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Al Hoffman

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Webpages with AI features in tech tools at your institution

Posted By Al Hoffman 02-21-2024 07:54:00 AM
Found In Egroup: IT Communications \ view thread
Do any of you have examples of webpages (or other materials) listing the generative AI features in some of the technology tools your institution offers? I'm thinking of things like the AI features in Zoom, but I know other services/tools are also adding features. If you have anything like that, please ...

RE: IT Comm Team Structure, Training Inquiry

Posted By Al Hoffman 02-05-2024 01:48:02 PM
Found In Egroup: IT Communications \ view thread
Hi Jennifer, At Rutgers, we have a team of four full-time staff members (including me), and two half-time staff members. I meet regularly with my counterparts in the Big Ten, as well as another group of IT comm leads, and I'd say the number of staff members varies widely. Some groups have 10+ staff ...

RE: Do you Newsletter Policy that essentially controls the number of newsletters?

Posted By Al Hoffman 01-17-2024 01:27:04 PM
Found In Egroup: IT Communications \ view thread
Hi Kelly, I've had just the same concerns when I've heard various IT groups indicate an interest in having their own e-newsletters. Members of the university community are already deluged with information, and so we need to be sensitive about overdoing it. What's more, many IT departments don't necessarily ...

RE: Google Storage Limits: Communication plans

Posted By Al Hoffman 11-30-2023 03:44:17 PM
Found In Egroup: IT Communications \ view thread
Hi Ellen, We just posted this announcement today: https://it.rutgers.edu/2023/11/30/new-30gb-storage-limit-for-scarletapps/ We also have this webpage for help: https://it.rutgers.edu/scarletapps/storage-limits-for-scarlet-apps/ We've had lots of other communications about this, for those with ...

RE: Internal Style Guide

Posted By Al Hoffman 07-06-2023 07:21:23 AM
Found In Egroup: IT Communications \ view thread
We have a section of our website with IT comm resources: https://it.rutgers.edu/it-communications/ Among these, we include: Editorial style guide for Rutgers IT https://it.rutgers.edu/it-communications/knowledgebase/editorial-style-guide-for-rutgers-it/ Knowledge base style guide https://it. ...

RE: Internal Communication - How do you do it?

Posted By Al Hoffman 03-10-2023 02:34:01 PM
Found In Egroup: IT Communications \ view thread
I would say there’s no one method that works. With students, in particular, you’ve got to go for multiple channels to get the message to them. For instance, for our roll-out of two-step login (two-factor) with Duo at Rutgers, we used these channels, among others: - emails (multiple ones, aiming to keep ...

RE: Subscription-based text messages or emails for IT alerts or emergencies

Posted By Al Hoffman 02-21-2023 02:03:51 PM
Found In Egroup: IT Communications \ view thread
Thanks, great info! It looks like quite a few universities also use Statuspage (from Atlassian) for this. Anyone have thoughts on that? I've seen it in action at these spots, among others: https://www.it.northwestern.edu https://status.ohio.edu/# https://status.nebraska.edu/# https://status.oit.duke.edu/# ...

Subscription-based text messages or emails for IT alerts or emergencies

Posted By Al Hoffman 02-21-2023 09:05:00 AM
Found In Egroup: IT Communications \ view thread
I'm looking to hear what systems other universities use so that faculty/staff/etc. can subscribe to alerts about IT outages and/or other IT emergencies. Interested in: - Do you allow subscription via email? Text? Both? - Do you have a home-built system for this, and if so, does it require much maintenance? ...

Sharing security advisories with IT staff or broader university community

Posted By Al Hoffman 02-15-2023 11:20:03 AM
Found In Egroup: IT Communications \ view thread
I'm wondering how other universities handle security advisories--i.e., security messages, typically from vendors, about vulnerabilities with software requiring updates or action. Many of these messages may be relevant to IT staff only, but others may have relevance beyond that. For messages to IT staff, ...

RE: Communication Planning in Projects - Interested in Templates or Thoughts

Posted By Al Hoffman 07-01-2022 07:44:38 AM
Found In Egroup: IT Communications \ view thread
We have this annotated template communications plan, for our own use and for others in IT: https://it.rutgers.edu/it-communications/wp-content/uploads/sites/27/2021/11/communications-plan-template.pdf Our team handles major email announcements (i.e., to the IT community and/or the university community), ...

Redirecting Zoom attendees to your website/URL

Posted By Al Hoffman 02-24-2022 08:11:36 AM
Found In Egroup: IT Communications \ view thread
I'm wondering if any of you are using the Zoom feature that allows your institution to send Zoom users to a specific URL/website five minutes after they launch a meeting. So what happens is: - The user launches a meeting from a Zoom invite link. - A Zoom page appears. - After five minutes, that Zoom ...

RE: Communications "Decision Tree"

Posted By Al Hoffman 01-10-2022 09:09:18 AM
Found In Egroup: IT Communications \ view thread
Hi Erin, We don't have a decision tree, but we do have some communications processes outlined for various types of major communications: See the "Process for email announcements" and "Process for alerts and outages" at https://it.rutgers.edu/it-communications/, under the IT Comm Processes section. ...

RE: Conversations about leading/managing IT communications teams

Posted By Al Hoffman 12-17-2021 07:21:50 AM
Found In Egroup: IT Communications \ view thread
Hi all, I've asked an EDUCAUSE staff member working on mentoring circles to view this thread re the issues people are having joining, as I'm not really equipped to troubleshoot that. If others who have joined successfully can provide a tip or two, please do. Thanks! Al -- Allan Hoffman Director ...

RE: Conversations about leading/managing IT communications teams

Posted By Al Hoffman 12-17-2021 06:53:13 AM
Found In Egroup: IT Communications \ view thread
Hi all. I'm excited others are interested in joining the circle. If you've had issues joining, please note that you must join the mentoring/circles program (not just be a member of EDUCAUSE) to request to participate. From a quick look, it seems like some of the people who are having trouble requesting ...

Conversations about leading/managing IT communications teams

Posted By Al Hoffman 12-13-2021 01:44:57 PM
Found In Egroup: IT Communications \ view thread
Hi all. I'm just reaching out again to see if anyone would like to participate in a new EDUCAUSE "circle" focused on managing/leading IT communications teams. We have about eight people so far, and we can include several others. Here's the info: Leading and Managing IT Communications Teams This community-led ...

EDUCAUSE "circle" about leading and managing IT teams

Posted By Al Hoffman 12-06-2021 09:42:41 AM
Found In Egroup: IT Communications \ view thread
I'm reaching out to seek participation in an EDUCAUSE "mentoring circle" focused on this topic: Leading and Managing IT Communications Teams This community-led group will focus on the management, development, and growth of IT communications teams with 3+ members. Topics will include the following, among ...

RE: Transitioning (and Managing) Service Catalog and Knowledge Content

Posted By Al Hoffman 11-01-2021 03:46:14 PM
Found In Egroup: IT Communications \ view thread
I'd also be very interested in participating if there's a call or Zoom set up to discuss. We're currently working to transition KB articles from our IT website to an ITSM system. We (the IT comm team) are not the owners of KB articles, but they have been stored in a platform developed by our team, ...

Best practices or examples for digital screen promotions

Posted By Al Hoffman 10-08-2021 08:38:39 AM
Found In Egroup: IT Communications \ view thread
Does your team use digital screens on campus to promote new software, apps, services, etc.? I'm wondering about best practices for digital screens -- and, ideally, any examples. Please share any examples of your use of digital screens, esp. for promoting software and services. Thanks! Al -- ...

RE: "Winning" comprehensive academic IT website(s)?

Posted By Al Hoffman 09-21-2021 03:10:17 PM
Found In Egroup: IT Communications \ view thread
I'm not sure higher-ed IT websites get submitted for too many awards, to be honest, but we developed ours within the last couple of years and it's been well-received. Here's the homepage and some notable subpages: https://it.rutgers.edu https://it.rutgers.edu/technology-guide/ https://it.rutgers.edu/news/ ...

RE: When do you send security alert emails to your campus?

Posted By Al Hoffman 09-17-2021 08:50:21 AM
Found In Egroup: IT Communications \ view thread
We have a dedicated alerts hub at https://it.rutgers.edu/alerts/, and we aim to (a) post everything there (security issues, planned maintenance, unplanned issues), and (b) avoid sending u-wide emails. Items shared at our Alerts page also get posted to Twitter and Facebook and shared in a Slack for IT ...