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

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.

No-Meeting Tuesdays

From: Phil Gons
To: Marketing Dept

We’re going to try as a department to keep Tuesdays free of scheduled meetings. Meetings can be great, but large blocks of time are essential for productivity. More and more of us are in meetings a large portion of the week. When those meetings are peppered throughout the week, we’re often not able to get much done before the next meeting begins.

Please do your best to clear your calendars on Tuesdays of any regularly recurring meetings. Try not to schedule meetings with others on Tuesdays, and hopefully they’ll return the favor. Collaboration and informal conversations are certainly fine. Let’s just try to keep our calendars as clear as possible on Tuesdays.

Thanks!

Phil

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.

Tracking Videos with GLT

Dan is asking us to answer two questions about videos:

  • Are we making the most of the investment we are making in videos?
  • Are we making the right level of investment in videos?

Based on the way we’ve been tracking videos we can’t answer either of these questions. Going forward we have a plan for analyzing videos. To do this, we need you to do the following.

When requesting, or project managing, a video from design you need to provide them:

A name for the video.

  • Be as specific as possible
  • We will use this name to track ROI and analyze results

A pretty URL that will go in the video. The GLT in the pretty URL need to be tagged:

  • Source: video
  • Medium: video
  • Content: video-[videoname]_[promotionname]
  • Campaign: just the business unit. You don’t need to add the year or the quarter

A pretty URL that will go on YouTube in the description text below the video. The GLT in this pretty URL needs to be tagged:

  • Source: YouTube.com
  • Medium: Social
  • Content: video-[videoname]_[promotionname]
  • Campaign: just the business unit. You don’t need to add the year or the quarter

Note: if you need a pretty URL for a non-Logos brand, submit your request to MarTech.

 When the video is finished, the video team will provide you with three different links to the same video/cut:

1)      A link to the video on YouTube.

2)      A link to the video in Wistia with a CTA button at the end of the video that viewers can click to go to the pretty URL.

  • Use this link when the video will live on a website/blog that is on a different domain than where the pretty URL will direct (i.e. when posting a video on blog.logos.com who’s pretty URL directs to logos.com OR when posting a video on Faithlife.com that directs people to FaithlifeStudyBible.com)

3)      A link to the video in Wistia without the button

  • Use this link when the video goes on the site where the pretty URL directs (i.e. a video posted on a product page on Logos.com)

For links that are on the same page/blog as videos OR that are part of a call to go watch a video (social post, email, etc.)

  • Use the normal GLT naming convention for source, medium and campaign
  • Add “video-[videoname]” to whatever else you want to put in the content portion of the GLT
  • NOTE: do not do this on pages that live on the same site that your link is directing to

Here is a set of examples.

For the sake of this example, assume that all of these videos direct to Logos.com as the CTA/Pretty URL at the end of the video are GLT:

http://www.logos.com/5/family?utm_source=video&utm_medium=video&utm_content=video-familyvideo_logos5launch&utm_campaign=logos

Landing Page with Video GLT Example

Landing Page with Video GLT Example

You Tube Video GLT Example

You Tube Video GLT Example

Logos Blog with Video GLT Example

Logos Blog with Video GLT Example

Facebook post with video GLT example

Facebook post with video GLT example

Email with Video GLT Example

Email with Video GLT Example

To Learn More Check Out: