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Attendees
Terrie Wheeler
Resources
- Shared folder: https://drive.google.com/drive/u/0/folders/1bruWU6ogsDf77S0M8H6rCpHQK5Fd0THw
- Prospect tracking is here: http://bit.ly/2KmUIxF
- Current members are here: http://vivoweb.org/community/membership
- Current Sites are here: https://duraspace.org/registry/?gv_search=&filter_10=VIVO
Agenda
- Review membership letter templates
- Review TAMU marketing materials
- Review prospects and current members
- Any updates?
- Filling in missing contacts
- Assignments for outreach
- What else should we be working on?
Notes
Notes from Ann Beynon
Attendees: Ann Beynon, Mike Conlon, DJ Lee, Terrie Wheeler, Ginny Pannabecker
1-We reviewed the Zoho contact information that has been posted on our shared drive. https://docs.google.com/spreadsheets/d/1mJpGcmVyOOZq8kdhzhkJDGxwvMIkYDNnGedbpBiWbQ0/edit
- Next step: We need David Wilcox's advice on how to modify this spreadsheet. We don’t want to make changes until we understand the process for getting the data back into Zoho. We want to ensure that any changes we make can be easily ingested back into Zoho accurately.
David Wilcox also needs to provide guidance on how to treat contacts who span projects, e.g. VIVO/Fedora shared contacts. Can we edit these at all? Do they need a special process?
2-Mike explained some of the cryptic columns in the spreadsheet:
- account names- Organization we are doing business with. There is no consistency of level. E.g. sometimes it’s a university, sometimes it’s the health sciences center, sometimes it’s the library. Many affiliations here are out of date and the person is no longer there. There are 192 unique account names.
- user of- This means whether the site is interested in the product. They may not be a current user. It means they have at least thought about it. Should be called “interested in.”
- project role- Relationship to the project- What do they do within the VIVO project? E.g. leadership group.
- VIVO liaison= the person Duraspace talks to.
- VIVO manager- the person who has day-to-day responsibility for operation of the VIVO system. Could be technical person, project manager, or executive. If there is a problem with their site, Mike contacts that person.
- You can have multiple roles.
- organizational role-What is their role at the organization (i.e. their job). Uncontrolled vocabulary.
- campaign role-How do they relate to the membership drive (can be an advocate or decision maker).
- General decision maker= supports Duraspace, but not a specific project.
- affiliations- for the organization- e.g. CTSA
- renewal contact- We don’t know what this means. We think it is the person to whom they send the membership information. We need clarification from David Wilcox.
- status (2017 status/2018 status):
- Included= means they are not a member and should be included in bulk mailings about membership. This is not the monthly Duraspace newsletter, which is for member only. There is material designed for members and non-members. Can we get a copy of this? Terrie R. Wheeler will ask Krisi Searle for a copy of these emails.
- hot for VIVO=means prospect.
- there will be a 2019 status column and we could add prospects. We need to specify “VIVO” prospect.
3- Prioritization: We discussed how to attack updating this member list. We agreed on this prioritization of our membership outreach: retention, upsell, prospects.
- In order to do this, we need the renewal date to be added to the members and prospects spreadsheet https://docs.google.com/spreadsheets/d/18NzRQJ_Ghhjxf96N0tqOOaDQOEzq61I3-dGF-MnUHso/edit#gid=926382588. Terrie R. Wheeler will contact David Wilcox or Kristi Searle and ask them to add this.
- We created a members tab in this spreadsheet. We added a status column and started filling it in with the following statuses: solid, shaky, upsell, contact.
- We started filling in a column for “our contact” which indicates the membership committee person who will purse that member.
- Once we have the renewal dates, we can begin contacting people.
Action Items
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