How Roswell Park Comprehensive Cancer Center’s Innovative Web Project Earned Top Honors

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  • How Roswell Park Comprehensive Cancer Center’s Innovative Web Project Earned Top Honors

    How Roswell Park Comprehensive Cancer Center’s Innovative Web Project Earned Top Honors

    We’re proud to announce that this year at NACCDO-PAMN, our partner, Roswell Park Comprehensive Cancer Center, won first place in two award categories offered by Public Affairs and Marketing Network (PAMN); Survivorship Event and Physician-to-Physician.

    Before the Project

    Roswell Park was the first institution worldwide to focus exclusively on cancer research. They offer a wide range of treatments and services, from immunotherapy and clinical trials to working with the community in Buffalo, New York, for cancer screenings.

    However, in the past, the depth of research conducted by scientists at Roswell Park wasn’t always made apparent by the website itself. Before this project, scientific content would be posted somewhat randomly, with no cohesive style guide or organizational framework. It was hard for grant reviewers, peers, and prospective trainees to find exactly what they were looking for.

    Around 2012, the Department of Immunology wanted to give their scientists lab pages to showcase their work. At the time, the marketing team was small, and it wasn’t always easy to maintain these pages. What resulted was text-heavy and unwieldy, with no uniform style. There wasn’t a place to highlight these sites or cross-promote other content related to the lab. The whole research lab section went dormant in a matter of years.

    Senior Digital Content Coordinator, Alexander Szczesny, knew there had to be a change. But first, he had to assemble a team.

    Stage 1: Finding Collaborators

    Stamats had experience in both healthcare and higher education content, making us a perfect fit for Roswell Park’s new project to overhaul its research content and strengthen its presence in higher ed. Stamats received the contract in early 2020 and was set to begin the project by meeting with leaders and stakeholders in Buffalo.

    According to Lisa Starkey-Wood, an account executive at Stamats, “The goal of the lab website is to showcase Roswell Park’s position as a world-class research institution. Roswell is doing amazing things and having the opportunity to work on the lab websites makes us feel like we get to be just a small part of what they are doing.”

    Secure in their partnership, Stamats and Roswell Park set out to create a meaningful web experience. But of course, things did not go as expected. Mere weeks before the meetings were set to take place, COVID-19 hit—and everything changed.

    Stage 2: Building Remotely

    In 2020, Stamats overhauled Roswell Park’s educational programs by working remotely with stakeholders, even through the COVID-19 pandemic. In 2021, Stamats and Roswell Park’s marketing team continued work on 10 research departments, five Cancer Center Support Grant (CCSG) programs, and smaller research groups and pages. Then in 2022, the focus shifted to the lab pages after the other sections launched.

    After completing work on the first two labs in March/April 2022, Stamats and Roswell Park identified the first round of lab sites to focus on. Together, they identified principal investigators (PIs) who receive external funding and publish frequently, as well as researchers who’d already set up external websites. Even though these independent sites posed a legal liability to Roswell Park, it showed that the PIs were interested in creating content.

    To set the stage for the lab sites, Stamats analyzed competitors and decided on a primary, secondary, and tertiary audience. Stamats chose a tone and voice that matched Roswell’s brand goals. Roswell’s web team then created visual templates for the lab’s landing pages. Stamats interviewed PIs to create content for each of the labs. Finally, it was time to publish the lab sites for the public.

    Stage 3: Deploying the Lab Sites

    Now, the lab sites were available on the websites for the public. Keeping the research front and center was the primary focus of each lab site. There were also impactful callouts that allowed Roswell to highlight important studies, releases, and quotes. Roswell Park also created a process for cross promotion, interlinking relevant content on each page to bolster the website as a whole. Finally, Roswell featured their latest press releases on their site to showcase cutting-edge updates and news stories. What emerged was a synchronized and organized series of lab pages that showcased the work while remaining visually appealing.

    Next, it was time to expand the project. Phase 2 of the lab project involved creating content for 15 more PIs from across the research departments, while Phase 3 involved an additional 15 PIs. At the time of this writing, Stamats and Roswell have published lab pages with department heads, senior researchers, and even Roswell Park’s Deputy Director/Chair of the Department of Medicine. Each quarter content owners review their pages and make edits so that all content is up to date. Since launching the project in April 2022, the lab pages have received 34,881 total page views. Roswell’s most viewed lab sits at nearly 4,000 page views. Most labs average around 100 views/month. Together, Stamats and Roswell Park have worked hard to create and maintain these lab pages. According to Jennifer Panaro, department administrator of the Department of Cancer Genetics and Genomics and Molecular and Cellular Biology at Roswell Park, “the work that Stamats and our Roswell Park Marketing Team have accomplished will provide opportunities for new collaborations and support for future grant funding for years to come.”

    Spotlight on Survivorship

    In addition to winning the Physician-to-Physician award, Roswell Park won the Survivorship award for Chapter 2: A Cancer Survivor’s Workshop.

    In this workshop, cancer survivors attended sessions focusing on physical and mental health, from acupuncture to mindfulness to patient-doctor communication. As a kick-off for the workshop, keynote speaker, author Gina Vild, spoke about ways to cultivate resiliency.

    Roswell Park Comprehensive Cancer Center was the only organization at NACCDO-PAMN to win two first-place awards this year. At Stamats, we’re so proud of our partners and grateful that we continue to have an opportunity to be part of their journey to improve cancer research and provide a haven for patients and survivors.

    Shaking up your website can bring more patients, researchers, and funders to your door. Interested? Contact us for a personalized consultation on how you can transform your internet presence.

    Related reading: How to Maximize Website Traffic with a Content Audit—and What to Do Next

  • Enroll More Now: 3 Steps You Can Take Today

    Enroll More Now: 3 Steps You Can Take Today

    But all is not lost. You can do things today to boost your enrollment numbers for years to come. You can boost enrollment for this and future cycles with some key steps.

    It all comes down to keeping organized, understanding your data, and finding the chinks in your enrollment armor. Sound like a lot? We’ll dive into specifics to make the whole process easier to understand. You might not be able to finish all these processes today, but you can take a first step toward better enrollment before the clock strikes 5 PM.

    Step One: Mystery Shop Your Recruitment Experience

    It’s time to break out your best secret agent disguise. Mystery shopping is a technique used in market research to determine any gaps in the customer’s (or in your case, the prospective student’s) experience. It involves evaluating various parts of the customer interaction through the eyes of an undercover shopper. You’ll be taking on a persona, either a high school junior or senior, a parent, or an adult-learner student. You’ll then audit portions of the customer experience, such as contacting your customer service desk through phone or email, completing the application process, and following the links from your marketing collateral to your application.

    Here are some questions you should ask as part of mystery shopping:

    1. Is the inquiry form on your website easy to access and submit?
    2. Did you get a request, a response, or a thank you?
    3. Is there a next step woven into the confirmation message?
    4. Was the form succinct and only asked for necessary information?
    5. Was the form easily parsable on your mobile device as well as your desktop?
    6. When you call the listed numbers, do you get a response or a callback?
    7. How long between your inquiry and an answer to your question?

    After you’ve answered these questions, take note of the communication that did or didn’t happen. Now it’s time to get into investigative mode. Where did the experience break down, and how can you improve it?

    Often, bottlenecks can be explained by broken links, outdated emails, and missing timely communications. It’s difficult to keep every aspect of your website, digital communications, and marketing collateral updated. That’s where Stamats comes in. We continually keep your assets up to date, so you don’t experience easily avoidable bottlenecks.

    Step Two: Clean Your Recruitment Data Sets

    Does analyzing your recruitment data fill you with dread? Do you have images of digital cobwebs and disorganized files? That means it’s time to clean things up.

    When your data isn’t organized, your marketing isn’t either. That’s because disorganized data leads to inefficient targeting and a lack of insight into your audience’s performance. For example, imagine sending out recruitment emails to students interested in engineering when they’re passionate about art. Or sending a high school junior communications meant for adult students. Clean data helps you properly segment and tailor your communications.

    So how exactly do you clean your data? Unfortunately, it can take some time. If you have more than 250-500 records to update, check with campus IT to see if any tools are available to help you align your data.

    The best enrollment data is free of typos and grammar mistakes and contains important fields such as:

    1. Name
    2. Address
    3. EmailPh
    4. Phone
    5. Permission to text
    6. Date permission to text is granted
    7. Anticipated start term/semester
    8. Anticipated start year
    9. program interest
    10. Source
    11. Original source date –how long the record has been in your marketing timeline

    Pro Tip: For additional information you should consider gathering, check out the “Recruitment and Applicant Data Sets” chapter of Enroll More Now, available on Amazon.

    While cleaning your data might take some time, there are questions you can ask today to jumpstart the process.

    1. Can you pull a report that provides the full headcount of your recruitment list?
    2. Can you get a headcount of each segmented audience, such as adult learners and high school seniors?
    3. Do you know how many should be on these lists, and if there are large discrepancies?
    4. How often are your contact records cleaned?

    By asking yourself these questions you can set goals for you and your team to gradually improve the integrity of your recruitment data.

    Remember, investing time and resources into cleaning your recruitment data pays off in dividends by enabling more effective targeting, personalized communication, and ultimately, better recruitment outcomes for your institution.

    Step Three: Get a Master Schedule

    Wait, that event happens when? Tomorrow? Oh no. That’s a whole month of communication you’ve missed out on sending.

    Getting your calendar sorted is one of the easiest ways to boost enrollment. Include the events or deadlines that are assumed internally, and everyone is already marching to the same drumbeat. These events are easily looked over as important to share externally.

    These include:

    1. High school visitation days—when recruiters will be at a certain high school
    2. Various events, such as financial aid assistance days
    3. When it’s time to apply for the FAFSA
    4. Deadlines for applications
    5. Deadlines for final supporting documents
    6. Days when applications / financial aid applications become open to apply

    Focusing just on enrollment deadlines is a missed opportunity to engage with students on multiple levels. What else can you include to help coach students and families along the timeline to starting class? Are there ways to spice it up and apply some guerrilla marketing tactics? Have fun with it, like offering a raffle for free donuts on National Donut Day or partnering with an animal shelter for National Pet Adoption Week. Just make sure that you have all these initiatives solidified in your calendar well in advance.

    Once your communications plan is firmed up with events and messages that correspond, it is time to put dates and deadlines for messaging. We suggest timing your communication so prospective students and their families have time to learn and then react to the messaging. For example, if the message is about registering and attending an event, time the message approximately 60-90 days (about 3 months) out.

    Pro Tip: Update your websites with your events as soon as possible. While your emails and print communication should be timed closer to the day of, all your events should live on your website as soon as they are confirmed. This is because your website serves as a central hub for information for your audience.

    Go Where the Students Are

    The enrollment cliff is forcing higher ed institutions to be more strategic in their communication and strategy. We can no longer be sure that the students will come to us: we must go where they are and compel them that we are the right fit. Here are three steps you can take today to enroll more now.

    1. Mystery shop your recruitment experience to gain a better understanding of what your website and communications are like to prospective students and parents. Make changes on your findings.
    2. Clean your recruitment data sets to ensure you have properly segmented data to base communications on.
    3. Set up a robust communication plan that includes events and dates that may have been overlooked before. Make smart decisions about when to advertise events, and ensure they live on the website as soon as possible.

    For a conversation about what you can do to transform your enrollment process, email Stamats and take your numbers to the next level.

    Related reading: How to Increase Application Yield

  • ‘Do You Do SEO?’ We Do, and You Should Too

    ‘Do You Do SEO?’ We Do, and You Should Too

    The answer seems simple at first: “Yes, we sure do.” And you should, too. Search engine optimization is a way of life for organizations that want to ensure their website content is reaching the right audiences who will take action—now or in the future.

    But SEO doesn’t mean the same thing to everyone. Often, when a client asks if we “do SEO,” they’re really asking, “Can you get my pages to rank higher than my competitors’ content?”

    The answer is yes…but.

    There isn’t a button we can push to make your SEO dreams come true. Real solutions are long-term, and they hinge on the competitiveness of the search terms in question and your domain authority. Your content needs to answer your audience’s questions with relevant content that’s not generated by AI or other unoriginal tactics.

    It’s a long game that you must play all the time—something clients may not fully absorb as they’re managing excited stakeholders who are clamoring to be found for obscure search queries or outdated keywords.

    But it’s true, and when done right, SEO works. Research from Forbes Advisor shows that more than 45% of all search engine clicks come from organic search results. Your audience is more likely to trust the results that come from your hard SEO work than from paid advertisements. SEO excellence, then, results in more traffic to your website, more conversions, and more success.

    Below, we’ll talk through the four pillars of non-technical SEO with some of Stamats’ industry experts. We’ll give you three actionable steps you can take today to improve SEO, get found in the way your audience needs, and satisfy your stakeholders.

    Keywords, Get Stuffed!

    A decade ago, SEO was a very different business. Marketers who’ve been around likely remember the days of keyword-focused SEO. In those dark ages, top search results could be achieved by cramming in as many search terms as the text could bear. This was a formula for a frustrated audience.

    Today, search engines recognize and reward content that is written for people. The algorithm deprioritizes keyword-stuffed and AI-generated content. As of May 2024, Google is starting to award top search links to limited sites with content that answers complex, specific questions.

    1. Create and collate authoritative content in a hub-and-spoke structure

    Today, having quality content on the web is more closely related to having quality content in Time Magazine. High-quality content is original, answers readers’ questions with relevant context, and does so with authority, from either the author or the content itself. The search engine considers the audience’s question, the answer on the page, and the surrounding context when deciding which pages to rank first.

    SEO is the sum of a whole lot of parts. Your website doesn’t necessarily rank in search results, your pages do. And they all work together. When your pages are all SEO-focused, they can all rise in search ranking.

    There are lots of reasons your pages might not be working together, with content spread out over a dozen or more places. Maybe internal politics rule the day, maybe stakeholders can’t get their priorities straight, or maybe you just haven’t done the strategy work. For SEO success, you’ll need to overcome these competing priorities to create a cohesive message, otherwise, it’s like diluting soup with water. Just because there’s more doesn’t mean it tastes good.

    For some clients, the solution to content chaos is often a Hub approach. With this method, a central “hub” story explores a central question that’s important to your audience in depth. This authority is extended by and interlinked to shorter “spoke” pieces of content that answer specific questions related to the hub topic.

    Ideally, these pieces are published at the same time for maximum SEO attention that establishes topical authority and maps your content to the audience’s thought process: Big questions, refined to more niche questions. And you have all the answers.

    The hub and spoke model is a smart choice to help your pages work together. Cumulatively, they can have a significant impact on how your content interfaces with the user experience which can result in major SEO gains when done right.

    2. Strategic interlinking

    Backlinks have always been important, but the real special sauce for SEO is internal links. These links between pages and pieces of content on your site help everyone—humans and search engines alike—understand what goes together. Internal links tell us how one piece of content supports another, and they answer questions before we know we have them.

    Internal links are also a vote of confidence that says, “Now you’ve read this, here’s something else you should consider.” This means it’s critical to make internal links relevant. Just because a piece of content is popular (or you want it to become popular) doesn’t mean it’s necessarily applicable to your audience. For the best benefit of readers and SEO, ensure internal links are robust and relevant.

    3. Optimize content regularly to answer current and evergreen user questions

    Search is changing all the time, as Google brings innovations to market and user behaviors change in ways expected and surprising. For instance, more than 14% of all search queries are now phrased as questions, and users expect to find the answers right away. If you’re providing relevant answers to those questions, congratulations. You’re doing SEO!

    The trick is…you have to keep doing SEO. Google and audiences are still changing, and you risk being left behind if you don’t keep up. Ensuring your content answers relevant questions is a daily task. Audiences want the correct answer right away, and they don’t want to read your whole webpage to get it.

    If you’re giving that answer, you’re doing SEO. If you’re not, well…To quote our AVP of Digital Marketing, Stu Eddins, “Take action or don’t take action. Either way, you’re doing SEO.” That’s because the decision not to continually improve content is directly impacting your rankings in search.

    4. Create variable content

    Often when a stakeholder says, “I’m not ranking,” the first thing we’ll do after assessing their content is to consider how we can write variable blog content that might rise to the top and be a tide that floats all boats.

    Blogs tend to rise very quickly in search results, thanks in part to their ability to feature fresh content users need now. Their content can be more specific than internal “evergreen” pages dedicated to products and services and can help your site establish all-important authority.

    A blog story sometimes ranks right away for a specific topic, but a webpage covering the same ground might take a month, two months, or even six months to show similar results. There could be several reasons why:

    • The webpage doesn’t contain interlinks
    • The blog is related to specific search terms and ongoing conversations
    • New, newsworthy content often has additional relevance right now, so search engines sometimes prioritize blogs over evergreen content

    Remember that blog content is variable content. The same URL can be updated (provided you didn’t use a URL with a date. You didn’t, right?) multiple times to give several angles on the story.

    To keep content fresh and get a similar lift for more conventional pages, ensure you’re making regular updates to faculty, program, and condition/service pages to boost their SEO performance.

    Three Things You Can Do Right Now

    Consider this series of actionable steps you can take right now to improve SEO on your website.

    1. Optimize Calls-to-Action and Interlinking

    Links have long been an important factor in SEO, and getting links from popular sites can help your site establish authority. Yet, on the whole, these backlinks are time-consuming and not all that relevant to modern SEO.

    Instead, invest your time in shoring up links within your website.

    Internal links help everyone who visits your site understand which content is related. They demonstrate that your content is supported by other information on your site, providing all-important context. Ensure the internal links on your pages are relevant to the content and that page, and your rankings will benefit.

    Similarly, make your pages actionable for readers by including a relevant call to action that directs them simply and obviously to the next steps. As far as Google is concerned, giving the answer is good, but demonstrating next steps is great.

    2. Talk to Your Audience in Their Language

    Ensure content is usable for the people who find it, by writing at a reasonable (sixth-grade) reading level. Often, this means simplifying content more than may be comfortable, especially if your site serves doctors, lawyers, or educators.

    Eddins noted that these scholars can sometimes be focused on conveying their expertise rather than communicating with the broadest audience.

    “Don’t talk over the heads of people,” he explained. “Understand the people who are reading your content are more likely to be standing in line at Starbucks waiting for coffee than having an introspective moment sitting at their desk.”

    Creating content that audiences can use and search engines love usually means making sure it can be digested by the largest number of people. Don’t dumb it down. Instead, hold the audience’s attention and help them understand you have the answers to their questions.

    3. Have a Purpose and a Plan

    Keywords are no longer the end-all and be-all of SEO. Yes, it’s important that your page contains the search terms people use, and it can be helpful to organize your content according to these terms. But stuff the stuffing. It doesn’t work.

    Instead, think of keywords in terms of search queries, or questions. This is the information your audience needs. When your content answers these questions, your pages rise in the rankings. When a competitor answers those questions, their pages do better instead.

    Do we do SEO? You bet we do.

    Do you?

    Search engine optimization is an ongoing effort to match your website’s content to what your audience is searching for. When you answer relevant questions, tell compelling stories, and provide helpful context, Google and other search engines will notice.

    Are you ready to rev up your SEO? Stamats experts are here to help. Reach out today.

  • How PR and Content Marketing Can Streamline Superpowers to Achieve Business Goals

    How PR and Content Marketing Can Streamline Superpowers to Achieve Business Goals

    This article was originally published by the Content Marketing Institute. It has been edited for brevity.

    The goals and roles of content marketing and PR overlap more and more. The job descriptions look awfully similar. Shrinking budgets and a shrewd eye for efficiency mean you and your PR pals could face the chopping block if you don’t streamline operations and deliver on the company’s goals (because marketing communications is always first to be axed, right?).

    Yikes. Let’s take a big, deep breath. This is not a threat. It’s an opportunity.

    Reach across the aisle to PR and streamline content creation, improve distribution strategies, and get back to the heart of what you both are meant to do: Build strong relationships and tell impactful stories.

    So, before you panic-post that open-to-work banner on LinkedIn, consider these tips from content marketing, PR, and journalism pros who’ve figured out how to thrive in an increasingly narrowing content ecosystem.

    1. See journalists as your audience

    Savvy pros know the ability to tell an impactful story — and support it with publish-ready collateral — grounds successful media relationships. As a content marketer, your skills in storytelling and connecting with audiences, including journalists, naturally support your PR pals’ media outreach.

    Strategic storytelling creates content focused on what the audience needs and wants. Sharing content on your blog or social media builds relationships with journalists who source those channels for story ideas, event updates, and subject matter experts.

    “Embedding PR strategies in your content marketing pieces informs your audience and can easily be picked up by media,” says Alex Sanchez, chief experience officer at BeWell, New Mexico’s Health Insurance Marketplace. “We have seen reporters do this many times, pulling stories from our blogs and putting them in the nightly news — most of the time without even reaching out to us.”

    Kirby Winn, manager of PR at ImpactLife, says reporters and assignment editors are key consumers of their content. “And I don’t mean a news release that just hit their inbox. They’re going to our blog and consuming our stories, just like any other audience member,” he says. “Our organization has put more focus into content marketing in the past few years — it supports a media pitch so well and highlights the stories we have to tell.”

    2. Learn the media outlet’s audience

    Seventy-three percent of reporters say one-fourth or less of the stories pitched are relevant to their audiences, according to Cision’s 2024 State of the Media Report (registration required).

    PR pros are known for building relationships with journalists, while content marketers thrive in building communities around content. Merge these best practices to build desirable content that works simultaneously for your target audience and the media’s audiences.

    Acacia James, weekend producer/morning associate producer at WTOP radio in Washington, D.C., says sources who show they’re ready to share helpful, relevant content often win pitches for coverage. “In radio, we do a lot of research on who is listening to us, and we’re focused on a prototype called ‘Mike and Jen’ — normal, everyday people in Generation X … So when we get press releases and pitches, we ask, ‘How interested will Mike and Jen be in this story?’”

    3. Deliver the full content package (and make journalists’ jobs easier)

    Cranking out content to their media outlet’s standards has never been tougher for journalists. Newsrooms are significantly understaffed, and anything you can do to make their lives easier will be appreciated and potentially rewarded with coverage. Content marketers are built to think about all the elements to tell the story through multiple mediums and channels.

    “Today’s content marketing pretty much provides a package to the media outlet,” says So Young Pak, director of media relations at MedStar Washington Hospital Center. “PR is doing a lot of storytelling work in advance of media publication. We (and content marketing) work together to provide the elements to go with each story—photos, subject matter experts, patients, videos, and data points, if needed.”

    4. Unite great minds to maximize efficiency

    Everyone needs to set aside the debate about which team—PR or content marketing—gets credit for the resulting media coverage.

    Regular, cross-team meetings are essential to understand the best channels for reaching key audiences, including the media. A story that began life as a press release might reap SEO and earned media gold if it’s strategized as a blog, video, and media pitch.

    “At Intermountain Health, we have individual teams for media relations, marketing, social media, and hospital communications. That setup works well because it allows us to bring in the people who are the given experts in those areas,” says Jason Carlton, APR, Marketing Manager at Intermountain Health. “Together, we decide if a story is best for the blog, a media pitch, or a mix of channels—that way, we avoid duplicating work and the risk of diluting the story’s impact.”

    5. Measure what matters

    Cutting through the noise to earn media mentions requires keen attention to metrics. Since content marketing and PR metrics overlap, synthesizing the data in your team meetings can save time while streamlining your storytelling efforts.

    “For content marketers, using analytical tools such as GA4 can help measure the effectiveness of their content campaigns and landing pages to determine meaningful KPIs such as organic traffic, keyword rankings, lead generation, and conversion rates,” says John Martino, director of digital marketing for Visiting Angels. “PR teams can use media coverage and social interactions to assess user engagement and brand awareness. A unified and omnichannel approach can help both teams demonstrate their value in enhancing brand visibility, engagement, and overall business success.”

    To track your shared goals, launch a shared dashboard that helps tell the combined “story of your stories” to internal and executive teams. Among the metrics to monitor:

    • Page views
    • Earned media mentions
    • Organic search queries
    • On-page actions

    But perhaps the biggest metric to track is team satisfaction. Who on the collaborative team had the most fun writing blogs, producing videos, or calling the news stations? Lean into the natural skills and passions of your team members to distribute work properly, maximize the team output, and improve relationships with the media, your audience, and internal teams.

    Don’t fear the merger

    Whether you deliberately work together or not, content marketing and public relations are tied together. ImpactLife’s Kirby Winn explains, “As soon as we begin to talk about (ourselves) to a reporter who doesn’t know us, they are certainly going to check out our stories.”

    But consciously uniting PR and content marketing will ease the challenges you both face. Working together allows you to save time, eliminate duplicate work, and gain free time to tell more stories and drive them into impactful media placements.

    Get even more insights from Mariah and these content marketing and public relations experts. Read the full article at Content Marketing Institute.

    Related reading: AI, Oh My! How Content Marketers Grapple with the Robot Invasion and More Lessons from CMWorld

  • Ban These Words from Your Higher Ed Content

    Ban These Words from Your Higher Ed Content

    In my 30 years of experience in higher ed marketing (Really, can I be that old? Yes…), I’ve noticed certain words that immediately turn potential students off. These words slow the momentum of your copy and can even make you seem untrustworthy. I’ve seen the bounce rate on landing pages improve just because these words were removed. Here are the words and phrases you should never use in your higher ed content.

    Buzzwords

    These are corporate-speak that might feel very in vogue right now but are already outdated even as you’re writing them. Once language reaches the corporate sphere, it’s already considered cliche and overused. Not to mention, your competitors are probably using these exact same words. You don’t want to sound just like the competition. You want to sound straightforward and convincing where no one else is. Here are corporate buzzwords to avoid in 2024:

    • Think outside the box
    • Leverage
    • Disrupter
    • Drill down
    • Low-hanging fruit
    • Synergy
    • New normal
    • Circle back
    • Move the needle
    • Get on the same page
    • Take this offline
    • Lean in
    • Utilize

    These buzzwords from popular culture are also too stale to make fresh content:

    • Hack
    • Life hack
    • Holistic
    • Influencer
    • Ducks in a row

    Words that Claim Too Much

    These words are trying to say a lot, and if you’re using them, there better be evidence to back them up. Otherwise, if a potential student sees “flawless,” they’re immediately going to distrust the copy. After all, there’s no way your program is actually flawless—you’re human! Potential students want to feel that you’re telling them the truth, and these words immediately make you seem dishonest.

    • Revolutionary
    • Unique
    • Groundbreaking
    • Unparalleled
    • Unprecedented
    • Matchless
    • Unrivaled
    • Beyond compare
    • Flawless
    • First of its kind
    • World-class
    • World-renowned
    • Transformative

    Higher Ed-Specific Words

    These words mean something so specific in our industry that they are incomprehensible jargon to someone on the outside—as your website audience is. At best, these are confusing. At worst, they alienate your audience.

    • Matriculate
    • Outcomes
    • Learning outcomes
    • Prospective

    When you remove these words, you start to sound less like an advertising bot and more like a human. These words can be tempting to use, but relying on them is a mistake.

    Let’s look at an example of a sentence made better when the banned words were removed. I’ve bolded the problematic words we want to remove.

    Before: Discover the transformative power of our HVAC program, where we utilize a comprehensive approach to training, resulting in groundbreaking outcomes that prepare you for success in the industry.

    After: Explore our HVAC program. We use a hands-on approach to training that will help you develop the practical skills you need to land your first job in the industry.

    The first sentence uses more words, but it doesn’t say much. What does a comprehensive approach to training mean? And is it really groundbreaking? What exactly are these outcomes? The first sentence gives the reader no reason to trust us with their time and money. In fact, it gives active reasons to distrust—why all the smoke and mirrors, a potential student could ask.

    The second set of sentences is straightforward, to the point, and clarifies exactly what the goals of the program are—to help people get entry-level jobs in the HVAC program. Without all the fluff, the point gets across.

    In higher education marketing, language holds immense power, shaping perceptions and influencing decisions. I’ve noticed that certain words can inadvertently hinder student engagement and trust. By removing these problematic words and phrases, higher ed marketers can boost conversions and sound human, empathetic, and convincing.

    Interested in creating relevant and engaging content? Contact us at [email protected] for a personalized consultation about how you can transform your communications.

    Another content article from Joan: Our Empty Words

  • Triple Advantage: Pro Tips to Leverage SEO, PR, & Content Marketing

    Triple Advantage: Pro Tips to Leverage SEO, PR, & Content Marketing

    Both content marketing and PR center on building relationships with the media and with specific audiences. Both require smart distribution, such as placement in quality publications and media outlets, as well as gaining high-ranking search engine and social media mindshare.

    These teams also have a platform in common—the institution’s blog or website press room—that makes it easy for journalists to pick up stories and general audiences to connect with your content.

    Candace Gwaltney, Associate Director of Communications of Indiana University Melvin and Bren Simon Comprehensive Cancer Center, and I shared the stage at the NACCDO-PAMN Annual Conference to provide insights into how PR and content teams can successfully make this shift to:

    • Maximize subject matter expert (SME) time with fewer, more focused interviews
    • Avoid brand cannibalization or self-created SEO competition
    • Create a higher volume of content with increasingly fewer staff

    Content—how to do it well and at scale—was a hot topic at NACCDO-PAMN, and every other conference we’ve attended this year. Here are highlights from our presentation and insights from other institutions’ sessions.

    1. Win Earned Media With Relevant Content

    Michael Perchick

    When pitching to reporters, Michael Perchick from ABC-11 in North Carolina says there are three factors to consider before clicking “send”:

    • Is the story new? Does it offer something that hasn’t been seen before?
    • Does it carry impact? Does it change how people think about something or affect multiple people in the area or nationwide?
    • Can reporters get access ASAP? They’ll need interviews today, audio, and/or B-roll. Can they meet with you today, if interested?

    Reporters typically work on same-day stories with tight deadlines. Providing access to timely, impactful content significantly increases the chances that they’ll pick up your story, said former journalist Taylor Lisenby who is now the Digital Communications Manager at UNC Lineberger Comprehensive Cancer Center.

    For optimal results, Michael suggests that you contact the journalist through their preferred communication channel before their morning editorial meeting and be prepared to respond quickly to any follow-up questions or requests.

    2. Become an SEO Detective

    Dan Cave

    “Doing SEO” well is a long game. It can take search engines a few days or weeks to crawl your site and start the SERP ranking process for new content.

    Dan Cave of Roswell Park Comprehensive Cancer Center says SEO is a mix of immediacy, long-term planning, and detective work. You can’t control Google, but you CAN control your website content. Put on your SEO detective hat and check:

    • Page content
    • Page analytics
    • Total site traffic
    • Recent search engine updates

    Dan also notes that search intent matters more than closely matching nonspecific keywords like “cancer” in your content. So, your site might not rank for a single, broad term. But if you do SEO well—by continually optimizing your content—you’ll rank for what really matters: The who, why, where, and how.

    Look for gaps in user experience with search intent as a guidepost to optimize content and/or consider a strategic SEM campaign. For example, if people are searching “ovarian cancer treatment near me” but you haven’t created content to serve that intentional search, that’s a missed opportunity.

    3. Create SEO-Rich Content at Scale

    When content and PR teams collaborate, you can create a main “hub” story once and strategically share it with all your audiences—including journalists—across multiple platforms.

    In our presentation, Candace and I shared best practices for collaborating between content marketing and PR teams:

    • Strategic interlinking to related content helps deepen readers’ connection with your organization and subject while strengthening your SEO standing.
    • Include digital brass tacks. Create a strategic meta description, URL, call-to-action, photo captions, and alt text for the stories you produce, regardless of audience.
    • Find and highlight the story. What does your audience want? Shape and distribute your content to meet their wants and needs.

    When you follow these basics, you can use a single story in multiple ways, reducing SME time and resulting in more strategic storytelling and media outreach across your teams. Here’s an example of how IU Simon tells effective, SEO-rich stories at scale:

    • Capture video of an SME sharing their latest research
    • Post that video on your site and on YouTube with a transcript
    • Create a blog story from a niche topic within that research
    • Publish the blog on your site and distribute it:
      • On social media
      • Via email to subscribers
      • Through your PR channels, including emails to the media and press release platforms

    4. Share Department Stories on Owned Media Channels

    Tadd Pullin

    Strategic MarComm efforts can help draw attention to service lines not currently in the spotlight for a full multimedia campaign.

    Tadd Pullin, Senior Vice President of Institutional Affairs and Chief Brand and Communications Officer of UT MD Anderson Cancer Center suggested these owned media tactics to raise brand awareness, attract earned media, and show internal clients attention without overtaxing your MarComm team:

    • Podcasts
    • Articles and blog stories
    • Website content optimization

    These individual strategies are most effective where they overlap, Tad said. If you aren’t at the table, he continued, you’re on the menu. If you take a single story and run it through these channels, you’ll be more likely to reach your marcomm goals and prevent being subsumed by the competition.

    A Few Final Thoughts

    Strategic storytelling combines elements of SEO, PR, and content marketing best practices. One cohesive story can reach journalists, donors, and prospective patients or trainees effectively.

    Content has the most impact when it incorporates a mix of earned, owned, and paid media. It’s at this overlap where the magic happens. When you unite these strategies, you create a powerful blend that boosts your message, enhances your visibility, and captivates your audience.

    Ready to talk strategy? Email Mariah Tang to discuss your content, SEO, and digital storytelling goals.

  • Campus Protests: 4 Tips for Crisis Planning

    Campus Protests: 4 Tips for Crisis Planning

    Co-authored with Angela Klinske.

    As we witness college leaders scaling down commencement ceremonies and calling in law enforcement due to violent activity and safety concerns, we are reminded of the turbulent challenges we face. 

    As of this writing, more than 1,000 arrests have been made since April 18 on American college campuses as protestors call for schools of higher education to divest from Israeli companies and from Israel altogether. College campuses have become the location for encampments and demonstrations, the likes of which we have not seen since the Vietnam War era

    As campuses consider their students’ safety and well-being, consider these proactive steps that can be taken as we navigate current challenges: 

    1. Provide a safe place for voices to be heard.

    As college leaders, it’s imperative not to make decisions in isolation. Campuses should serve as vibrant hubs of dialogue and inclusivity, where students are encouraged to express themselves respectfully and constructively. Rather than operating in a vacuum, create intentional spaces for dialogue and meaningful conversation. 

    Engage with student leaders representing diverse perspectives within the college community. Empower them to actively participate in shaping a collective future. By fostering an environment where every voice is heard and valued, you also uphold the institution’s core mission and values. 

    Root your decisions in the foundational principles outlined in the school’s mission and values. These statements guide expectations for student and faculty conduct, inform strategic investments, and shape the programs offered. Ensure that every decision reflects the school’s commitment to fostering understanding and inclusivity on campus. 

    2. Manage on-campus protests and demonstrations with integrity by promoting education and understanding.

    The point above is ideal, but potential unrest can still occur, especially as movements gain momentum nationally and globally. In anticipation of on-campus protests or potential unrest, it’s essential to establish clear protocols and guidelines. Communicate openly with the campus community. Outline expectations for peaceful demonstrations while prioritizing the safety and well-being of all individuals involved. 

    Identify your subject matter experts on campus and offer interactive learning opportunities such as webinars and panel discussions. Include your own professors, general counsel, and board members who have expertise in areas of interest to your stakeholders. They can help stakeholders get the facts and not just the rhetoric posted by pundits. 

    Rather than taking a heavy-handed approach, be forthright and transparent in your communication. Create opportunities for education and fact-finding, especially during times of heightened sensitivity such as the current war in Gaza. 

    It’s crucial to recognize that complex global issues can elicit diverse opinions within the community. Instead of fostering polarization, promote informed dialogue and understanding. Provide safe spaces for students to hear differing perspectives and offer educational resources that present information free from political bias. 

    By facilitating respectful discourse and providing learning opportunities, you can empower your community to engage thoughtfully with complex issues while upholding the values of inclusivity and intellectual curiosity. One may argue that this is the epitome of higher education. 

    3. Stay informed and be aware.

    In today’s dynamic environment, staying informed about current events and potential campus risks is paramount for effective leadership. Develop robust contingency plans and foster close collaboration with local law enforcement and security teams to swiftly address any emerging threats. 

    Effective campus leadership requires continuous learning and adaptation. Take inspiration from other institutions, seek diverse perspectives, and stay informed about best practices. Remain agile and ready to pivot when faced with evolving situations or potential risks. 

    Every campus should have a comprehensive crisis management plan and a well-defined communications strategy for handling emergencies. These essential tools empower swift response and decisiveness in times of crisis, ensuring the safety and well-being of the students and community. 

    By prioritizing preparedness, continuous learning, and effective communication strategies, you fortify your ability to navigate challenges with resilience and confidence. 

    4. Practice scenario planning.

    In times of crisis or heightened tension, scenario planning means practicing the “what ifs” and understanding what might unfold in any situation outside of your control. It helps you be proactive in addressing concerns raised by stakeholders and have a plan in place. 

    Leaders and stewards of higher education have a responsibility to uphold the values of academic freedom, inclusivity, and safety. At Stamats, it’s our job and our pleasure to help schools thrive, especially in the face of adversity. Concerned about your current plan or lack of one? Connect with Michele Szczypka to begin a conversation.

  • Storytelling: Its Enduring Power in the Age of AI

    Storytelling: Its Enduring Power in the Age of AI

    The truth is, AI can’t tell impactful stories—at least not yet. Storytelling is the secret sauce that makes content a truly valuable part of any robust marketing strategy. But how can tried-and-true human storytelling principles evolve to leverage data and stay relevant in a swelling sea of commodity content?

    Stamats AVP of Content Marketing Mariah Obiedzinski Tang recently sat down with Martynas Fedotovas, Chief Technology Officer of Sirius Media Company, for a wide-ranging conversation about the state of content marketing. We’ve included some highlights of their discussion, and you can listen to the full interview on YouTube.

    Journalism, Storytelling, and The Content Sweet Spot

    Martynas Fedotovas: Can you give any advice for how to leverage journalism skills to create compelling, conversion-focused content?

    Mariah Obiedzinski Tang: Absolutely. If you work in healthcare, you might have one hospital client on the West Coast and another on the East Coast. Chances are they offer very similar services. They can take care of your heart, they can treat your cancer, they can deliver a baby.

    The content you create for the West Coast hospital will always look different from the content you create for that East Coast hospital. That’s because every group has different providers and workflows, different nurses and frontline staff that greet patients when they come in.

    They have different patient audiences, different providers telling their unique stories, and different research projects.

    While you might start by saying “we’re going to tell a story about heart disease for Heart Month, those stories will look very different based on what goes on inside the walls of that institution and how they carry that expertise out into the community.

    – Mariah Obiedzinski Tang

    Martynas: When you’re telling a story, what elements does it need to be compelling for customers?

    Mariah: At first, companies sometimes wonder why they would need to invest in storytelling. But stories are how people learn.

    From the time you’re a child through adulthood, you communicate with stories. You don’t just say “I met this guy and had a bad date.” You’re going to tell your friend about the whole ordeal: He was late, he thought you were going to pay for dinner, he brought his weird dog and it bit you. All those details make the story come alive. The AI language models can’t pull together real stories that inspire customers to act. Only you can do that.

    Martynas: Is there a framework to follow to tell these types of compelling stories?

    Mariah: I always coach teams to follow the Quentin Tarantino model. It’s kind of silly, but it works. You start with the end of the story in mind. Where does the audience want to end up? Help them visualize themselves as a satisfied customer. Start there and then work backward through the details about how to get there. Whether that means taking a class, getting a degree, or working with your company.

    Build these blocks and put the reader in the driver’s seat. Show them what they’re going to end up with first and work back through the details. It’s a modern take on the inverted pyramid.

    Martynas: What advice can you give companies that are just putting together their content creation calendar?

    Mariah: It’s tempting to think “We’ve got to get our CEO on the phone” or “We’ve got to talk to the top surgeon.” Even though they only have five free minutes in their day, we think they’re the only one who can tell the story. But that’s not always true.

    Instead of getting overwhelmed about how you’re going to get every subject matter expert on the phone, whittle down your calendar to the one or two important stories that really require an in-demand expert. For the others, find someone else with expertise who can give their perspective. Oftentimes if you go a couple of levels sideways or even down the chain of command, you can talk to people who are directly connected to the story and have a unique perspective.

    Related reading: Creating Audience-Focused Content

    Leveraging data to make content decisions

    Martynas: How do you tailor content strategies to the specific needs and challenges of an industry?

    Mariah: First, consider the business goals of the institution. Are they looking to attract patients, are they looking to attract trainees or researchers? Second, who are the people in the audience who would be best served by their content?

    So you think about questions like:

    • What is the story we are trying to tell?
    • What is the information the audience needs to receive?
    • What questions is the audience asking?

    The answers to those questions will help you understand what content you need to produce to be an authoritative leader, one that issues the answers to those questions before they’re even asked.

    Martynas: How important is gathering data to understanding the business you’re running?

    Mariah: One thing we see a lot in higher education and healthcare is the massive accumulation of data. It’s just part of being an academic institution. The thing that’s sometimes missing is the next step: What happens with that data once you’ve collected it?

    If you’re gathering all this data, it doesn’t serve your audience until you’ve taken that next step to implement it. If you don’t have a person on your team who’s well-versed in analyzing data and spotting trends, you might consider working with a partner organization that can help you leverage that data into something you can use.

    That teammate or partner could help you identify what people are looking for on your website, for instance. If it’s not there, then you’ve found some missing content you can create to engage with your audience. That’s an opportunity to answer questions they’re asking.

    Martynas: How can small and medium-sized businesses use the data they have to make better quality decisions?

    Mariah: One thing I recommend is a competitor analysis. Obviously, you don’t want to copy what your competitors are doing. What you can do is take that layer of data and overlay it to compare against what you’re offering. That’s a great way to identify potential gaps in your content.

    Another way is to look at your social media to see what’s resonating with people in real-time. Look at the comments they leave and the engagements they offer. If they’re not interacting, it could be that your content isn’t getting seen, or maybe it’s just not resonating with your audience. If they’re leaving comments, sharing, and interacting with your posts, you can get a lot of information just by listening organically on social media.

    Related reading: How to Maximize Website Traffic with a Content Audit—and What to Do Next

    Building content efficiency and earning executive buy-in

    Martynas: How can marketing and public relations teams take proactive steps to streamline the process and enhance collaboration?

    Mariah: Shared calendars are important. Often in a big institution, it can be complicated (to say the least) to combine all your ideas. In small organizations, when you have a one- or two-person marketing team, you don’t always have much opportunity to bounce ideas around.

    However, if you make an effort to have a 10- or 15-minute touch-base meeting, it can make a big difference. What are the top stories you need to cover for your department this week? Discuss your ideas and identify where projects overlap. It’s those overlaps where you can find some powerful additional content that you can spread out all month.

    You can save your teams and subject matter experts a lot of time and effort when you’re creating one robust piece of strategic content instead of three or four less impactful pieces.

    Martynas: How do you communicate the long-term value of storytelling and content marketing to stakeholders inside the company who may be looking for short-term results?

    Mariah: The beauty of content marketing is sometimes you know a piece is going to take off and be impactful, and sometimes you don’t know. If you can show off incremental wins and demonstrate the strategy of leveling up week after week, month after month, it shows you have thought behind your process.

    Bringing data is always important, especially when you’re working with executives. They like to see those numbers, and they like to know what you’re doing with those numbers and how you’re going to continue to grow. Show them the quick wins and show them the long-term strategy. Show them where you are now and demonstrate how that strategy will get the company to where it wants to go.

    AI and the future of content marketing

    Martynas: How do you think the algorithms are shaping the way companies are communicating with audiences?

    Mariah: Over the years, we’ve seen people’s opinions, tactics, and content change. One thing that’s stayed true is that anything created for humans is always going to resonate better in the long term, and it’s going to serve you better than anything you’ve designed to appeal to an algorithm.

    Five or 10 years ago, writing for SEO was the big thing. People were plugging in keywords every other sentence, and the content became unreadable. That worked for a while. Your page might rank first or second on Google, but it would plummet right away when people found it unusable. According to Google, the more you write for human beings the more your content will be viewed as relevant, and the more it will get picked up—in search and by these generative AI products. It’s all about relevance and usefulness. In a world of commodity content that anybody can create, that’s what’s going to help you stand out.

    Martynas: There are so many changes happening in the marketing industry these days, and Stamats has been around for 100 years now. How do you see the future evolving, and where are the opportunities for companies?

    Mariah: As marketers, writers, and designers, it’s tempting to feel threatened by some of these new technological tools like ChatGPT and even Canva. It’s important to remember there’s always a burst of Shiny Object Syndrome.

    New things come out, and we have this collective freakout moment. Then over the next couple of months, people start to realize these things can be used to enhance our work, make us more efficient, and serve our clients and their budgets well.

    We have to be willing to be flexible, to try new things, and not put our eggs all in the same basket. I guarantee that in six months it’s going to look wildly different from what it is now, so the best thing we can do is buckle up, work AI into our processes, and go from there.

    About Mariah Obiedzinski

    Mariah brings training in journalism and decades of experience leading content marketing teams in content strategy, writing, subject matter expert and stakeholder interviews, and content marketing initiatives.

    Catch her at an upcoming speaking engagement: 

    Stamats works with clients to maximize the impact of their content marketing strategy. Schedule a time to talk with an expert about your content.

  • Crisis Communication: Navigating the First 60 Minutes

    Crisis Communication: Navigating the First 60 Minutes

    Here are five things every leader should know about crisis communication that can foster success in your next crisis:

    Establish a Comprehensive Plan: Anticipation is paramount. You should already have a thorough crisis communication plan detailing protocols, roles, and responsibilities specific to your industry. This plan should outline steps to be taken in the early stages of a crisis to ensure a rapid and efficient response. When your stakeholders are involved, quick action can save lives.

    Designate a Specialized Team: Assemble a dedicated crisis communication team comprising people from diverse departments within your organization. Led by the Internal Communications team, this team should be thoroughly trained in the plan, have access to clear communication channels, and be prepared to act swiftly during a crisis. Consider including legal, HR, security, operations, and risk management experts to ensure a holistic approach to crisis management.

    Assess the Situation Thoroughly: Prioritize gathering accurate information and assess what’s happening. Determine the gravity and potential ramifications of the crisis, identify all relevant stakeholders, and anticipate any obstacles that may arise. Think like a concerned citizen or reporter and consider their perspectives and what they want to know by developing a methodical and investigative approach to uncovering valuable insights about the event.

    Embrace Transparency and Authenticity: During a crisis, timely communications, transparency, authenticity, and unwavering resolve are indispensable. Promptly acknowledge what is happening, take ownership of errors or wrongdoing, and communicate openly with stakeholders. Admitting accountability cultivates trust and credibility among your audience.

    Remain Flexible and Adaptive: Adaptability is a cornerstone of effective crisis communication. As new information surfaces and the crisis evolves, be prepared to adjust your communication strategy accordingly. Keep track of media and communication responses. Stay agile, remain proactive, and learn from past experiences to refine your crisis preparedness efforts.

    The first 60 minutes of a crisis are pivotal in shaping its trajectory and mitigating potential reputational harm. Leverage expertise when and where possible. Adhere to these principles and navigate crises effectively while safeguarding the well-being of the institutions and the communities you serve.

    Related reading: When Freedom of Expression Endangers Critical Stakeholder Support

  • How to Increase Application Yield

    How to Increase Application Yield

    In short, it ensures the student has a five-star experience as they move through the recruitment funnel. What does a five-star experience look like? The following are five areas to focus on:

    1. Spoon-feed steps in communications.

    Break down everything a student needs to know to start class on time into small, bite-size messaging. Use data to send relevant communication to each stage. If a student is at the inquiry level, they are most likely interested in learning about the programs you offer, the admission process, and how much it costs to attend your institution. To help them connect dots, weave in images and information about how your institution is a great fit for them as a student.

    Layer messaging.

    Duplicate messaging and layer it into multiple modes. For example, if the institution sends information in an email about how to apply for fall, layer it with a postcard, a social media post, and a handout given when they visit campus for a tour. If they have provided a cell number and approved you communicating in this format, a quick text message driving them to a carefully curated landing page explaining how to apply can also be a layer. Get creative and develop layers of communication that reach students in different modes of communication.

    Provide updates and confirmation communications.

    Equally important as sending messages about what a student may need to complete is sending messages confirming steps completed. These small messages saying, “We received your information or application or transcripts,” are a great way to continue to engage with students while also building trust. Providing spoon-fed confirmation messages keeps the interest piqued and brings them along the path to starting at your college. For instance, messaging around recruitment events is an opportunity to build trust and relationships with potential students. Include a message flow like the following to prompt the family and students who are visiting campus. Help families make their way toward your campus when they are navigating a new town, a new campus, and just about new everything.

    • Event landing page that includes maps, instructions, lodging recommendations, a link to forecasted weather, and where to eat
    • Event invite email
    • Event confirmation email message, which includes a summary of the day and time, and how many in the student’s party are registered to attend
    • Event confirmation text message with a link to the event landing page for details
    • Reminder email with information about the event, what to expect, link to the event landing page—include parking information and other details about the day specific to the event
    • Reminder text with a link to the event landing page
    • Phone call reminder to help connect and answer any questions before the event
    • Thank you card post-event

    2. Engage with your inquiries and applicants at a personal level.

    Make sure recruitment is texting or calling students to engage in a conversation and help potential students figure out plans to attend college. Learning about their goals and providing assistance learning about your institution builds trust and strengthens your brand.

    Find a creative way to engage with your applicants. Host virtual events to help with applications and other admission questions. Design VIP events for students who are dual credit at your institution and are seniors. Roll out the red carpet and provide services and bonuses for being a dual credit who is matriculating to your institution. Provide one-on-one special sessions to create academic plans that include their dual credit. Walking the student through the credits they are either currently completing or have already completed draws direct conclusions of the advantage for attending post-high school. During your time together, put a package together to help them financially budget for attending your institution.

    3. Confirm EARLY to include family in the process.

    Family communication is an important part of the recruitment puzzle. When I was working in admissions, we would undoubtedly receive phone calls from frustrated parents concerned about pending due dates. It was clear they hadn’t been added to the parent communication flow, nor were their students keeping them up to speed on the steps to applying to the institution. This leads to a great point about making sure you have a communication flow and a means for students to be added when they call into the office. Providing this solution is a great way to build relationships by providing them a solution to keep them in the loop. Include a communication that asks the student for the parent information. By the time they get to the application stage, parent information is usually collected. However, asking for the information at the inquiry stage is a proactive approach to build cheerleaders for your institution.

    4. Pay careful attention to the footsteps of an applicant.

    Applicants have three basic buckets they exist in through the process:

    1. Application started but not submitted
    2. Application is submitted but admission file is incomplete
    3. Decision is made but student has not registered

    Within each phase, there are other gaps or spaces created by technology and human processing. Find these gaps and address them! What does this look like? Start with the first phase: application started but not submitted. Presuming your institution has a digital application portal, there is a very dark hole that can occur at this stage. Ask yourself, “If an applicant starts an application but doesn’t submit, where does this data reside?” Sometimes there are two places for gaps to occur—at the first screen where authentication is set up and after authentication is established. Are these two lists receiving communications? What kind of follow-up is offered to these two lists or groups? Find these lists and strategize how the institution can connect with these students.

    Related reading: Changing the Game: How Modern Enrollment Operations Use Data to Engage Students

    5. Have an awesome website that is easy to navigate and fits the student’s path toward matriculation.

    Messy websites are one of the quickest ways to lose a prospective student. If a student or family member can’t find the topic they need to help make a decision of where to attend, they will move on. Higher ed is a competitive market with lots of choices. It is easy to move on with a single click of a mouse.

    Ask yourself if these items are within one click of the home page. Can a potential student or family member:

    • Submit an inquiry form to be added to an email list?
    • Submit an application to your institution?
    • Find a list of programs offered at your institution?
    • Find general numbers for the cost to attend?

    The next layer of information is for students who have applied and are admitted. Information on these steps and the departments the student will connect to must be easy to find. The page(s) should have clear instructions of next steps with corresponding links to take action. Give a brief explanation of what must be done and a way to finish the step.

    The five-star experience is about anticipating what the prospective student needs. Use tools like secret shopping to see what the experience is like for a new inquiry and a new applicant. What did you expect, and what is the shortfall from the expectation? Here is where to start. Here is where to fine-tune the experience and bring it from good or okay to great.

    Want to learn more? Pick up the book Enroll More Now. We have power-packed tactics and strategies that are easy to read and implement at your institution, leading to better applicant yields.

    Ready to take the next step and add expertise to your team? Send me a quick email and we can set up a meeting to talk through your questions.

    Related Reading: The Cost of Student Recruitment