Multimedia Team project email templates to reference or save as Gmail Templates.
Panels Key:
| Info |
|---|
Email that comes Who to include, from Team Manger |
| Tip |
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Email that comes from MMDWho to include, from MMD |
Reply all suggestion
| Note |
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Time sensitive note |
Required Emails
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MMD Assignments (Week 1)
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Media Services Intro (Week 2-3)
| Tip |
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To: Faculty , |
Subject Line
eCampus Multimedia Team
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Scoping Meeting Follow-Up (Week 4)
| Tip |
|---|
To: Faculty, |
Subject Line
Course ### Media Scoping Follow-Up
Body
Hi [name],
It was a pleasure meeting with you to discuss media for your course.
[recap of what was discussed, additional meeting scheduled, etc]
[list of media deliverables, next steps, and timeline to complete]
Here are additional resources that will help:
Multimedia Team Portfolio - examples from other courses we’ve helped
Panopto - Learn how to use Boise State’s video platform
Video Best Practices - Tips for creating better videos
Multimedia Team Canvas (accept invite in Canvas) - see how media looks in a course
Please don't hesitate to reach out should any additional questions or concerns come up.
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Media Status Update (Weeks 7-12)
Easiest to reply all to QA update emails.
| Tip |
|---|
To: Faculty |
Here's an update on media items for [COURSE ###].
In-Progress
XXXX
Need Review
XXXX
Waiting On Faculty
XXXX
Any media items still waiting on faculty by week 12 will be canceled as our work has shifted to the next semester's courses.
...
Hi Team,
Here’s a quick MEDIA update and some next steps:
✅ Completed:
XXXX
🚀 Action Items:
[Instructor/IDC] – XXXX
[Instructor/IDC] – XXXX
[MMD] – XXXX
Let me know how I can assist with any part of this process.
⏲️ Deadlines Reminder:
Week 10 - last week for me to receive any additional media requests
Week 12 - all media tasks completed
Week 13 - unfinished media marked ‘Canceled’ in Creative Brief with notes
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Media Completion (Week 12)
Easiest to reply all to QA update emails.
| Tip |
|---|
To: Faculty |
Hi Team,
This is the final MEDIA update for this project. I have completed all the media for this course.
✅ Completed:
XXXX
XXXX
🚀 Action Items:
[Instructor/IDC] – Please verify that I’ve completed all media requests for this course.
🚨 Canceled:
The following items were ‘Canceled’ and noted in the Creative Brief:
XXXX
I’m happy to help with any remaining questions or concerns.
Sincerely,
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Media Complete Survey (Week 15)
| Note |
|---|
Send 1 week after completion of project |
| Info |
|---|
To: Faculty |
Subject Line
...
Thank you,
Submit
Other Emails
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End Of Week Summary
| Tip |
|---|
To: ec2-MM-Team |
Subject: End-of-Week Summary
Hi Team,
Here’s my work summary for this week:
Completed:
[Brief description of completed task 1]
[Brief description of completed task 2]
[Brief description of completed task 3]
In Progress:
[Ongoing task 1 and its current status - done by ###]
[Ongoing task 2 and its current status - done by ###]
Challenges & Questions:
[Any roadblocks or questions that need input]
Next Week’s Priorities:
[Planned task 1 - done by ###]
[Planned task 2 - done by ###]
[Planned task 2 - done by ###]
Let me know if there’s anything else you need from me. Have a great weekend!
Best,
[Name]
Film Day
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| Note |
|---|
Send 2 days before scheduled film sessions. |
| Tip |
|---|
To: Faculty |
Subject Line
📽️ Course ### Upcoming Film Session 📽️
Body
Hello [FACULTY],
We look forward to your upcoming film session in the ES Studio on June 20 from 1p-3p[date] from [time to time].
Where
Ron and Linda Yanke Family Research Park, 220 E. Parkcenter Blvd
Visitor Parking parking spaces are available near the front entrance
When you enter the building, take a right for the Extended Studies offices and a staff member will help you locate our film studio
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Greenscreen, blue, black, or white curtains? We recommend blue
sitting or standing?
scripts to be added to the teleprompter
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Cell: ###-###-####
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Video First Drafts
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| Note |
|---|
Sent 1-2 days after film session |
| Tip |
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To: Faculty |
Hello [FACULTY],
Your video first drafts are now available for review. These are the best cuts from each of your takes. Please let me know if you notice any issues.
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Caption Request (internal)
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| Tip |
|---|
To: ecampusvetting@boisestate.edu |
All videos for [COURSE] are ready for captioning here: [PANOPTO FOLDER LINK]
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Thank you!
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PowerPoint Recordings
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| Tip |
|---|
To: Faculty |
Hi XXXX,
We recommend recording PowerPoint presentations withPanopto using your Boise State credentials. Once you’ve logged into Panopto, see Recording Presentations.
Please let me know if you have any additional questions.
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