Telling People All About You!

1. DLI National Training May 30, 2011 Jane Fry, Carleton University Telling People All About You!

2. Why? When? Where? Who? How? Over to you ... Jane Fry - May 30, 2011 - DLI National Training Outline

3. Why this presentation? • We work in isolation • Our units are small • Many of us wear more than one hat • Our resources (time and $) are limited • Good to know • What others are doing • What has worked for them • No need to re-invent the wheel Jane Fry - May 30, 2011 - DLI National Training Introduction

4. Why this presentation? • Wendy Watkins and Ernie Boyko did a Marketing presentation for ACCOLEDS last December. • It was well received. • Wendy thought it would be a good topic for the DLI National Training. Jane Fry - May 30, 2011 - DLI National Training Introduction (cont’d)

5. We want our services to be used. • If people don’t use our services, ... • We can’t assume that just because we have a Data Centre, people will come. Jane Fry - May 30, 2011 - DLI National Training Why do we need to market ourselves?

6. They won’t use our services if they don’t know • What we do • This includes what we can do for them • Who we are • Where we are • Where they can find us on the net Jane Fry - May 30, 2011 - DLI National Training Why (cont’d)

7. Recently I attended a DINO (Data in Ontario) meeting in Toronto (for Data Librarians and Data Specialists and those who wear the Data hat in their library) • A topic of discussion was updating the promo materials for ODESI • An extension of this is updating the promo materials for our Data Centres • Important to be done regularly • The materials I used 10 years ago are not all relevant today Jane Fry - May 30, 2011 - DLI National Training Why (cont’d)

8. Fall • Winter • Summer • In other words ... • Anytime • All the time • Maybe the question should be – • When do we NOT market our services Jane Fry - May 30, 2011 - DLI National Training When do we market our services?

9. At our Data Centre • Advantage – they will know where we are • For smaller groups • Grad classes • In our Library • Advantage – they will know where we are and they are forced to come to the Library • Especially for 2nd year undergrads • For the odd 4th year undergrad! Jane Fry - May 30, 2011 - DLI National Training Where do we market our services?

10. We go to the classrooms • Advantage – the profs find it easier to find time for us than if we ask them to come to us • Our webpage – it must be • Easy to find data • Easy to navigate • Easy to contact us for more information • In other words – it must be user-friendly Jane Fry - May 30, 2011 - DLI National Training Where (cont’d)

11. Other staff in library • Other Madgic staff • Reference librarians • Profs • Researchers • Grad students • Undergrads • Other Uni staff Jane Fry - May 30, 2011 - DLI National Training To WHom do we market our services?

12. When we are deciding what tools to use to tell people about ourselves, we should remember • We want to remain relevant • To keep up with our clients • So they will use our services • If we remain relevant, the next time they need data, they will think of us and come back to us. Jane Fry - May 30, 2011 - DLI National Training What are our Marketing tools?

13. The list is endless • At Carleton Data Centre We’ll start with the list – more details later • Newsletters • Handouts • Bookmarks • Brochures • Posters Jane Fry - May 30, 2011 - DLI National Training What (cont’d)

14. Presentations • Our Data Centre webpage • Other Webpages • Linked from MADGIC • Screencasts Jane Fry - May 30, 2011 - DLI National Training More tools

15. Used to be 3 times a year • Main content - listed new datasets • With advent of ODESI, only needed once a year • Put at front desk • A marketing tool when you are absent • Evenings, weekends • Layout • 1 page, two-sided • Not all print, some graphics Jane Fry - May 30, 2011 - DLI National Training Newsletters

16. Content • Location • Hours • Staff • Full-time • Part-time – who’s gone, who’s new • Any accomplishments – graduations, awards, ... • Services offered • A data story Jane Fry - May 30, 2011 - DLI National Training Newsletters (cont’d)

17. Distribution list • Library Colleagues (MADGIC staff, UL, AULs) • All profs who have used our services • New profs who might use our services • Give out at presentations • Put on our webpage Jane Fry - May 30, 2011 - DLI National Training Newsletters (cont’d)

18. Relevant ones only • Ones used today are very different than 10 years ago • I put together a handout if I’m getting many questions about the same issue • Handouts are put on the front desk • 24 hour marketing! Jane Fry - May 30, 2011 - DLI National Training Handouts

19. The length and type depends on the subject matter • Could be 1 page – mostly informational • eg. How to choose a survey • Could be 4 pages with screen captures • eg. How to use Nesstar, • eg. How to Download from Nesstar • Tip: If someone already has a good one, ask if you can use it Jane Fry - May 30, 2011 - DLI National Training Handouts (cont’d)

20. Bookmarks • Carleton U Library • ODESI • Brochures • Carleton U Library • StatsCan • Our local Research Data Centre • ODESI Jane Fry - May 30, 2011 - DLI National Training Other Hard Copies

21. Posters • DLI • ODESI • ICPSR Summer School • Pens • ODESI • Pencils • Carleton U Library • Erasers • Carleton U Library Jane Fry - May 30, 2011 - DLI National Training Other (cont’d)

22. General (about ½ hour) • About my Data Centre • What services we offer • Only what we offer! • Service Hours • Location • Sources of data • How to access the data • Something interesting from the news that will hook them Jane Fry - May 30, 2011 - DLI National Training Presentations

23. Specific • Should include the basics from the general presentation • Used when a prof asks for it • eg. Social Work • Ask how much time the prof has allocated– if it’s not enough, tell them rather than trying to squeeze too much into a short time period – they’re usually receptive to this • Can go over 2 different time periods • Can give homework • either beforehand or afterwards Jane Fry - May 30, 2011 - DLI National Training Presentations (cont’d)

24. Must be easy to navigate • The client must be able to find what they are looking for • If you’re not sure if you have a good webpage, ask one of your students to critique it • Prioritize! • What is the most popular item to be used • Put it front and centre • eg. ODESI widget Jane Fry - May 30, 2011 - DLI National Training our WEbpage

25. Policies • Data User Restrictions • Collection Policy • How to cite data • Links to Other Data Sources • DLI • ICPSR • Our Research Data Centre • StatCan Media Room Jane Fry - May 30, 2011 - DLI National Training Webpage (cont’d)

26. Contact info easy to find • Names and numbers • Location • Hours • Related information • Help • Services • Links Jane Fry - May 30, 2011 - DLI National Training Webpage (cont’d)

27. Check out websites from other Data Centres • Will give you ideas • Saves you from re-inventing the wheel • Remember that every institution is different • Your website should have what is best for your users Jane Fry - May 30, 2011 - DLI National Training Webpage (cont’d)

28. We use Jing (a division of Camtasia) • Free • Good training tutorials • Finished screencast only 2-3 minutes long • Easy to make • Student can do it • Quick to make • Can be done in a day • Need a script • Usually done in 10 takes • Updating quick and easy Jane Fry - May 30, 2011 - DLI National Training Screencasts

29. Use for information • eg. About the Data Centre • eg. GIS • Use for ‘How to • Did our own ‘How to – Jing’ • Did one for ‘How to – Nesstar’ • This one answered a lot of questions for novice users and reduced the number of times they came back to us with questions • Also reduced their stress and anxiety with using Nesstar for the first time Jane Fry - May 30, 2011 - DLI National Training Screencasts(cont’d)

30. Make as many as are necessary • We made ones to partner with our handouts • Then users have a choice of reading a handout or watching a short video • Remember to update them regularly • Our library launched a new webpage recently so we have to update our screencasts • A project for our summer student Jane Fry - May 30, 2011 - DLI National Training Screencasts(cont’d)

31. Other suggestions • TA training sessions • Departmental Open Houses • Welcome Sessions for New Faculty • Special Events • GIS Day • World Statistics Day • Any special events at your institution? • Secret Weapon ... Jane Fry - May 30, 2011 - DLI National Training How else to reach people?

32. Serendipity! • Check out the next slide! • Being ready at all times! • Have your business card with you! • Hiring Students • Indoctrination! Jane Fry - May 30, 2011 - DLI National Training How (cont’d)

33. An interesting sideline about the word serendipity - "The Three Princes of Serendip" was published in Europe in 1557 by a Venetian, Michele Tramezzino, and eventually was translated into other languages. The British statesman Horace Walpole read the story as a child, and later coined the word serendipity in a letter dated January 28, 1754, sent to Horace Mann (envoy to Florence). Walpole wrote about learning some news quite by chance, and stated that "this discovery, indeed, is almost of that kind which I call Serendipity, a very expressive word.“ He explained that this name was part of the title of a "silly fairy tale, called The Three Princes of Serendip; as their highnesses travelled, they were always making discoveries, by accidents and sagacity, of things which they were not in quest of...“ (Wikipedia) In 2000, serendipity was voted Britain’s favourite word. (Wikipedia) Jane Fry - May 30, 2011 - DLI National Training Side Trip!

34. Know the location of other Data Centres • For students going on to grad studies who still want to use data • For profs • Going on sabbatical • Moving to another institution • For you if you are considering moving to another city, province, country • There are Data Centres worldwide Jane Fry - May 30, 2011 - DLI National Training Think Outside the box

35. Example – a grad student • Came from another uni to do his MA here • When he came to Carleton, his prof (one of our regulars) recommended that he come to see us • After I gave him ‘the tour’ he said that he had wanted to do data for his undergrad but the other uni did not have a data centre • I asked the name of the uni – and it did! • He was rather upset. Jane Fry - May 30, 2011 - DLI National Training

36. Jane Fry - May 30, 2011 - DLI National Training

37. The previous slides talk about what we are presently doing at the Carleton U Data Centre • There are many other tools out there to use • I’m sure some of you are thinking that! • We will come to this in the discussion. Jane Fry - May 30, 2011 - DLI National Training What have we missed?

38. Before I ask you to put on your thinking caps - • Evelyn Smith (Data Research Services at Brock) wasn’t able to attend these training sessions • She wanted to contribute to this one • So she sent me a list of what they do at Brock • Some are similar to what we do at Carleton • Some are different • Brock uses what works for them Jane Fry - May 30, 2011 - DLI National Training AN Example

39. Use STC ‘By the Numbers’ on the Brock Library Twitter feed • These are getting re-tweeted by the university’s twitter feed • Have a News Blog which feeds into the university’s News blog • ‘Bottled Water Free’ day on campuses coincided with the release of the Households and Environment Survey Jane Fry - May 30, 2011 - DLI National Training What they do at Brock

40. Their library publishes a quarterly newsletter • There will be a dedicated Research Service column soon • Timely handouts • ‘Income Tax ... by the numbers’ • Future plans • an ODESI display Jane Fry - May 30, 2011 - DLI National Training Brock (cont’d)

41. The previous slides may all seem like common sense and they are. • You have to tell people all about you • In other words, you have to market your Data Centre • If you don’t do it, no-one else will Jane Fry - May 30, 2011 - DLI National Training Summing up!

42. Remember, you know your Data Centre and your clients. • Do what works for you • Do what works within your resources (time & $) • Don’t re-invent the wheel • Ask the rest of us for advice and feedback • We’re all in this together! Jane Fry - May 30, 2011 - DLI National Training

43. Jane Fry - May 30, 2011 - DLI National Training Questions?

44. What do you do to tell others about your Data Centre? • I will list your tools on a flip chart • I will put together all ideas, suggestions, ... • I will send them out on the DLI listserv Jane Fry - May 30, 2011 - DLI National Training Over to you!

45. Jane Fry Data Specialist MacOdrum Library Carleton University Jane_Fry@carleton.ca 613.520.2600 x1121 Jane Fry - May 30, 2011 - DLI National Training Contact Information