Mastering the Art of Planning Impact Messages

[MartinaBlanco]

Effective communication plays a vital role in the success of any educational institution. Impact Messages can be used to inform users about available tools and features or promote new ones, connect users with support resources, and notify them of news and changes at your institution. However, planning and executing Impact messages requires careful consideration to ensure clarity, relevance, and engagement. 

The Impact CSM team chatted with the Impact Admin team at College of Southern Idaho (CSI) to learn how they effectively plan and execute their Impact Messaging efforts.

Question: Describe the dynamics of CSI’s Impact admin team.

Answer:  We’ve worked at CSI to build a shared ownership model for Impact: 

• Evaluation/purchase - this decision was made by our LMS Optimization Committee, with faculty and staff representation from across campus.  
• Implementation and ongoing management – this work has been and will continue to be a collaborative and cross-campus effort, as approved by our instructional administration.  Our team consists of a faculty member of the LMS Optimization Committee (Kim Morgan), members of our IT team (Ed Ditlefsen, Tony Wilson, and Giovanni Plascencia), and a learning designer from our Teaching & Learning Center (Bethany White).

Question: How do you currently plan your Impact messaging efforts?

Answer: A faculty member of our LMS Optimization Committee partnered with a CSI learning designer to build a document we dubbed a “curriculum map”, meaning we looked carefully at the academic calendar and built a plan for Impact messaging.  Month by month, we asked ourselves questions about what students, instructors, and the college need most at that given time, and then identified OOTB Impact campaigns and Walkthroughs – or in some cases the need to build our own Impact messaging – to help meet those needs.

Question: What strategies or processes are in place?

Answer: 

• A consistently available faculty-level perspective has been invaluable to identify needs and opportunities for Impact messaging.
• An initial review and approval of planned messaging topics and timing will be completed by the LMS Optimization Committee once per semester.
• Note that the committee has made a commitment to only use Impact messaging (and Canvas Global Announcements) for Canvas-specific information directly related to teaching and learning.
• Department chair and dean-level review of our Impact Curriculum Map ensure Impact messages are aligned with institutional and instructional objectives.

Question: What tools are used to establish a schedule for Impact messages?

Answer: 

• Curriculum map document – this will be refined during year 1 and then reviewed annually by the LMS Optimization Committee.
• Project management software to set reminders and task ownership for our Impact management team members.
• Impact Admin dashboard to build/modify, schedule, and run Impact messages.

Question: How are objectives and goals determined for Impact Messages?

Answer: This process is still evolving for us as we come to better understand Impact’s functionality and potential.  Currently, we rely on our Impact Curriculum Map to guide our messaging content and timelines, with outcomes for content engagement and tool adoption set at a standard target of 40%.

The Impact CSM team suggests following the steps below that aim to provide some guidance in the planning of Impact Messages.

Step 1: Define the Objectives

Before crafting any message, it is crucial to establish clear objectives. Consider what you aim to achieve with the communication and tailor messaging to resonate with the intended recipients.

Step 2: Identify Target Audiences

Understanding your target audience is key to crafting effective messages. Segment your audience based on relevant criteria, such as departments, sub-accounts, schools, custom user groups, or specific needs, including professional development. 

Step 3: Craft Clear and Concise Messages

Faculty and students are often busy and receive numerous communications daily. To capture their attention, messages should be clear, concise, and focused. Consider the use of bullet points, headings, and subheadings to enhance readability. Include the most important information upfront and provide additional details or resources as necessary.

Step 4: Choose the Appropriate Type of Message and Context

There are three options when selecting a type of Impact Message based on the placement within Canvas and the information you wish to convey. 

• Hint
• Pop-up
• Systray

The context of the message will determine the placement and positioning of the message. 

Step 5: Establish a Schedule

Scheduling is key when it comes to messaging. Establishing a schedule for communication to ensure there is no overlap between audience, contexts and to avoid message fatigue.

Step 6: Incorporate Multimedia and Interactive Elements

Engaging audiences through multimedia and interactive elements can significantly enhance the impact of your messages. Consider including videos, infographics, or links to relevant resources.

Step 7: Seek Feedback and Continuous Improvement

Messaging is an ongoing process, and it is crucial to seek feedback from faculty and students to gauge the effectiveness of your communications. Enabling feedback on messages is a great way to collect input, suggestions, and comments. Regularly assessing and evaluating messaging strategies can help to identify areas for improvement and refine communication practices.

If you want to stay organized and keep communication on track, efficient planning of Impact Messages is key. The Impact CSM team has created a user-friendly Impact Message Schedule Template to help you initiate your planning efforts.