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IS&T Communications Worksheet

Overview

Do you have an announcement or information about an IS&T service that you want to send to members of the MIT community? The IS&T Communications Worksheet will help you gather the information you need to plan your project and make decisions about content, format, and delivery options. You can use this worksheet as a planning tool for yourself or submit it electronically to the IS&T Communications Team. If you submit the form to the Communications Team, a member of the team will contact you to discuss next steps.

IS&T Communications Worksheet

Adapted from the Publishing Services Bureau (PSB) Plan-Your-Project Guide

Submitting this Form

To whom do you want to send this worksheet?

•To yourself: Type your full email address in the box.
•To the IS&T Communications Team: Type ist-comm@mit.edu in the box.
•To yourself and the Communications Team: Separate the two full email addresses with a comma.

Goal

What is the goal of the piece?

Select all that apply.

Inform	Foster good will
Educate	Increase attendance
Publicize	Other
Recruit

If Other, explain

What is the desired response from readers?

Select all that apply.

Gain awareness	Configure their IT equipment
Send email	Come to an event
Call	Respond to a survey
Sign up for a service	Other

If Other, explain

Audience

Whom do you wish to reach?

Select all that apply.

Students	IS&T staff
Faculty	External audience
Alumni	Corporate partners
Staff	Press

Content

What are the key messages you would like to convey?

Have you included key identifying elements?

IS&T logo	Copyright
MIT logo	Date

Have you included complete contact information?

Name/Team	Location
Telephone	URL
Email	Other

If Other, explain

Format

What are the most effective formats for communicating your message?

Select all that apply.

IS&T web site	Folder with inserts
MIT/IS&T spotlight	Handout/flyer
Newsletter article	Poster
Email announcement	CD
Brochure/postcard	Other

If Other, explain:

What are the most effective visuals for your project?

Select all that apply.

Photographs	Graphs
Illustrations	Video
Clip art	Other

If Other, explain:

Have you considered "green" environmental practices? (See Resources: Environmental Goals from the PSB.)

Yes No

Schedule

For sample schedules, see Start Your Project: Sample Schedule from the PSB.

What is the best time to publish?

Note: Factor in both when readers need the information and the availability of the community (e.g., in summer, students are away; faculty may not be here during IAP).

What is the timeline for the project?

Note: Factor in time for meetings, developing and refining drafts, usability testing, reviewing, proofreading, printing, programming.

Start date:

Estimated completion date:

How often do you intend to publish the information?

Once	Quarterly
Monthly	Annually
Bimonthly	As needed

Which person/team is responsible for updates?

Budget

What is your estimated budget?

Note: Consider costs for editorial, design, photography, printing, mailing, HTML coding.

For guidance, download the Pricing and procurement document from MIT's Tips for managing the publication process.

Which account will pay for the project?

Roles

Who will manage the project (including coordination of writing, designing, editing, reviewing, proofreading, working with vendors, distribution, gauging effectiveness)?

Who needs to sign off on this project?

Delivery/Distribution

How is the publication being distributed?

Select all that apply.

Web

Campus mail

U.S. mail (first-class, standard, bulk?)

Posters

Handouts

Will you order labels from Human Resources/Mail Services? (See MIT Labels and List Request.)

Yes No

Which email lists, if any, will be used?

Gauging Effectiveness

How will the success of the project be measured?

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