As natural disasters affect many communities across Oregon, people contact Extension and search online to get quick answers, to learn more on the subject and to get more expertise in it.

During the peak time during recent wildfires, visitors to the Extension website more than doubled to 18,000 daily compared to the usual 7,000 daily in the weeks before and after. It was also a slight increase in those viewing from mobile devices (65% vs. 57%).

The information people needed did not just come from Extension’s Forestry and Natural Resources Fire Program (627 pageviews) and their events, but also content from Extension’s other program areas. Extension Communications worked with Extension leaders, content team leaders and faculty and staff to coordinate coverage online.

Where can we direct people to find current information?

Topic pages

Already having topic pages that curate content in one place on the Extension website helped with timely turnaround needed.

A quick review of existing topic pages helped to add new calls to actions and feature relevant content. New content produced also automatically appeared under latest resources and news. The relevant topic pages included:

  • Fire (1858 pageviews in September)

Fire topic page with Announcement about Post-Fire Webinar Series and below that a call to action box "Learn what is happening in your community" with link to the Fire Program

Family Emergency Preparedness topic page with announcement about community emergency Wi-Fi access and a call to action box for Oregonians to stay safe and informed with link to State of Oregon resource hub

Community Disaster Preparedness topic page with Announcement for Livestock hay and feed donation request at top and a call to action with link to "real-time map of fires in Oregon"

New content related to smoke and ash information also could easily be tagged to show on related livestock, gardening, health outreach, food safety and wine grapes topic pages.

Announcements

Similarly, ways to easily tag announcements to show across the Extension website helped with quick notifications to communities no matter where they enter the site.

Extension Communications coordinated with Extension leaders and county web coordinators on announcements to appear on county pages and any related topic pages. These included:

  • Livestock hay donations (289 pageviews in September)
  • Safety alert closures of offices (198 pageviews)
  • Emergency community wi-fi access (55 pageviews)
  • Disaster relief support and mask distributions (44 pageviews)

Employee intranet

The employee resources website also provided a place to share internal information on administrative and communication questions that arose on the wildfire issue.

Updates to the wildfire information resources for Extension employees webpage had 160 pageviews in September. It offers expense tracking, activity reporting and volunteering information that will be useful to know for any emerging issue.

Top page of the Employee Intranet Wildfire Information - shows smoke image with box with link under heading "Stay safe and informed"

How do we get new content that our audiences need online quickly?

Most visitors to the website arrive directly on our educational content. Extension faculty crafted multiple new articles and answered Ask an Expert questions to publish on the Extension site during the peak of the wildfires.

It’s great when we have original, trusted content to promote and that our educators are taking time to do that. Here’s some of the results for month of September:

  1. What should I do about the wildfire ash covering my yard and garden? | new Featured Ask an Expert question – 45,334 pageviews
  2. Take precautions when wildfire ash falls on fruits and vegetables | new News story – 30,439 pageviews
  3. Is it safe to eat my garden produce affected by wildfires? | new Featured Ask an Expert question – 16,972 pageviews
  4. What effect will the 2020 fires have on bees? | new Web article – 4734 pageviews
  5. After a wildfire | existing Web article – 1671 pageviews
  6. Fire-Resistant Plants for Home Landscapes and Fire-Resistant Landscape Plants for the Willamette Valley | existing Catalog publications — 1531 combined pageviews
  7. During a wildfire | existing Web article – 1214 pageviews
  8. The Home Ignition Zone: Protecting Your Property from Wildfire | existing Catalog publication – 1180 pageviews
  9. Fire FAQs—Who owns Oregon’s forests, and how does that matter when it comes to fire? | existing Catalog publication — 977 pageviews
  10. Impact of Smoke Exposure on Wine | existing Catalog publication – 752 pageviews
  11. Animal exposure to wildfire smoke | new Web article – 627 pageviews
  12. Fire FAQs—What is forest fuel, and what are fuel treatments? | existing Catalog publication — 533 pageviews
  13. Improve indoor air quality from wildfire smoke during COVID-19 | new Web article – 512 pageviews
  14. OSU Extension assists with livestock rescue efforts as Oregonians flee fires | new News story – 473 pageviews
  15. Once the smoke clears: A guide to safety start working and riding your horse | new Web article – 403 pageviews

Also added were key “online resources” from government sources or other Extension colleagues, especially bilingual content on evacuation safety, wildfire smoke, and fire prevention.

Where time is of the essence, some of the most timely ways to publish content are:

  • Ask an Expert question/answer (Extension Communications monitors and can add timely, relevant content as “featured questions” to the Extension website.)
  • Publish a new article, or revise an existing one (Post through your content team.)
  • Add an online resource through your content team (Link to a credible outside source.)

You may also be interviewed for news stories published by Extension Communications writers.

Later, your team may also want to revise or create a new peer-reviewed Extension Catalog publication.

People are taking the time to fully read this information too – often spending over five minutes and more on each article. Together all this online content captured ways Extension educates, collaborates and supports efforts in the state when natural disasters happen.

How can we best let people know about our useful resources?

If you create content based on questions you’re hearing from our audiences or other trends, then there will likely be more interest when you share it. The pieces of content that attracted most pageviews also had about 45% who arrived via Facebook social media referrals.

Sometimes how you present it on social media helps too. One piece of wildfire content had over half its views come from Facebook. This could be because of the post’s creative photo slideshow about 4-H assistance with rescued livestock.

During this time, the most popular Facebook post shared urgent tips right in the message if they clicked to see more.

Post with infographic "When the fire nears you... Anticipating an evacuation? Steps to take now" with steps listed. Shared 747 times and 29 comments.

Direct referrals to the online content, such as from your email distribution lists, also increased. During this wildfire peak time, 34% arrived from a direct URL compared to around 13% other weeks in September.

While we featured this new and timely content each day on the Extension homepage, the OSU Alumni website also featured our information on their site too. What other partners do you know of that highlighted our content on their sites?

When the next natural disaster comes to Oregon, such as a water-related emergency, keep in mind these ways that your content can be nimble and ready to go when needed.

In the face of the worst pandemic in the last 100 years, maintaining strong ties within the communities we serve can feel like an uphill battle. Even with social distancing, it’s important that we continue to meet the needs of Oregonians and to maintain strong ties with each other as we face this public health crisis together.

During the COVID-19 pandemic, many of us in Extension are faced with a dilemma: how do we continue to offer vulnerable community members the opportunity to continue engaging with the event-based programming they want to attend, but can’t?

Recently, 4-H and the FFA were planning the Grant County Modified Youth Livestock Exhibit. The necessary Covid-19 related precautions were planned, including social distancing and limiting attendance. But, the reduced attendance posed several drawbacks to the viability and effectiveness of this event and future ones like it.

Bonni Booth, the 4-H Program Coordinator for Grant County, learned about a local church that was successfully live streaming their service to those who couldn’t attend in-person. The church offered Bonni and her team a laptop, camera, and WiFi access to stream live video from their event onto YouTube. To leverage OSU Extension’s YouTube subscriber following, she reached out to Extension Communications to see if we had an official YouTube channel for streaming live events.

We didn’t have such a channel, but now we do. We present to you: OSU Extension Live, a YouTube channel dedicated to broadcasting your event quickly and to a large audience.

screenshot of the live video image with analytics graph below

How OSU Extension Live works

It’s accessible from practically any device with an internet connection, even a mobile phone or a smart TV. People who prefer to quarantine can connect with their Extension communities. Those with scheduling conflicts can rewind the stream to watch the parts they had missed. Bonni told me after the event that grandparents of the 4-H youth who lived across state lines thanked her for letting them watch their grandchildren show their animals. Expanding our services to reach underserved audiences is a great perk, pandemic or not.

Bar graph showing desktop was most used to watch and most on Thursday. TV and mobile were next popular and tablet and game console not as much.

The Modified Youth Livestock Exhibit was six days long and included an array of activities that took place at different times. YouTube’s in-depth analytics shows which activities gathered the largest virtual crowds, and can even give a general sense of who is tuning in. These data points can help you determine which parts of the event were the most popular and which didn’t hold the audience’s attention.

line graph of live concurrent viewers by time of day

This isn’t just a piece of the solution for social distancing, this is a paradigm shift for offering accessible content to people with all sorts of reasons for not attending an event in-person. All the while, accessing powerful feedback to help you shape your future programming.

How you can get started

We are working to make live video streaming to OSU Extension Live as easy as possible, but there are some extra considerations.

  1. You will need a data connection. Streaming won’t work without a stable connection to YouTube.
  2. University policy for youth programming states that a model release must be completed by all youth present on-camera. Most youth programs have a model release as part of their enrollment process, but make sure to bring extra forms to the event in the case that a youth without one wants to participate on-camera.
  3. If you elect to open up the live stream to comments, make sure someone is available to moderate those comments.

Let’s say that an event you are hosting is coming up and you want to determine whether to host a live video stream. What makes an event ideal for live streaming?

  • Is your event intended for a public audience? If not, perhaps a video conferencing platform like Zoom is more appropriate.
  • Do you have a way to advertise the event to your audience? Sharing the streaming link in an email or on social media with your audience and drumming up excitement days or weeks in advance will ensure the best turn-out.
  • Is this a recurring event? Perhaps there is an unserved audience of prospective members who would like to see what your event is like from the comfort of their own home.
  • Is there someone available who can periodically check on the webcam?

Traffic ration by source shows 40.1% external link, 32.1% direct url entry, and less than 10% for each of the other 5 sources

 

If you have any questions or would like to learn more about live video streaming, contact Alan Dennis or Victor Villegas.

You are also more than welcome to learn more by attending our Extension Annual Conference session titled, “Virtual Program Delivery with Live Streamed Video” which is slated for Monday, December 7, 2020 from 10:15 – 10:45 AM.

UPDATED 1/20/2021

Program pages may use page sections to display your content in different ways.

In this blog post learn about:

  • How pages are built
  • Available page sections and what they look like
  • Some great examples of how programs are using page sections

How pages are built

Each page has these standard elements:

  • Banner image (previously called hero image)
  • Page title
  • Content/body field (the short description after the page title)

After the standard elements, the design may be expanded with page sections:

 

Available page sections

These are the available page sections for program subpages:

Use a button link to point people towards their next step. An example button:

Button links look best when added after text:

Call to action

A call to action is a great way to ask people to do something (volunteer, learn more, sign up, etc.). Includes an image, title, description, and button:

Collapsible section

A collapsible section is great for FAQs. It helps people quickly scan to find answers to their questions. 

The eight questions below work well. If there are more questions, break them up into multiple collapsible sections and use headings to organize the questions. This keeps the information easy to scan.

This is what it looks like when the first question has been clicked and the answer is displayed:

Collapsible sections work best when the content within them is fairly short, like the example above. This makes it easier for people to open and close them. This is especially important when viewing the page on a mobile device.

Share information added to the website that is relevant to your program. This can include collections, articles, news stories, etc.

Featured content can be displayed in several ways: a list, grid, featured grid, and text list. Review the program resource list to see what these designs look like.

Image

By default, an image fills the content’s full width and can have a caption:

An image can be added to a two-column section. This works well for square or tall images.

An image can span the full width of the webpage. These work best if the photo is very wide and not very tall. Like this:

To see these images in action, visit the Our History page.

Image slider

An image slider is a way to add photos to the website (e.g., pictures of program participants). On the website, click the arrows to view the next image. Most website visitors only look at the first image. 

Other ways to add images: add an image or text with background


Impact stats bar

The impact stats bar is a great way to show impact information that requires very little text to explain:

Program contact information

Use on pages that would be helpful to easily see contact info (e.g., the become a member page).

To add the contact information for your program: visit the program landing page, click edit, scroll down to Step 3, and add the contact information.

Program event list 

Show events that are happening in your program.

Some of the page sections can be set to display a grey background color. This helps visually break up the page.

Program faculty/staff list

Share who is working in this program. The people listed are based on who is tagged with this program in their profiles. If you have any questions, please let us know.

Program resource list

Organize documents needed to participate in a program. Program resource lists have several ways they can display.

Learn more about program resources

Text list style for program resources

This displays as a bulleted list:

And can have a grey background:

List (search results) style for program resources

If an image isn’t provided, the website will create an image based on the attached document.

Grid (teaser cards) style for program resources

If an image isn’t provided, the website will create an image based on the attached document. This layout looks best if three or six items are being displayed.

Featured grid style for program resources

The first image in the first row displays larger than the others. This layout looks best if three or six items are being displayed.

Here is another example using the featured grid style for program resources:

Program social media list

A program social media list can be added to a one-column or two-column section. 

This two-column section has text for the left column and social media list for the right:

 

Program statewide event list

The program statewide event list is available for local programs (e.g., local 4-H). This is helpful if you want to share the same events on many or all local program pages.

Events are added to the statewide program (e.g., statewide 4-H) and can be easily displayed on the local programs (e.g., local 4-H). This design is the same as for the program event list

Note: When displaying events within a statewide program, please use the program event list.

Program statewide resource list

The program statewide resources list is available for local programs (e.g., local Master Gardener). This is helpful if you want to share the same program resources on many or all local program pages.

Resources are added to a statewide program (e.g., statewide Master Gardener) and can be easily displayed on the local programs (e.g., local Master Gardener).

This displays the same as the program resource list

Note: When displaying resources within a statewide program, please use the program resource list.

Program tagged content list

All educational content (articles, catalog publications, featured questions, educational documents, educational galleries, collections, and videos) have a program tag. You can use those tags to make a list of content to display on your program page. This list can also be narrowed by keywords.

For example, the Oregon Master Beekeeper Program could make a list and show all content with their tag. But they have so much great content, it would be a huge list. So they added keywords to the content so they could create organized lists.

Please let us know if you have any questions or would like help setting this up.

A program tagged content list can be displayed in several ways: a list, grid, featured grid, and text list. Review the program resource list to see what these designs look like.

Share the top things your users are looking for:

 

Tabbed section

Use tabs to organize your content.

Tabbed sections should be used with caution when displaying a lot of content. Website visitors may not notice the content that changes lower down the page after a tab has been selected.

 

Text

Add basic text to the page (e.g., heading, body, links, etc.).

Text with background

A text with background has a white text box over an image. The button is optional. Images should be a minimum of 2000px wide.

Find a photo that looks good even when most of the middle and right side is hidden. When evaluating an image, close one eye, and use your hand to cover the photo’s center and right side. Is the visible part of the picture in focus? Does the photo look good?

When you find a picture that works, add it to the website. Next, see how the image looks when the browser is narrow, wide, or in-between. Does it still look good? You have a winner!

To add a heading style, select the text and applying a Heading 2

Three-column section

To set up a three-column section, first select a three-column section, then add the desired page sections.

This example has buttons in each three-column section

 

Two-column section

To set up a two-column section, first select a two-column section, then add the desired page sections.

This example uses a text and button link for both columns:

Video

By default a video will fill the full width of content. A video can also be added to a two-column, three-column or tabbed section. 

See some great examples

A well-organized and straightforward page:

A page spiced up with:

  • Impact stats bar: Showing the fantastic impact of the program
  • Text with background: The image shows volunteers in action

This page does a great job breaking up the information so it is easy to scan — and includes engaging images:

This page has a great rhythm. It has great photos, is easy to scan, and the buttons clearly describe the next steps. Calls to actions direct people to key resources.

Training materials

Learn more about creating and editing program subpages, includes a how-to video.

Get help

We’d love to give feedback on your work. Please submit a help ticket to the OSU Extension web team to get feedback on your pages or to help you get started.

 

This week I will ask you to participate with me in an interactive blog post. In the comments at the bottom, please add your own insights and/or questions about our topic today. Your input is so invaluable to me and our Navigator team and just hope you are aware we appreciate that you would get involved!

Progress has been made and plans continue to take shape to roll out CRM capabilities for more programs across Extension to enjoy. My team looks forward to supporting teams across the enterprise as the benefits based on CRM usage become more clear and more critical for all of us.

Even as we see that future arriving soon, though, I am receiving questions about our data. In fact, for many years each program has viewed data—in this case, we’re talking about contact and engagement info about our constituents—as something each of them have collected, each of them have curated and taken care of on their own. There are those of us who regard this information as “my data.”

That is to be expected and is understandable. However, with the upcoming use of CRM practices and a CRM software platform, we are entering a new realm. Our new normal (aren’t there a lot of new normals lately?) calls on us to accept a new standard: Extension’s constituent data is… our data!

Collectively, using our shared data…

  • we gain insight into the size and makeup of our constituent audience. When the data is aggregated, we can see who enjoys using our Extension website, what overall topics does our audience engage with, and what types of direct engagements do they prefer.
  • we see opportunities arise to note an individual’s volunteerism for a program unrelated to your own program, yet because they volunteered over there you recognize them as someone who may step up to help with volunteer needs that your program has currently.
  • we monitor and notify program leaders when a group of individuals are perhaps emailed too many times with separate email communications from disparate Extension programs. We’ll collaborate to understand what options are available to throttle up or down the level of email delivery while ensuring those folks do receive the important info they need.

But….. (there’s always a “but” right?)….. Our data will be safe and secure. The database will securely store the bits and bytes of information that make up our data. Plus, our data will be protected in other ways.

My team is intent on ensuring private information remains private. Additionally, what will not happen is that suddenly all contact records will become available to everyone at any time—no, thank you.

The driving force for system design work in Navigator will be that anyone with an authentic business need to access data will be given reasonable level of access to the data required to do their work and not more. We’re aware that the biggest impact of sharing contact info across Extension occurs in those cases where some type of outreach initiative is underway and our constituents begin to see emails or text messages arrive on their devices. That is a point of contact that we hold dear and will treat accordingly.

My own ongoing effort will be to consider how constituents are directly impacted by the work we do and produce tools that only operate with appropriate protections in place, and provide the level of transparency needed for everyone involved to have a snapshot of how our data is used.

Now comes the interactive part

In the comments, please take a moment to share with me, and the Navigator team, any questions you have around our shared data for Extension CRM efforts.

Likewise, if you have an idea how your program might make reasonable and responsible use of shared data to promote awesome things going on in Extension, please speak up? I would love to hear your stories—a story of what you’ve done before… or a story of what is possible!

Thank you. We cannot do this without you.

Posted in CRM.

In issues ranging from climate change to public health, scientists have fallen under attack. Science communicators today face a challenge: How do we tell our stories when readers can’t agree on the facts?

Some of the answers may lie in the tools of good communication. Recent research shows us where we may be making missteps in science writing, and lays out some strategies to help us improve.

The jargon trap

Experts in all fields love their jargon. But jargon and unfamiliar words make readers stop reading, even when the word is defined in the text, according to a study at The Ohio State University. What’s more, researchers found that jargon led people to disbelieve in science.

“When you have a difficult time processing the jargon, you start to counter-argue,” says lead author Hillary Schulman. “You don’t like what you’re reading. But when it is easier to read, you are more persuaded and you’re more likely to support these technologies.”

Jargon may be useful in specific circumstances, however, when you are writing for an audience whose members share a common vocabulary. Use caution: If any section of your audience is unfamiliar with your terminology — such as those who are new to the field — you risk alienating them. For more information on science writing for experts, see this short video from user experience firm the Nielsen Norman Group.

More than just the facts

Many times, we’re trying to reach people who may not have much trust in science. That means we have to work hard to engage people with an open communication style, according to a new report in the Journal of Extension. This could include working to make the message relevant and relatable, and including photos and stories of real people.

“Effective science communication involves many more stylistic elements than just using simpler terminology,” the researchers write. “When communicating with the public, it is critical to also consider appropriate framing to bring familiarity to a subject that may seem foreign and intimidating to a general audience.”

For example, you could choose to frame an article in terms of the risks an issue may pose to a community, researchers suggest. Spell out what could happen if people don’t test their soil for nutrient deficiencies, for example. Conversational language is also key.

Use plain language

People are more likely to trust information they can understand. We talked about the importance of plain language in a blog post earlier this year. Here are a few of the main points:

  • Lead with a brief summary.
  • Break up long passages into understandable “chunks” with subheads, bullet points and pull quotes.
  • Avoid passive voice.
  • Check the reading level of your article. If your text falls above the 12th grade reading level, even experts will find it hard to read. Run your text through a readability app like the Hemingway Editor to help you find areas to improve.

We can’t solve all these issues with our keyboards. But avoiding jargon and following the principles of plain language can bridge the gap between writers and readers, and bring us that much closer to understanding.

Author: Janet Donnelly

The Extension website’s analytics are powered by the Google Analytics platform. One powerful feature of Google Analytics is the ability for administrators to configure tracking of visitor actions (called “events”) that are more complex than simple page views. These include actions performed by visitors such as clicking a link or submitting a form. In this post we will cover the actions that are tracked on the Extension website and how to access data about them.

Actions tracked on the Extension website

The following are the categories of actions that are tracked on the Extension website:

  • Content CTA: A visitor clicks on the “call to action” (CTA) link at the end of a piece of content. This CTA can be customized for articles, otherwise it defaults to links to the landing pages for the topics the content is tagged with.
    • During August, 8,116 of these events occurred
  • Downloads: A visitor clicks on a link to download a file (e.g. a PDF or Excel document).
    • During August, 25,402 of these events occurred
  • Feedback: A user selects “Yes” or “No” in a “Was this page helpful?” form.
    • During August, 3,056 of these events occurred
  • Mails: A user clicks on a linked email address to send an email.
    • During August, 1,229 of these events occurred
  • Outbound links: A user clicks on a link that directs them to an external website (i.e. a website that doesn’t start with extension.oregonstate.edu). This includes clicks on the “Share” button on pages that visitors can use to share the link to social media.
    • During August, 135,661 of these events occurred
  • Search: A user performs a search using the site search function that doesn’t return any results.
    • During August, 479 of these events occurred

Note that a single action by a visitor might be counted for more than one category. For example, if a call to action at the end of an article links to the Extension Catalog website, that will be included in both the “Content CTA” and “Outbound links” categories.

Note about tracking document downloads

Note that Google Analytics can only track clicks to the document that happen on the Extension website. This means that if you email someone the link to a document, post it on social media, etc. Google Analytics will not track those clicks. If tracking these numbers is important, we recommend:

  • Converting the document to a web page
  • Storing the file in OSU Box, which tracks downloads from everywhere. To see this information, log in to Box and view the file. On the right-hand side of the screen, there is an icon to open the “Details” panel for the file. Here, you can see the number of times the file has been previewed and downloaded.
  • Creating a shortened beav.es link for the document that you share. Then you can log back in and see how many people have followed that link.

Accessing data about visitor actions

Content authors can access some data about visitor actions through the on-site analytics dashboard.

  • Downloads: in the lower-right corner of the “Top Content” section, follow the “Search Document Data” link. This will take you to a report of all events in the Downloads category. You can use the filter at the top to find data for a specific document.
  • Searches: follow the “See analytics for all of Extension” link in the top-right corner of the dashboard. In the “What visitors look for” section (last on the page), you will see data for terms that visitors have entered in the search box on the site.

To get data for the other action categories at this time, you will need access to the full Google Analytics back end. Submit a website support ticket to request access. We have created basic instructions for using the full Google Analytics back end. You can also see our recent professional development webinar to learn how your colleagues use analytics.

A network of information. A world wide web. The interconnectedness of resources on the Internet, and on our Extension website, requires some thought. Do it well and your content is more easily found and keeps people reading. Do it poorly and you may miss opportunities or end up with broken links.

There’s a whole web glossary related to websites and search engines, and jargon related to “links” come up many times. Let’s better understand the value and the practicality of links.

Value of links between Extension and other websites

Oregon State University and the Extension Service are seen as trusted sources on the Internet. When we link to another website or content outside our own (called external links), it signals we vetted this as a good resource to check out. Our “authority links” help those resources to be seen as more valuable by search engines, which helps where they rank in search results.

The same is true when others, especially media or .edu and .gov sites, link to our resources (called backlinks). The best backlink is when a web editor writes a “Top 10” blog post or “Best of” review and includes one of our resources, this is called an “editorial link” and is highly valued.

We have surprisingly low referral traffic to our site (4% of all traffic in the last year) despite how many strong partnerships we have. This is an opportunity to ask our partners to make their web editors aware of all we have to offer their audiences.

It matters what those backlinks say, so they are accurate in conveying what a person would find if they clicked on it. A general link to “check out the Extension Service” isn’t as valuable as a hyperlinked sentence within your partner’s content. For example, their popular article or page on soil health could direct people on “how to test your soil” or “find out when to plant cover crops” linking to a specific resource on our site.

We can also send a feed of our web content to display on their websites, such as events or gardening stories. This can help add visibility for our content with less work on their part since they don’t have to write it and the links update automatically. If partners are interested, our web developers can work to set it up from our content management system.

Practicalities of links between sites

On the Extension website, we have different ways that you can add links to external resources. The main way is for content teams to add an “online resource” content type, or for the volunteer and youth programs to add “program resources”. This has taken some getting used to for people.

It requires you to add more context about that link beyond just a URL and title. It includes a short description, image and tagging that helps it display in all the related places across the site. It also helps to avoid a bunch of broken links, since you update it in one place, and it updates everywhere.

This is what an online resource would look like when featured on pages across our site. After people read the short description, they click on the title “Reducing Health Effects of Wildfire Smoke” and it immediately sends them off to the external resource on the Oregon Health Authority’s site.

Content teams generally want to keep online resources to less than 20% of all educational content we create.

Within a web article, you can also add the usual hyperlinked text, such as to a few related resources at the end. Do this when those related resources don’t need to be shared or found in search like an online resource is.

Stuffing an article with a bunch of external links in bulleted lists is not recommended. When other sites change their links or remove a resource, your hyperlinks get broken if those sites don’t bother to set up redirects.

Broken links make for unhappy visitors and can hurt our credibility. We can run reports to show broken links, but it takes work to find the right link again and change it everywhere.

A better approach is to create a “collection” of online resources to manage it. See the recent Processing Meat Animals at Home collection for an example. You can see the many formats that can be used to display online resources that link off to external resources.

Value of links between content within our site

We can also create strong links between content on our site (called internal links), which is helpful for search engines and visitors alike.

Hyperlinked sentences in a web article are useful to bring people to another related article. For example, we did this before a monthly newsletter promoted our August gardening calendar.

When heatmaps showed that people were interested in particular sections, then we found relevant resources to link to for them to read more.

Before

After (900+ clicks)

Before

After (700+ clicks)

As a result, the most popular information on the heat map ended up also being the most popular links to click on once added. Also, people kept exploring many more resources on our site after visiting the initially-linked resources.

Internal links from popular articles help to direct people to more in-depth or less visited but still valuable resources. This process of seeing what else on the site to link to can help you to discover and assess if there’s duplicate or overlapping content too.

Practicalities of internal links

There are different ways on a page to add links beyond hyperlinking a sentence. For example, on the poison hemlock and western waterhemlock article, links were added to the pull quote, the image caption, and as a custom “call to action” field at the end.

You can easily avoid broken internal links by typing the title for the internal page in the URL link field. It should pop up a list of content for you to select the correct one. This way if the URL changes, the internal link won’t get broken.

Here’s more details in the web guide, including a video, on how to do links on the Extension website.

In the future, we will be able to automatically select our content to link in emails and newsletters sent from Salesforce CRM (client relationship management) system too. Stay tuned!

OSU Extension’s faculty and staff, like all organizations, have a wide-range of computer competencies. While giving workshops over the years I’ve made some incorrect assumptions regarding how tech savvy the  participants are. For example, in the past I’ve assumed that everyone uses common keyboard shortcuts like Ctrl P or that everyone understands what a bookmark is.

This week I’d like to share some basic time saving tips that I use on a daily basis to help our “non-power” users out there work more efficiently.

Keyboard shortcuts

Keyboard shortcuts allow you to do common tasks with just your keyboard. Keyboard shortcuts save time, and helps reduce repetitive stress injuries by using your mouse less often.

Common keyboard shortcuts

Windows

Apple/Mac

Open document Ctrl + O Command + O
Close document or tab Ctrl + W Command + W
Save the current document Ctrl + S Command + S
Copy the selected item to clipboard Ctrl + C Command + C
Paste the contents of the Clipboard into the current document Ctrl + V Command + X
Cut the selected item and copy it to the Clipboard. Ctrl + C Command + X
Undo the previous command Ctrl + Z Command + Z
Select All items Ctrl + A Command + A
Print the current document or webpage Ctrl + P Command + P
Find items in a document or webpage Ctrl + F Command + F
Find again: Go to the next occurrence of the item previously found. Ctrl + G Command + G
Refresh webpage Ctrl + R Command + R
Open a new Tab in web browser Ctrl + T Command + T
Switch/Toggle between open applications. Press Tab again to select next application Alt + Tab Command + Tab

 

General Productivity tips

Screenshot of toggle between apps
Switch between open applications using Ctrl/Command + Tab
  • Alt/Command + Tab  Switch between open applications. I use this shortcut everyday.
  • Use the keyboard shortcut to add hyperlinks in most applications, including MS Office products. Select word(s) for the hyperlink, then press Ctrl/Command + K to quickly add a link.
  • Find is your friend. Use  Ctrl/Command + F
    to text in an application or web page.
  • Create content using your favorite word processing application, instead of entering it directly on the website. This way you have a copy of the content and you can use the features available in the word processor like spell checking and and grammar suggestions. Then copy Ctrl/Command + C and paste Ctrl/Command + V the text into your web page.

 

Web Browser tips

Using browser address bar to enter search terms
Use the browser address bar to enter search terms
  • When entering a web address, you don’t need to include http:// or https://. Web browsers assume you are looking for a web page so save yourself a few keystrokes.
  • Bypass Google or Bing. Search the web by entering search terms in your browser’s address bar.
  • Save time by using your web browser’s autocomplete feature instead of Bookmarks for sites you frequently visit. As you type in the address bar, a list of websites that you browse on a regular basis are displayed. Press tab (or use your mouse) to select the site, then press return to load the website.
  • If you use Bookmarks, use folders to organize your links. See bookmark tutorials below for common browsers:

Extension Website tips

Screenshot showing how to use search feature with dropdown lists
Using the search feature in dropdown lists.
  • Most dropdown lists on the Extension site have a search feature. When adding topics for example, you can scroll through the very long dropdown list, or just place the cursor in the field and start typing a few characters of the desired topic and then select the topic.
  • Finding County offices. From the Extension homepage, add a slash and name of county in the browser’s address bar, e.g. extension.oregonstate.edu/clatsop, extension.oregonstate.edu/morrow

Do you have any productivity tips you’d like to share? Let us know by leaving a comment.

Website updates

There aren’t any new features to announce this week, but we will be updating Drupal and several key modules Thursday morning before regular business hours. We anticipate the updates will improve website performance and stability. The upgrade does require that we take the Employee Intranet site offline during the upgrade, back online by 8:00 am.

University communications offices are often referred to as the “P.R. office” of the institution, and that’s often how I’ve described the OSU Extension Communications office.

It’s correct that the news and public issues team in our office does perform some functions of a traditional public relations firm. We write news releases and distribute them to the media. We respond to requests for sources to interview for news stories, and pitch stories to the media. We monitor coverage of Extension in newspapers and broadcast media.

But the news and public issues team – myself and Kym Pokorny – spend a significant amount of time using other formats to tell the public about the great work you’re doing.

Amplifying impact

Some of you may remember the Bridges to Prosperity website that launched in 2013 to highlight the impact of OSU’s three statewide public service programs – Extension, Ag Experiment Station, and Forest Research Lab. It fell to the news and public issues team to choose impact statements submitted by faculty to be rewritten and included on the site, which we overhauled and re-launched in 2019 as Our Impact.

As I write this, there are 168 impact stories on the site. Although many of you know about the site, you may wonder how to find stories so that you can better let your fellow Oregonians know about them.

First, you should know that the site is searchable. You can find the “Search” field in the upper right corner.

 

If you’re looking for impacts in your county, you can click on the orange button called “View our impacts in Oregon counties.”

Once you’ve found a story you’re interested in, you’ll notice on the right-hand side you can find stories by category, region, Statewide program, county (again), and theme.

Once you’re familiar with how to find impact stories, you can share them with the public in a variety of ways, most notably: on your social media accounts, in presentations and newsletters, and in written and verbal communications with elected officials.

Spreading the news

I’ve worked in university communications offices since 2012. In that time, I’ve seen the precipitous and ongoing contraction of newsrooms, especially at newspapers. According to Pew, employment at U.S. newspapers declined by 51% between 2008 and 2019. All newsroom employment dropped by 23% over that same time period.

Long gone are the days of putting out a news release or sending a news tip to the media and having it covered by the local newspaper, TV station and radio station. Local outlets are still eager to publicize our events — so please, keep sending them your local events announcements – but it’s more unlikely than ever that they have the time or people to cover Extension like they have in the past.

So last fall, Extension Communications introduced the news story. It’s not a press release, and it’s not an impact story. Both Kym and I are former newspaper reporters, so we used that experience to our advantage. We are writing news stories as if they would appear in a local newspaper, and they are being published to the news section of the Extension website.

By telling our own story, we’re not sending a news tip and hoping that the story gets covered, or covered in a positive light. Now, we’re in control. We have been sending some news stories to local newspapers and they’ve either published them directly to their websites or they’ve done their own story. Producing news stories is the No. 1 priority for the news team during the COVID-19 crisis, as we help you share how Extension is still actively serving communities.

You can share news stories just like you share impact: in presentations and newsletters, on social media, in conversations with stakeholders and elected officials. And please feel free to send news stories to your local newspaper, radio station and TV station. They just might decide to do a story of their own.

Always keep in mind that you can contact the news team if you have an idea for a news story, or you have an impact statement that should be added to the impact site. We’re also happy to meet with individuals or small groups who are interested in learning more about how our team works.

For some of you working in Extension programs across Oregon, caring for and managing social media engagement with constituents is merely a part-time gig. Not that you have a big choice about it—that’s just sort of how it works out given everything on our plates, right?

This can mean that finding the right tool with the right mix of features can make all the difference for whether “part-time” looks like mere minutes each day vs perhaps spending far more—gobs of valuable time spent logging in and out of various social accounts, hunting for insights about what’s taken place in the past few days, then anguishing over what to post or which comments deserve more attention.

We can talk about a better way to keep the investment of your time to a reasonable level.

A focus on game-changing features

A comparison of features in basic and pro versions of Social Studio software
A table of all features in Basic or Pro plan of Salesforce’s Social Studio

It only takes a few minutes to search the web and find free options for some of the management features you’d want in place for well-run social media management. And sure, that can be a nice starting point.

Frankly, the tool we find inside the Salesforce CRM, called Social Studio, is not free for us. However, we sure know the “you get what you pay for” adage and it applies here (plus, bear in mind many programs will see vast majority of Salesforce licensing paid by central Extension, pending a review of your project requirements).

To the right, there is a table showing all the Basic and Pro plan features found in Social Studio.

I picked out my own favorites, highlighting them in green. As compared to free services elsewhere, it’s on account of these highlighted options that Social Studio really shines.

Broad Listening/Social Listening

Among the full feature list, I took care to highlight any of the myriad features having to do with Broad (or Social) Listening. This truly is the big ticket item in Social Studio from which you’ll see big benefits.

As a for-instance, one of the use cases I’ve managed to hear about is the re-posting or re-tweeting of Extension program posts by the central Extension Service’s social media team over in Extension Communications. Think of it this way: if your program’s Facebook audience is, let’s say, 100 people, while the Extension’s Facebook audience numbers 1,000, their action of re-posting one of your program’s posts increases your potential audience by a factor of 10. It can add up! So, that is a valuable service they are providing—how would they pull that off as efficiently as possible?

Enter Broad Listening in Social Studio.

After logging in to the platform, there’s an “Engage” tab. Click that and you arrive at a wide page with all your social listening efforts organized in one easy-to-use place.

A sample screen from Salesforce‘s Social Studio management platform

In our example use case, our intrepid social media manager has set one column so it’s entirely dedicated to every “@” mention, hashtag, or web address mention for all of the Extension programs’ existing social media presences—and I do mean all of them.

Social Studio provides access to post or page content for Twitter, Facebook, Instagram, Pinterest, YouTube, LinkedIn, news aggregators, blogs, reviews sites, forums, and on n’ on. At a glance, our central Extension team member (just to stick to our hypothetical use case) is able to review all the past day’s or week’s activity, deciding in minutes which ones to re-post on their main social media channels.

Plus, any one “post” can instantly be published to as many of your social media channels you want all at once. The ol’ write-once-and-publish-everywhere trick. Plus, leverage the ability to schedule the post to publish later in the day, or perhaps next week; the choice is yours. If you’re working at 8:00 a.m. and you know your audience is more likely to engage with your social media content around 5:00 p.m., you can set a publishing time of your choosing. Plus, don’t forget that the analytics data in Social Studio is able to inform you when your audience is most likely to engage with your content!

Content Calendar

The content calendar feature can be really valuable and it gets an honorary mention here as well.

This content calendar pertains to social media posts that one can plan and create ahead of time. This can be a real time saver. Feel free to reach out to me for more details, if you would like to learn more?

Full review of features

As I mentioned before, the full array of features is provided in the embedded features table. Certainly, the first thing to appreciate is the sheer volume of cool things you can do with the platform.

Admittedly, the struggle here can be finding ways to appreciate how any of these features directly help you in a day-to-day sort of way! I encourage you to scan the list; see which of these fit with your vision for stepping up your social media management game.

And if you want or need some assistance with evaluating how meaningful any of the features can be for your work, read on to learn more about requesting a personalized demo session for your program or county.

Would you like to see how the Outdoor School Program managed it?

Some of you may have already come across the social media efforts of our own OSU Outdoor School Program, with their facebook page, and twitter profile.

In February, the Outdoor School team chose Social Studio as the way to listen to conversations swirling around social media channels having to do with outdoor education, STEAM/STEM education topics, the challenges faced by outdoor school and camp providers throughout the state, and much more.

As March and the COVID-19 response hit, the unlimited number of users afforded to them by their license allowed for the quick addition of new team members to leap into the role of accessing Social Studio and beginning to create content in the platform. This rapid response allowed them to nimbly react to the changing needs of their social media communications.

You would be able to reach out to Rita Bauer or anyone you know in the Outdoor School Program for more on how this tool helped them manage and track their social media efforts.

Or reach out to me to schedule a brief demo. I’m here to help.

 

 


Extension website updates.

  • Now added is a “Call to Action” field on articles. You may enter a link that appears at the end of an article, encouraging readers to further explore the website. For example, they might link to a related program, newsletter, or project. If they don’t enter one, a link to the topic page(s) the article is tagged with appears instead.
  • Do you have ideas or other feedback? Submit a support ticket to let us know! We thank you for your input.