NC State Web Strategy Team
Meeting Minutes - May 14, 2003

PRESENT: Peg Moir, Betty Wells, Keith Stoner, Matt Cupach, Michael Renock-Welker * Discussed feasibility of whether the team has enough resources to be able to accomplish its task of reshaping the website inline with the team's goals and mission. It was emphasized that the team is in a feedback gathering mode currently and that once the team had its feedback, we could answer this question better. * MRW presented the few initial responses to the online anonymous feedback form. With the form being in operation or a week and a half or so before server problems laid it low, 6 folks took the time to fill out the form. Five of these were students, 1 was an employee. The average rating of these 6 surveys gave the site was 2.8 with 5 being great and 1 being really bad. A common issue cited in the dislikes was that inforamation was hard to find on the site. Keith and Matthew both hoped that once this was out there for awhile, it would give us a good feedback. MRW emphasized that he was sharing these initial results to give the team a taste of how this prong of the feedback was working. Keith wanted to see a prospective student option added to this form. MRW will do this. * Discussion was held about what sort of promotional activities could be held to help target prospective student feedback on the website. Betty put forth an idea about possibly partnering with an ISP to allow folks at the fairs to surf the site in connection with some kind of giveaway. Keith wondered about giveaway items directing folks to the website. MRW stated that he would much rather conduct a formal usability study with prospective students and/or other demographics to get solid feedback. * The question of what questions to put to each of the strategic function information hunter/gathers was then brought up. The team clarified the function of this second prong of feedback seeking. These questions would be given to each of the individuals the team had previously identified as a key stake holder for each of the 4 strategic functions of the site (Employee Svcs - Doug Hanuscin, Student Svcs - Peg Moir, Teaching & Learning - Matt Cupach, Marketing/Alumni Relations - Betty Wells). These key folks would then pull in other key stake holders related to their strategic function to generate the answers to these questions for the team. The team decided that the draft questions were too intimidating and complex. A simplified version with only two questions was agreed upon. MRW will send the approved questions to those key individuals. * Next the team turned to how to solicit feedback from all faculty and staff individually. It was pointed out that the same questions from the existing online survey (with the exception of 'what's your relationship to the college' question being omitted) could be recycled in a hard copy form. Marsha suggested that they could be included with check stubs. The team agreed to this idea. Marsha will setup an insert to be included with the next pay stubs on May 30. MRW will get her an intro blurb to preface the questions. MRW also agreed to be the recipient of where folks send their completed surveys to. * A timeline for all of this feedback was put forth and June 13 was agreed upon as the deadline for the 4 strategic stake holders to get their answers to the committee, as well as for faculty/staff to turn in their check stub surveys. * The issue of Keith & Mike's interim cosmetic "makeover" of the site came up with the team thinking it may cause confusion for the site's look to change right after the surveys come back, especially with the intent being to "refresh" the aesthetic look of the site NOT to address issues gathered in these various surveys. It was determined to go ahead with the makeover and shoot for a target "refreshing" date of 6/14, but with MRW sending out an e-mail explaining this intent to all faculty and staff. * Next meeting date was set for 6/19 at 2pm in the IA area. The focus of this meeting will be to hear the feedback form the 4 strategic folks and also discuss the compiled results of the faculty/staff survey and the cosmetic makeover and to determine the team's next moves from there.