Communication tools matrix
Communications & Planning has identified several tools available for communicating at the University and offers this matrix to assist you in identifying and using the tool that best meets your communications needs.
Additional information, such as who the tool reaches, time needed, approvers, and advantages and disadvantages, can be viewed by clicking on the title of a tool listed below:
| Tools |
Description |
Contact |
| ITS status page |
Web page of scheduled and unscheduled outages of ITS systems and applications |
Communications
432-2079 |
- Who it reaches
- All who have access to a web browser. Linked to all ITS pages using the ITS banner and Yale Home Page
- Time to complete
- 10 minutes - may be longer if additional approval is required
- Approvers
- Functional support managers
- Advantages
- Messages are posted immediately on 3 websites
- Disadvantages
- People are not conditioned to review the website when something is not working
|
- Who it reaches
- All who have access to a web browser. Linked to all ITS pages using the ITS banner and Yale Home Page
- Time to complete
- 10-15 minutes
- Approvers
- IT Directors
- Advantages
- Announcements are maintained in one central location as long as they are in effect
- Disadvantages
- Postings are random as needed and people are not conditioned to review it on a regular basis
|
| Email messaging service |
Allows for targeted email to predefined databases and responsibilities |
Communications
432-2079 |
- Who it reaches
- End-users who have access to the applications, support teams, technical and functional teams
- Time to complete
- 10-15 minutes
- Approvers
- Functional Managers and Directors
- Advantages
- Targeted information to those affected directly by it
- Disadvantages
- Email must be available and is not always timely
|
| Windows pop-up |
Uses Windows messaging function, but allows targeted lists of audiences |
Communications
432-2079 |
| Global email |
Email message to all who have an email account |
Communications
432-2079 |
- Time to complete
- 20 minutes
- Approvers
- Richard Levin, VP's or Linda Lorimar
- Advantages
- Reaches all who actively read email
- Disadvantages
- Time delays from when sent to when read
|
| Emergency/power failure telephone |
List of phone numbers that are located University-wide and work when the Yale phone systems are down |
Telecommunications
Alice White
432-2042 |
- Time to complete
- 2 hours
- Approvers
- Some restrictions on officers
- Advantages
- Works when Yale phones and power do not
- Disadvantages
- Manual calling list - requires a team of people to call each number with a message
|
| Voice mail |
Broadcast message to all voice mailboxes |
Telecommunications
Alice White
432-2042 |
- Time to complete
- 15-30 minutes
- Approvers
- Responsible Director level
- Advantages
- Plays as first message, repeated the next time mailbox is accessed
- Disadvantages
- Individuals must check voice mail to get the message
|
| Fax phone list |
List of all fax numbers at Yale - can be used to pre-define fax numbers in address book |
Printed Yale Directory |
- Time to complete
- All day
- Approvers
- Responsible Director level
- Advantages
- Using Fax gateway, an address book could be established for a single message to go to all fax machines
- Disadvantages
- Address book would have to be owned and maintained - original source is Yale Phone directory
|
| Cell phones |
Directory of cell phones at Yale |
Telecommunications
Randy Wanciak
432-2016 |
- Approvers
- Responsible Director level
- Advantages
- Works when Yale phones and power do not. Access to individuals regardless if on or off campus
- Disadvantages
- Manual calling list - requires a team of people to call each number with a message
|
| Pagers |
Paging directory for individual departments at Yale |
Telecommunications
Randy Wanciak
432-2016 |
- Time to complete
- Initial setup - 1 hour, use after setup - minutes
- Approvers
- Open - except students cannot create but can receive
- Advantages
- Targeted messages
- Disadvantages
- Time to maintain and ownership of lists
|
| Status phone line |
Greeting only voice mailbox to |
Telecommunications
Alice White
432-2042 |
- Time to complete
- Seconds
- Approvers
- Responsible Director level
- Advantages
- Easy to maintain, easy to update message, caller flexibility
- Disadvantages
- Individual must call in to get - information is not delivered
|
- Time to complete
- Variable
- Advantages
- Can be highly visible when strategically located
- Disadvantages
- Time delay - not intended for emergencies
|
Collaborative tools at Yale
At Yale, when you want to collaborate with a group of people, finding the right digital tool to enable collaboration is key. What tool you pick depends on your University role, your needs and sometimes your budget. The two most broadly used tools are Microsoft Sharepoint and ClassesV*2. more...
