2007 External Relations Primer
From TeraGrid Wiki
The TeraGrid External Relations (ER) Working Group, led by Scott Lathrop in 2007 (led by Leake 2008-2011), promotes the mission and achievements of the TeraGrid partnership, its staff, and its users to external audiences.
The members of the ER group gather information from the TeraGrid leadership, other working groups and personnel, and TeraGrid users. The ER group relies on this information to develop press releases, features and announcements for the TeraGrid website, an annual science highlights document, a general TeraGrid brochure, posters and slides for Supercomputing and other conferences/events, and additional online and print products.
All TeraGrid staff are invited to contact the ER group with ideas for announcements and stories.
The TeraGrid External Relations (ER) Working Group communicates the mission, messages, and successes of the TeraGrid partnership to the public, promoting the achievements and contributions of TeraGrid users and staff.
The ER Working Group is led by Elizabeth Leake, TeraGrid External Relations Coordinator.
Each TeraGrid Resource Provider has at least one representative on the ER Working Group. Current members:
The members of the ER Working Group meet virtually (via phone and Access Grid) every two weeks to discuss communication issues and to share ideas. The group meets in person twice each year, at the annual TeraGrid and Supercomputing conferences.
The members of the group coordinate between meetings using email and the TeraGrid wiki to share information.
Specific duties of the ER working group include:
- Supervising use of the TeraGrid logo. The ER group has developed a policy on appropriate use of the TeraGrid logo and takes responsibility for correcting misuse/omission of the logo.
- Ownership of the TeraGrid Boilerplate. The ER group has worked closely with the TeraGrid leadership to craft a concise description of the TeraGrid and its mission. This statement appears on press releases, publications, reports, etc. The ER group takes responsibility for correcting misuse/omission of this TeraGrid boilerplate.
- Contributing to the TeraGrid web presence. The ER group works closely with the TeraGrid website coordinator, the TeraGrid leadership, TeraGrid User Services, and others to determine the look and feel and content of teragrid.org.
- Production of TeraGrid communication materials (signs, flyers, etc.) for the annual Supercomputing conference
- Production of an annual TeraGrid science highlights publication.
- Producing and periodically updating the general TeraGrid brochure.
- Producing press releases and other announcements of key TeraGrid milestones and achievements. In addition to reporting on his or her own RP, each member of the group also monitors a “news beat,” gathering information and developing success stories about a particular aspect of the TeraGrid partnership.
- Sharing releases, announcements, features, etc. from the RPs with the full working group for courtesy review (48 hours in advance of publication) and for consideration for TeraGrid communication channels, such as the website, science highlights book, brochure, etc.
- Consulting with the TeraGrid leadership and other TeraGrid working groups on communication needs. TeraGrid personnel can contact the ER group for assistance with presentations and publications, if they feel they need a particular type of communication tool or assistance in crafting a message to a particular audience, if they would like assistance with developing or polishing Web content, etc.
- Front-line media relations. Members of the ER group can serve as liaisons between journalists and TeraGrid personnel by pitching stories to reporters, fielding media inquiries, and arranging (and potentially monitoring) interviews. The ER group can also provide media training/coaching on request.
- Developing and disseminating a crisis communication strategy
- Identifying and meeting other communication needs as they arise.
To ensure accuracy and completeness, TeraGrid communications go through a thorough review/approval process.
- Each TeraGrid RP site may write press releases, announcements, science success stories, etc. that focus on activities and projects at that site. These so-called “site-specific” pieces are sent by the RP’s ER liaison to the full ER group at least 48 hours before dissemination for a “courtesy review.” This enables other ER group members to provide their own feedback and to share the piece with relevant staff at the other RPs. When these items are finalized, they also are shared with the ER working group leader so a determination can be made as to whether the item is or is not appropriate for posting on the TeraGrid website or inclusion in other TeraGrid communication pieces. Site-specific pieces are sometimes tweaked slightly to make them more appropriate for TeraGrid venues.
- Releases, announcements, science success stories, etc. that are written by the members of the ER working group specifically for TeraGrid audiences are sent to the full ER group for review at least 48 hours in advance of the scheduled dissemination. When necessary, the ER group lead will share these pieces with the TeraGrid leadership (Charlie Catlett, wheels, RP leads, etc.).
Other long-term projects (the annual science highlights publication, a website redesign, etc.) will include a schedule for review/approval as part of the project plan.