Intro to Jira

Hi Marketing Team,

As many of you have heard by now we are transitioning to Jira in the coming weeks. Jira will replace fogbugz as our project management tool here in marketing. As we transition I will keep you all updated on which teams will be transition when so you can start diving in and utilizing Jira.

You will find login instructions below and here is a link to the user guide.

Please take the time to read the below information regarding the transition.

To give you a little more information and to answer a few questions that have come up in the last couple of weeks.

  1. Is Marketing the only department switching to Jira? We as a company are transitioning to using Jira. Eventually fogbugz will be replaced all together and we will no longer be using it.
  2. How will this effect working with other departments? As we have transitioned to more of a line of business model here at Faithlife there will be more opportunities to work on projects with other departments. Jira will be a great tool in which we can work on cross department projects with other teams.
  3. Are we required to use Jira? What if we like what we are doing? As much as possible we ask that each team and individual use Jira for all of their projects and tasks.
    1. Why, you might ask? A few great benefits of Jira:

i.     Everything for your project is in one place. You will no longer have to add everything to the wiki, asana, google docs. (This doesn’t mean that we won’t use these tools anymore, but the amount of duplication and where you need to add information will become less repetitive.)

ii.     Management will be able to pull reports from Jira, decreasing the number of reports you will need to turn in or fill out on a weekly basis, giving you more time to work on your projects.

iii.     Time Tracking will become a lot easier!! We will be switching to a monthly time tracking system with time tracking by project for LARGE projects.

iv.     Jira is more user friendly than fogbugz.

How does this affect you now?

  1. You will want to set aside sometime over the next few weeks to get familiar with Jira, go through the user manual and attend the training that you are scheduled for.
  2. Any projects you have in fogbugz will be migrated over to Jira in the next 6 weeks at which point you will be working solely out of Jira.
  3. You will need to work in both Fogbugz and Jira until all teams has been transitioned. As much as possible we ask that once a team is transitioned you enter any new requests in Jira rather than fogbugz.
  4. Any projects that are not in Jira will need to be put in manually by you.
  5. As teams transition over you will need to start submitting your request in Jira (even if your team is still working in fogbugz and hasn’t been transitioned over).

A few terms to familiarize yourself with:

  1. Issue: An issue is equivalent to a parent case in fogbugz
  2. Project: A project is equivalent to a project in fogbugz (For example our current projects in fogbugz are: Marketing Projects: Logos, Marketing Projects: Ecommerce, Marketing Technology Team, etc.)
  3. Task or Sub-Task: A task or sub-task are equivalent to a child case in fogbugz

 

How to Login:

You all currently should have access to Jira. If you are unable to login please let me know.

To login, follow these instructions:

Go here:  https://faithlife.atlassian.net/login (you may want to bookmark this)

  1. Your username is everything in front of the @ on your faithlife email address.
  2. If you don’t have a password, click unable to access your account, and you will be prompted to create a password.

As you start exploring the tool, know that we are still making changes and these changes will continue to take place over the next 6 weeks as we get everyone transitioned over. Please be patient and ask lots of questions. If you aren’t sure how to do something connect with your team lead first, if they don’t know the answer then feel free to reach out to me.

Please let me know if there are any questions or concerns.

Thanks!

 

Kirsten

Meetings: agenda example, pointers on leading, and more

Hi Marketing,

In an effort to maximize the time we spend in meetings this year. I wanted to follow up in regards to an email Krista sent at the beginning of the year regarding maximizing your time in meetings.  Here are a few pointers on how you can make the most of your meetings.

Also Phil recommended a great book to read and I highly recommend it.  Shay (Phil’s assistant) has a couple copies that are available to check out.

How to lead an awesome meeting:

  1. Come prepared
  2. Provide all information upfront before the meeting occurs. (Everyone should know why they were invited to the meeting.)
  3. Know which decision makers need to be in the meeting and when

A great meeting invite agenda includes:

  1. A brief summary of the purpose of the meeting
  2. An agenda for the meeting
  3. Any documentation/information that needs to be communicated or discussed in the meeting
  4. Your action items/plan
  5. Your goals for the meeting
  6. Decisions that will need to be made in this meeting

Pointers on managing meetings:

    1. Opening – Open your meeting with a brief summary of the purpose of this meeting, your agenda, and goals.
    2. Facilitating
      1. Come prepared to lead
      2. When facilitating a meeting it is your responsibility to make sure that the meeting stays on track
      3. Follow the agenda you set for your meeting.
      4. Does everyone need to be there for the entire meeting? If not, make sure to communicate the time duration with each individual on when they will be needed for that meeting.
    3. Closing –Close your meeting with a brief recap of the meeting, action items to take away from the meeting, who is responsible for what action steps to move the project/idea forward, decisions that were made.
    4. Following up –Send a follow up email to everyone who was included in the meeting invite (even if they didn’t come) with a recap, action items, and timeline for completion.

How to be a great participate in a meeting:

      1. Come prepared
        1. Know what the purpose of the meeting is about
        2. Read through the agenda and materials required for the meeting ahead of time
        3. Come to participate
          1. Bring your thoughts and ideas to the meeting.
          2. If you do not think you have anything to contribute to the meeting, determine if it is really necessary for you to participate in the meeting.

I hope that these pointers can help you as you plan meetings this year and throughout your career.

Have any questions, concerns or comments? Connect with your manager (Phil, Nick, Glenn, Franklin, Josh or Krista).

Thanks! I love that I get to work with such an awesome team!

Kirsten

Kirsten Radke | Marketing Operations Specialist

No meeting Tuesdays plus….

On Jan 14, 2014, at 11:33 AM, Krista Veteto <krista.veteto@logos.com>

wrote:

Hi Marketing Department,

We spend a lot of time in meetings. Sometimes in meetings I think about how many hours the company is investing in a discussion. For example: this morning I was in a meeting with 13 people for 30 minutes. That one meeting represents 6.5 hours of company time!

For 2014 we want to optimize  meetings. Here are the first 3 steps we’re taking in that direction:

1.       We’re going to continue no meeting Tuesdays

2.       We’re going to start have 1 week per quarter with no meetings. This no meeting week will be the last full week of the quarter whenever possible.

o   Q1: no meeting week will be 3/24-3/28.

o   Q2: no meeting week will be 6/23-6/27.

o   Q3: no meeting week will be 9/22-9/26.

o   Q4: no meeting week will be 12/15-12/21.

3.       Meeting requests need to include an agenda.

If you’re invited to a meeting without an agenda or during our “no meeting” times you are allowed (and even encouraged) to decline the request. We want to build a culture of investing our time in the most effective way possible.

This doesn’t mean that we shouldn’t have meetings.

Sometimes meetings are the most effective way to get a group of people on the same page. Some things that are worth a bigger investment in 2014:

  • Getting all project stakeholders in the room at the same time to hash through a decision or get approval on art.
  • Having a project rollout with everyone involved in the project including the project stakeholders (so any objections/concerns can be addressed before we start executing).
  • Getting everyone in the same room when there is confusion or disagreement over the next step on a project.

Next Step

I’ll be following up with an email (and/or an in person training) with an example of a great meeting invite agenda and pointers on opening, managing/controlling, closing and following up on meetings.

Have any questions, concerns or comments? Connect with your manager (Phil, Nick, Josh or myself).

Krista Veteto

Marketing Operations Manager

360-398-5162, krista.veteto@logos.com

 

New process for design assets

Hi Marketing Department,

Development has recently rolled out a new tool in which we can share large assets and files in an easy to use manner. This tool is called amber.  Amber is designed to share large files and assets between teams and departments.

How does this affect you?

  1. Design will be uploading all design assets to amber and will be sending you a link for review.
  2. You will not be receiving design assets via email, asana, or fogbugz.
  3. You will no longer need to attach design assets to fogbugz cases. You will just need to include a link to the file.
  4. You will be able to download the original assets for your projects directly from amber, as well as preview any assets for your project prior to final approval.

How can you locate a specific file on amber?

  1. Design will always send you a link to any assets that you have requested from them.
  2. You can add tags that allow you to identify and easily locate specific files.
    1. Design is in the process of creating a wiki page that will more clearly define the different tags and file structure that they use when uploading assets to amber.
    2. You can use the search feature to search by tag, metadata, asset name.

What information is important for you to know now?

  1. Do not change the name of any files or remove any tags.
  2. Do not delete or make any changes to the original format of the asset.
  3. Design will be creating a wiki page with more detailed information on file structure and tagging that they use.

Can you upload files to amber?

  1. Yes! You can utilize this tool as well. When uploading files to amber please keep the following in mind:
    1. Make sure the title is something easy to find, yet specific to the asset being uploaded.
    2. Add tags that pertain to the asset. (LOB, purpose, promotion, etc)
    3. Add metadata if it will be beneficial to have more information about the asset.

Amber is still continuing to be improved upon and changes are continuing to be made, new features are being added, and bugs are being fixed on a weekly basis. Please be patient as this tool continues to be improved upon. You will be receiving a follow up email with more specifics in the upcoming weeks with a link to the wiki page outlining more detailed information to the file structure and tagging that design will be using.

If you have any questions or concerns regarding amber please let me know.

Thanks!

Kirsten

Kirsten Radke | Marketing Operations Specialist

Logos Bible Software | www.logos.com

Phone: 1.800.875.6467 x4419 | 1.360.685.4419

kirsten.radke@logos.com

No meeting Tuesdays plus…

From: Krista Veteto
Sent: Tuesday, January 14, 2014 11:33 AM
To: Marketing Dept
Subject: No meeting Tuesdays plus…

Hi Marketing Department,

We spend a lot of time in meetings. Sometimes in meetings I think about how many hours the company is investing in a discussion. For example: this morning I was in a meeting with 13 people for 30 minutes. That one meeting represents 6.5 hours of company time!

For 2014 we want to optimize  meetings. Here are the first 3 steps we’re taking in that direction:

  1. We’re going to continue no meeting Tuesdays
  2. We’re going to start have 1 week per quarter with no meetings. This no meeting week will be the last full week of the quarter whenever possible.
  • Q1: no meeting week will be 3/24-3/28.
  • Q2: no meeting week will be 6/23-6/27.
  • Q3: no meeting week will be 9/22-9/26.
  • Q4: no meeting week will be 12/15-12/21
  • 3.       Meeting requests need to include an agenda.

If you’re invited to a meeting without an agenda or during our “no meeting” times you are allowed (and even encouraged) to decline the request. We want to build a culture of investing our time in the most effective way possible.

This doesn’t mean that we shouldn’t have meetings.

Sometimes meetings are the most effective way to get a group of people on the same page. Some things that are worth a bigger investment in 2014:

  • Getting all project stakeholders in the room at the same time to hash through a decision or get approval on art.
  • Having a project rollout with everyone involved in the project including the project stakeholders (so any objections/concerns can be addressed before we start executing).
  • Getting everyone in the same room when there is confusion or disagreement over the next step on a project.

Next Step

I’ll be following up with an email (and/or an in person training) with an example of a great meeting invite agenda and pointers on opening, managing/controlling, closing and following up on meetings.

Have any questions, concerns or comments? Connect with your manager (Phil, Nick, Josh or myself).

Krista Veteto

Marketing Operations Manager

360-398-5162, krista.veteto@logos.com

 

Two Changes You Need To Be Aware Of

Hello Marketing Department,

Your in-house technology team would like to take a minute to let the department know about two changes that will help you perform your jobs more efficiently.

1)       Please do not uncheck the “Use SSL” option in any of the Wistia video embed methods.  You can change the other settings to suit your video needs, but unchecking this one option will prevent your video from playing on logos.com.  Logos.com now uses the https protocol which allows only secure content to be displayed.  Unchecking this option will cause your video to be blocked from being retrieved to your web page by our servers—see screen shot below.

Why does this image need a description?

2)       In an effort to make sure that we continue to provide you with the best service and write the best code possible, we’re now going to need two weeks notice when putting anything up on logos.com.  This change doesn’t affect things like copy edits or modifications to any existing page—it only affects brand new content.

By making this change we’re ensuring that any new code we write is getting in with the development team’s revision process. That way, what we’re doing doesn’t conflict with what they’re doing and vice versa.  I know this change may make life a little difficult at first, but in the long run it will help all of us plan better and it will reduce the possibility of creating bugs on logos.com.

If you have any questions about either of these changes please feel free to submit an inquiry via Fogbugz to the Marketing Technology team.

Dennis Terrell
Marketing Technologies

MarCom Workflow: A small mid-course correction

From: Jayson Bradley
To: Promotion Team

Hello everyone,

First of all, things are going smoothly in regards to MarCom’s workflow. But there are few items which could really help us.

Here’s some of the items we would love to get in your Fogbugz case (where applicable):

  • Link to the appropriate Wiki (note: This is super helpful but is not a substitute for some of the info we need. I realize that some of the items we would ask for will be in your wiki, but we would really like to have them in your Fogbugz case.)
  • Your intended audience
  • Due date (note: 8:00 am isn’t the best time to have a case due. If you need it when you arrive on a specific morning, please set it for 5:00 pm the previous day.)
  • GLT’s (We really need this up front. When we have to push something live and have to try and guess what the appropriate GLT is.)
  • Any specific links you want
  • A bulleted list of info you want to make sure we touch on
  • A CTA
  • Any pertinent history. Has there been some copy related to this that has or hasn’t performed well? Is there other info or deliverables floating around out there we need to be aware of?

I’m not in Fogbugz all day. So if you need to rush a project through, please send me an IM via Lync to let me know the case is there.

Thanks everyone—I appreciate the work you’re doing.

 

Jayson

P.S. Please note the spelling of MarCom.

Working with MarCom for writing/editing/proofing

Hi Marketing Team,

As you know some teams use Asana and others use Fogbugz for managing tasks. We have decided that MarCom will be using Fogbugz to manage copy requests. This represents a chance to how many of you have been working. From now on, use Fogbugz (not email or Asana) to make MarCom requests. NOTE: this does not affect requests for social posts.

Here’s what you do:

  1. Log-into Fogbugz
  2. Create a “New Case” & give it a title
  3. Set “Marketing Communications” as the project
  4. In the Area field, choose from 2 options: “write new copy” or “review existing copy ”
  5. Select “Marketing Deliverable” as the category
  6. Select a subcategory in the “Marketing Deliverable” field (eg. Blog, email, footer ad, etc.)
  7. Include project details in the “description” field
  8. Attach any relevant files
  9. Assign a due date & time
  10. If your request is related to a project, add a link to the project’s Wiki page in the “spec” field

Once you’ve created a case, Jayson will review it and assign it to a writer. MarCom has developed a workflow for how copy will move through their team. When they send copy to you, they’ll upload it into Fogbugz, assign the case to you and provide directions on what the next step is (i.e. “please let me know if you have any feedback”, “this is ready to go to design” or “this is ready for approval”)

Why is MarCom moving to Fogbugz?

A few reasons.

  • Fogbugz has due-dates & TIME (especially important for David Davidson).
  • Fogbugz makes it easy to keep track of who has made what edits and confirm if copy has been proofed and editorially reviewed.

Because Fogbugz was created for developers, there are differences to the terms that are used to describe things:

  • The “Project” field is equivalent to our teams (MarCom, MarTech, etc.)
  • The status “Ready for QC” is equivalent to “Ready for Final Proof”
  • The “spec” field is the equivalent to “Project’s Wiki page”

How to Keep Your Cases from Getting Lost

Fogbugz gives you some good visibility on the status of a task you’ve sent to MarCom. If you subscribe to the case, it will also give you an update every step of the way. Fogbugz users in the past have complained about cases getting lost. Here’s how to keep that from happening:

  • The “owner” is responsible for the next step. So, if you are the project manager for a case it will be assigned to you when feedback/input is needed or when it’s “ready for approval”. This takes it out of the MarCom team member’s queue. When you’re ready for them to take the next step you need to move the status to “active” and assign it back to the MarCom team member. (You can see what cases you own by looking at the “My Cases” filter.)
  • Keep dialog about an item in the case. This means commenting in the case or replying to an email from Fogbugz (keeping the Fogbugz email and subject line the same).
  • Ownership on a case should not move between teams but it should, and will, move back and forth between the person who is the project manager, the person doing the work, their team lead and the person proofing (QC’ing) the work. If you have something that requires action from multiple teams (i.e. both MarCom and MarTech) create separate cases for each team.
  • Update your settings to auto subscribe to cases that you create so you’ll get emailed anytime someone does something on a case that you own.
    To do this, select ‘My Settings’ then “subscribe”. Select “Add New subscription” and select the “– ANY ITEM I CREATE –“ Need a visual? Check this out and this also. (Depending on the volume of cases you create you may want to create a filter in Outlook.)

 

If you’ve not used Fogbugz before, here is a rundown of what you need to know.

Accessing Fogbugz

You should already have an account, but if not email Marketing Requests, and Vanessa will get you one.

URL: Fogbugz.logos.com

Username: the username you use to log into your machine (for me it’s krista.veteto)

Password: the password you use to log into your machine

For Power-Users

I suggest saving a filter that shows you all the open (i.e. not completed) cases that you are subscribed to by due date. This link is a filter I created to do this. If you’re logged into Fogbugz and click on this link, you should see a button on the top right that says “Save”. By clicking this button you can save this filter and it will show up in the Filters dropdown menu. Need a visual? Check this out

Sample Case

MarCom put together a sample Fogbugz case that shows how copy will move through their workflow. You can check it out here: https://fogbugz.logos.com/default.asp?74303#edit_0_74303

For the sake of this case:

  • I was the project owner
  • Tayler was the writer
  • David was the proof reader
  • Jayson was (is!) the team lead

I’d love to know if this is useful for you as you get up-to-speed on using Fogbugz for MarCom requests.

Congratulations to Jani and Kent!

In a previous email about Ryan Rotz’s transition, I wrote this:

Kent is moving toward more content acquisition and product configuration. He’ll be working more closely with Publisher Relations, our publishing partners, and potential authors to help us get more awesome content. Jani is transitioning into the role of team lead of the Product Creation Team. We’ll soon have three distinct teams in the Product Group: Product Acquisition, Product Creation, and Product Promotion.

I’m pleased to announce that Jani Snell is now the official team lead of the new Product Creation Team. She’s done a fabulous job in her responsibilities as the assistant team lead of the Product Team, and it’s clear that she’s ready for more responsibility.

As the Product Group grows and expands, we’re splitting the former Product Team into three teams:

Continue Reading

Targeted Marketing Team

The Email Marketing Team has undergone some significant growth. As of today, we’ve changed. Now we’re the Targeted Marketing Team.

If you have questions or projects that deal with finding out information about our customers, narrowing them down into groups, or planning and sending messages via any channel that employs targeting mechanisms, we’ve got you covered. This includes:

  • Email
  • The rules engine
  • Footer ads
  • App messages
  • Lead gen
  • Survey questions
  • Direct mail

If you have any requests, send me an email and we’ll add it to our project queue ASAP. If you want to meet or discuss, let me know in your request and I’ll set up a meeting between you and the appropriate team members.

We’re looking forward to continuing to serve you as a department and expanding our targeted marketing efforts.

More about who can help with what on the TMT:

Paul Kirby

  • Pre-Pub and Community Pricing emails
  • Rules
  • Subject lines
  • Automated emails
  • Email copy about books and collections
  • Lyris

Amanda Olson

  • In-app messaging
  • Sequential campaigns
  • Spanish targeted messaging
  • Subject lines
  • User survey

Conor Larkin

  • Call lists
  • Lead generation for products or campaigns
  • User survey
  • Monthly NewsWire
  • Rules

Laura Converse

  • Any of the above
  • Email campaign planning
  • Targeted messaging strategy
  • Email list nurturing & growth
  • Email A/B testing
  • Direct mail
  • Footer ads
  • Data and analytics from targeted messaging