleagues who are serving on content teams, and especially the content team leaders.

In the long run, our new web strategy will support us to have the right people focused on the right things, from programming to local relationships to website management. In the short-term, we’re working through issues and challenges together. And content teams are doing a lot of the initial heavy lifting–assessing, organizing, evaluating, and making decisions about content–with support from our program leaders.

Remember: If you have a question about specific content that you own or manage and haven’t yet had a conversation with the relevant content team, now’s the time!

Thanks also to anyone who shared the content strategist job posting with their networks. We have a strong applicant pool, and the search committee is now in the screening phase.

Why are we doing this?

We’re in the midst of a busy phase of the project–preparing for initial content entry. This involves detailed web work, a lot of meetings and emails, and in-depth discussions with (and within) content teams. We know there is some uncertainty–anxiety even–about how certain things will look or work on the new site.

Let’s press pause for just a moment, and revisit the “why” for this project.

OSU Extension helps Oregonians–and Oregon–thrive. You help that happen. Your partnerships, community relationships, programs, information, and expertise help that. Our current web presence and digital strategy hinders it.

We can do better. We start now.

Learn more:

• About the project
• Strategy at a glance
• About content strategy

Timeline update

The project team is preparing to open the site for content teams to begin initial content entry the week of March 5. We will provide more details to content team leaders via email.

This week we will focus on back-end usability fixes, other programming and basic design, and creating basic training materials for content teams.

A couple quick announcements:

Content team leaders: As we approach the initial content entry phase, we’d like to check in on how you’re doing. Please review the content team checklist in last week’s blog post, and then take 10 seconds to respond to this 1-question survey.

Revised FAQ: We’ve revised the following FAQ based on progress OSU has made on the new OSU calendar system: How will events work in the new system? Will they integrate with OSU’s calendar?

User testing

Thank you to the four individuals who helped with back-end usability testing last week: Rita Bauer (Outdoor School content team), Adriene Koett-Cronn (Sea Grant content team), and Sandy Reichhuber and Chris Branam (both of EESC).

This testing involved asking each of these four brave souls–who had not previously seen the inner workings of our new website–to complete a variety of content entry tasks. They attempted to edit content, add content, update landing pages, add announcements, and more. And they talked out loud while doing it so we could follow their thought process. We watched.

It sounds awkward and little creepy, right? But it’s actually incredibly helpful.

Their fresh eyes and perspectives helped us identify improvements to make the back-end content content management forms and views more intuitive, less frustrating or confusing, and quicker.

Up next

This week the project team will focus on preparing to open the site for content entry. This includes:

• Making  changes identified during usability testing
• Creating basic training guides and short videos for content teams
• Scheduling office hours/help sessions
• Continued programming and basic design
• As-needed advice and Q&A with content teams

Last week, Punxsutawney Phil proclaimed six more weeks of winter. But we took little note of the pomp and circumstance surrounding our mammal friend in the Northeast. Being the industrious Beavers that we are, the project team was hard at work getting the new website ready for content entry. And our fellow content teams are continuing to work together with colleagues statewide to organize content in preparation for that.

But in the spirit of looking ahead, let’s pause for a quick update on what the next six(ish) weeks look like for this project and our work together.

Status and timeline update:

• Launch: We are on track for a March launch.
• Content entry: Our goal was to open the site to content teams for initial content entry in late January or early February. We’re pushing that out by 1-2 weeks to ensure the experience is as productive and hassle-free as possible for content teams. The basic framework and functions are developed. But we are taking extra time to be sure the back-end forms and front-end displays are clean, simple, and user-friendly.
• What’s next? Our team’s focus for the next two weeks includes:
  • Continued programming and basic design
  • Permission testing (making sure content teams will be able to do what they need to do, and not see extraneous information and settings)
  • User testing (asking a couple brave souls to serve as alpha testers (guinea pigs, canaries…you get the idea) for content entry)
  • Creating basic training guides and short videos for content teams
  • As-needed advice and Q&A with content teams, and a kickoff meeting with the Community Vitality team (welcome to the party, Mallory!)

Other updates:

• The content strategist position posting closes February 11. Please share the posting with your networks, and encourage interested and qualified candidates to apply.
• We’ve been working with site managers for Extension association websites (OSUEA, ESP, and OAEA) to transition to the OSU WordPress platform and provide basic training. Those new sites will be live within the next couple of weeks, and current URLs will redirect to the new sites.

As always, let us know what questions you have (and check the FAQs!).

It’s been another busy and productive week in Extension website land. The project team has hunkered down to work on getting the back end of our new website ready for content teams to begin entering content. We’re on track for having that ready in early February. Whoo-hoo!

But enough about us…

Way to go, content teams!

A shout out to our content teams who are working hard to evaluate, prioritize, and organize content. Teams are making good progress and making decisions, which is sometimes difficult but very important. This is hard work that takes time. But it’s so worth it. Thank you.

Tips and ideas

Each content team is approaching things differently, which is OK. We can also learn from each other in this process. Here are some things we’ve seen or heard are working well that your team may want to consider.

• Prioritize: Focus on content that will be removed from public access at launch (e.g., county sites) and other critical content. Do everything else as you have time after launch.
• Map it: If your team has content spread far and wide and isn’t sure where to begin, a concept map might help. Here is an example from the Food Safety content team.
• List it, don’t lose it: The main site and county homepages will automatically redirect at launch. If there is a link (url) that has been used in marketing materials or needs to be preserved for some other reason, please let us know and we will be sure to set up a redirect.
• Ask for help: Our family and community health content team is engaging volunteers as appropriate to assist with some tasks. If you have ideas for what could make the content strategy, creation, or maintenance processes easier (short or long term) for your team, let your program leader know.
• Keep calm, and carry on: Our Open Campus and Sea Grant content teams are great examples of staying super cool and bringing positive energy to this process. If you need a little break, check out the mindfulness meditation drop-in (on campus) or the University of Florida Extension publication, Mindfulness: An Introduction.

Facilitating meetings and answering questions for content teams and others across the organization (plus, developing our new site) is keeping us busy, and we are working hard to keep up with all of you!

Webinar recording

The recording of our January 18 webinar is available. This webinar included discussion, feedback, and Q&A focused on the following outcomes for office managers and county leaders:

• Feel prepared to answer common questions, and know where to direct questions
• Know where to find project updates, resources, information
• Provide feedback about county presence in new website
• Feel ready and able to take next steps to help identify and plan for non-program, county-specific content

New and revised FAQs

As a result of the latest webinar and other questions we are fielding, we’ve added and revised the following FAQs.

New

• Will people be automatically redirected to the new site when it launches?
• How will counties be able to customize their respective landing pages?
• How will employee directories and profiles work in the new system?
• What will happen to Master Gardener Association content that is currently housed on county sites?
• Should I delete pages and files on existing sites that we don’t need any more?

Revised

• Will there be [x] in the new system?
• How will events work in the new system? Will they integrate with OSU’s calendar?
• Who will move content into the new site and how?

We made it to Friday! (Or, as one of my friends calls it, Fri”yay”!)

It’s been a busy, productive, and exciting week in terms of Extension website work, for our team and for many of you. Here are a few highlights and a reminder of the next webinar opportunity.

Ag work group webinars

We hosted the second content planning kickoff webinar for Ag & Natural Resources Extension work groups (content teams) on Jan. 11. We planned to record that webinar. Unfortunately, I (Jennifer) messed up, and that didn’t happen. I am sorry.

Fortunately, the content presented was essentially same as the Jan. 3 webinar. The Jan. 11 Q&A was different, of course, and as a result we’ve added more FAQs.

New FAQs

Here are the new FAQs added this week:

• What is the suggested deadline for having content ready to go in the new website?
• When will training be available for inputting data?
• How should we make decisions about whether or not to keep specific content?
• Can you clarify the next steps for content teams who are just getting started?
• Can we get inventory spreadsheets for other sites besides county content?
• How will numbered Extension Catalog publications fit into the new site?
• How will decisions about what content is retained, created, and put online be “enforced” and by who?

And as a helpful reminder, here are some oldies-but-goodies:

• What will happen to county sites?
• What will happen to program sites?
• What is content strategy? And why do we need one?

Speaking of content strategy

We’re thrilled to share that the content strategist position is posted. Please share with your networks to help us recruit an awesome new colleague.

The Content Strategist is responsible for developing, implementing, and evaluating a content strategy focused on enhancing engagement with learners and increasing awareness of the value, relevance, and impact of the OSU Extension Service (OSU Extension). Day to day, the person in this position collaborates with EESC colleagues and program/topic-based content teams to plan and manage content and associated processes for OSU Extension’s online presence.

Webinar reminder

We are hosting an informational webinar for county leaders and office managers on Thursday, Jan. 18, 9 a.m. (WebEx link).

I promise to remember to hit “record” this time!

The recording of the Jan. 3, 2018 content planning kickoff webinar for Ag & Natural Resources Extension work groups is now available. A second webinar opportunity (same information) is available on Jan. 11, 9 a.m (WebEx link). This information is also posted on the content teams page for reference.

Thank you for your engagement and participation. As a result of the Q&A during the webinar, we have added a few new FAQs to this project website, including:

• Who will move content into the new site and how?
• Will there still be a place for WordPress blogs and other standalone sites?
• Box logistics for content teams?
• Box and spreadsheet details for Ag work groups?

Webinars for Ag work groups

We have scheduled two kickoff webinars for Ag & Natural Resources Extension work groups to discuss next steps and provide resources to help you organize and prepare content for the new OSU Extension website. The same information will be shared on both webinars. Please plan to attend whichever best fits your schedule. We will post recordings on this project website. While all are welcome, the information will be geared toward work group leaders.

• January 3, 3 p.m. (Recording)
• January 11, 9 a.m. (WebEx link)

Webinar for county leaders/office managers

This webinar (Jan. 18, 9 a.m.) is an opportunity for county leaders and office managers to engage in dialogue with the Extension web project team—and with each other. We will post the recording on this project website.

WebEx link

Agenda Feedback, questions, ideas, and discussion about the following topics:

• How to identify and manage non-program content
• County presence (“landing pages”) on the new website
• How to best support you, as you receive questions from faculty, staff, and others
• The project in general

Season’s greetings to our OSU Extension Colleagues!

‘Tis the season for wrapping up (no pun intended) 2017 activities and planning for 2018. And the Extension web upgrade project is no exception.

Thank you!

It was great to connect and visit with many of you recently at Extension Annual Conference. Thank you to the program leaders and other group leaders who welcomed members of our project team to join your meetings, or otherwise used some of your valuable in-person time to discuss the website project. Thanks also to everyone who chatted with us during meals and breaks. It was helpful to hear the ideas, feedback, and questions.

After the conference, our team took a moment to celebrate the demo (a major milestone), and then got right back to work.

What’s next

Here’s what’s happening over the next few weeks:

• Two kickoff web meetings for Ag & Natural Resource Extension work group leaders in early January
  • You’ll be able to pick which to attend based on your schedule, and we’ll record them.
  • Purpose: provide specific next steps as well as tools and process suggestions to help your groups organize and prepare content
  • We are working to schedule those meetings week and will send calendar notices and emails with the details.
  • In the meantime: If your work group has already started to organize and work together, that’s great! If you have initial questions, please contact us and we can provide quick answers to help you keep on track and moving forward.
• Web meeting for office managers and county leaders in January
  • Purpose: Feedback and questions about (1) project in general, (2) any content that’s not being managed by a program/topic content team, (3) county presence on the new website
  • We are working to schedule the meeting this week and will send calendar notices and emails with the details.
• Continuing to meet with content teams
• Continuing programming, development, and site planning
• Finalizing position description and forming search committee for content strategist. This position will be a liaison between program/topic-based content teams and EESC’s web and content strategy team.