University of Pittsburgh

E-Newsletter Production Process

To initiate the creation or revision of an e-newsletter, contact UMC Web Team Director John Cooper or Assistant Director Christine Cornely. Once you’ve agreed on project basics, the process typically will proceed as follows:

Step #1:

Initial discussion with client

  1. You (the client) meet with the UMC Web producer assigned to your project, and complete a questionnaire that will help UMC understand the e-newsletter’s target audiences and evaluate project strategies.

Step #2:

Communications brief/proposal and estimate

  1. Based on the initial meeting, questionnaire responses, and possibly additional discussions, the Web producer assembles a comprehensive communication brief outlining the project.
  2. The client approves the brief and completes a requisition.

Step #3:

Project plan

  1. The Web producer writes a project plan, detailing the strategy, methods, and specific details of the project and providing clearly defined milestones. The client provides a list of subscribers for the e-newsletter.
  2. The project plan is sent to the client for approval.

Step #4:

Design concept

  1. Based on the strategy discussions and in accordance with the project plan, a design concept is created by a UMC designer and presented to the client for approval.

Step #5:

Development

  1. Once the design has been approved and the content is provided, the e-newsletter is built. The draft e-newsletter is presented to the client online. A subscription request is placed on the client’s Web site. The client provides any outstanding items. The e-newsletter is proofread and tested. The client approves the e-newsletter for mailing.

Step #6:

Delivery

  1. The Web producer arranges to send the e-newsletter to the client by the requested date.

Step #7:

Training

  1. Depending on the project, a Web team representative, assigned by the project’s Web producer, can train the client to create subsequent issues of the e-newsletter with templates that UMC provides.