Part 2: Collaborating with Faculty Experts: A How-To Guide for Marketing Departments & Deans

Dec 10, 2019

6 min

Deanne TaenzerPeter Evans



In my last blog post, I shared some strategies that marketing departments can use to collaborate with their faculty experts (Read Part I). This post will reveal the final five principles that will help you collaborate with your faculty and get better results.



6. Show Quick Wins to Get Momentum


As the old saying goes, “nothing succeeds like success.” We all like to back winners. So while you won’t immediately see massive changes across the board on day one, it’s important to show progress. Expert marketing programs deliver significant results over the long run but you must communicate the early wins you achieve in the first few months to create internal momentum.


Remember it’s not just about the numbers. It’s just as important to provide qualitative information on the market interactions you are generating for your experts. For instance look at these early indicators:


  • Contribution – Who’s participating in contributing content to your expert center? Look at key types of files such as publications, videos and presentations.
  • Engagement – Also consider sending stats out to your experts showing which profiles get the most amount of web traffic.
  • Other Results – Speak to activities where you used your expert content to do outbound story pitches to media. Also mention coverage you are getting, or speaking engagements that resulted from inquires received from your expert profiles. For instance, one of our ExpertFile clients, very soon after launching their expert center received an inquiry from a major engineering publication for one of their professors, a direct result of their participation in the Expert Center.  Communicating this to other faculty drives engagement.
  • Tip: Send out a quick “Leaderboard” email showing the top five or ten experts who rank highest in completed profiles. This public recognition will get noticed.



7. Opt-In your Experts For Various Research, Writing & Speaking Contributions


The famous “help me, help you” quote from Jerry Maguire sums up the importance of collaborating effectively with your experts. They are very busy people; meeting them halfway will ensure mutual success.


  • Get some face time: Emails with requests to send information often will go ignored.  Instead invest the time to set up a quick meeting at their office to review and update their expert profile to make sure it’s up to date. Locate new projects that are in progress such as publications or speaking engagements and set a date to check-in with them.
  • Identify Opportunities: Identify their key research interests and passions to see where they can help in contributing to the overall content mix.
  • Organize Your Content Contributions: Build out a list of key areas for each expert where they can “opt-in” to contribute to your expert marketing programs. Think about various areas they can help as a researcher, writer, or speaker for both internal and external events. Remember, there are many jobs to be done across campus that go way beyond media interviews. Identify who can write blog posts, contribute to content in a research capacity, or even review story pitches. Track these commitments and follow up with your experts and you will see the payoff. Many experts want to help, but it’s important to approach them and organize your interactions with them in an efficient manner for success. Content planning frameworks are a great way to track this information.



8. Put Your Experts in the Spotlight


Want to see better results from your media relations efforts? Organize your experts based on areas of interest. Once you’ve curated that list, you can align your experts with breaking news events and other opportunities on your editorial calendar. Here’s how it looks:


  • Set up a “Topic Cloud”:  List all the areas of interest that your faculty experts want to speak on. Make sure the terms you use are relevant to what journalists are searching for on Google. Start at a high level and then drill down for a structured taxonomy of terms. For instance if you have a medical expert who speaks about ebola you also should index them under the term “infectious disease” as journalists also use this search term when looking for sources.
  • Align Your Experts with an Editorial Calendar: An editorial calendar allows you to plan content well ahead of time so you can promote upcoming research, publications and other announcements. Mapping experts to these events in advance will deliver better quality output and engagement. For example, there are always stories that recur every year, things like tornadoes, taxation, gas prices and the like. Preparing for these stories allows you to have your angle ready, along with creative assets such as images and videos that will engage targeted audiences. With this work already done, you will have time to attend to other pressing matters.
  • Get Ready to Pounce on Breaking News: The benefits of real-time marketing and helping journalists write the next paragraph of a breaking story are immense, but this is a game of speed. Matching the right expert to the right media opportunity requires this type of pre-planning to identify who the go-to people are within your organization.



9. Develop a Scorecard: Identify Some The Expert Metrics You want to Measure


Here are the categories you need to pay attention to as you evaluate your progress as an organization:


Contribution – Show stats on how you are seeing growth in published content assets. Track the growth in areas such as the number of published expert profiles, % completion of profiles and growth of published content in categories such as videos, PowerPoint presentations, and whitepapers.


Engagement – Ask your digital team to provide stats on the number of profile views each expert is receiving monthly. Try ranking some of your top experts and send out a note congratulating them. Also try to spot trends such as traffic spikes related to topics that may be of interest to the media. These metrics can help you decide what topics you focus on when producing content or promoting your experts to journalists.


Inquiries – Requests to contact your experts can come from a variety of audiences, and all can be valuable for internal departments ranging from media relations and advancement to recruiting. It’s important to evaluate what types of requests you are receiving. You can sort and route these requests more efficiently with an online form.  Some suggested categories you can track include:

  • Media Inquiries
  • Speaking Inquiries
  • Expert Witness Inquiries
  • Student or Parent Inquiries (classify by type i.e. Graduate Students, Foreign Students)
  • Donor Inquiries
  • Partner Inquiries
  • Research Collaboration Inquiries


Results – While it can be difficult to close the loop on all requests that you generate from your expert marketing efforts, try linking the source of your inquiries back to results. For instance, if you are doing clip reports, highlight specific media coverage that resulted from your efforts.


You should also look at other important data such as student inquiries and donor connections that are made through your expert marketing programs. This will help you justify the return on investment and perhaps allow you to secure additional budget and resources from various groups in the organization who benefit.



10. Make Your Experts Feel Special: Don’t Forget Rewards and Incentives


Anyone running a successful expert marketing program will tell you that it’s important to embrace some of the “softer” people skills to get results. It is essential to provide feedback and recognition to contributors to keep them motivated to help you. Remember that your experts are in constant demand, so you are competing for their most limited resource – their time. Here are some key things you should consider when working with your experts:


  • Be Visible: Walk the campus and take an active interest in the work your experts are doing. Face-to-face meetings are an important part of enlisting support.
  • Educate Them on Their Value as Experts: Help your experts understand how their contributions can impact areas related to media coverage, student enrolment, donor and alumni relations, and government and corporate sponsorships.
  • Offer Assistance: Help them manage their online presence in your expert center. Make it as simple as possible to update content such as presentations, videos and speaking engagements.
  • Recognize Key Contributions: Send personal notes to experts to thank them for their help. You can also do a shout out via email to a list of key contributors.


Connect with:
Deanne Taenzer

Deanne Taenzer

Vice President

Connecting Experts, Thought Leaders and Great Minds

Digital Content to engage AudiencesCoaching and Team LeadershipCloud ApplicationsCloud Based ServicesHigher Education
Peter Evans

Peter Evans

Co-Founder & CEO

Recognized speaker on expertise marketing, technology and innovation

Media TrendsThought LeadershipMarketingTechnologyInnovation

You might also like...

Check out some other posts from ExpertFile

3 min

From Saint to Superstar: The Remarkable History of Santa — and His Many Global Identities

Santa Claus may look familiar — red suit, white beard, infectious laugh — but behind the modern icon is a centuries-long story shaped by religion, folklore, migration, marketing, and local tradition. Far from being a single character, “Santa” is a global collection of gift-givers, each reflecting the culture that shaped them. The Historical Roots: A Saint Becomes a Symbol The story of Santa Claus begins with St. Nicholas, a 4th-century Greek bishop known for generosity, compassion, and secret gift-giving. Stories of Nicholas helping the poor — often anonymously — spread across Europe, establishing a lasting connection between generosity and winter celebrations. Over time, St. Nicholas evolved from a religious figure into a folkloric one as traditions blended with local customs, seasonal festivals, and storytelling. The idea of a benevolent winter gift-giver became firmly embedded in European culture long before Santa ever boarded a sleigh. Santa in North America: Reinvention and Red Suits In North America, Santa Claus emerged as a cultural hybrid: Dutch settlers brought traditions of Sinterklaas 19th-century poems and illustrations reshaped Santa into a jovial, approachable figure 20th-century popular culture and advertising standardized the modern image: red suit, round belly, flying reindeer, North Pole address What began as a saintly figure became a universal symbol of generosity, childhood wonder, and seasonal joy — largely detached from religious roots but deeply tied to cultural celebration. Santa Around the World: Same Spirit, Different Stories Santa’s core traits — kindness, generosity, winter magic — remain consistent, but his appearance and habits vary widely: Europe Sinterklaas (Netherlands & Belgium): Arrives by boat, wears bishop’s robes, celebrated earlier in December Father Christmas (UK): Rooted in feasting and goodwill, later merged with Santa traditions Père Noël (France): Delivers gifts with a quiet, gentle presence La Befana (Italy): A broom-riding grandmother figure tied to Epiphany traditions Nordic Countries Joulupukki (Finland): Lives in Lapland, wears practical winter clothing, and feels distinctly grounded in nature Julenisse (Norway & Denmark): A blend of Santa and household folklore spirits Asia Hoteiosho (Japan): A cheerful monk associated with happiness and abundance Christmas gift-givers in many Asian countries are largely secular, tied to pop culture rather than religion Latin America Papá Noel: Often coexists with religious gift-bringers tied to Epiphany Emphasis may be placed more on community and family than individual gift-giving Why Santa Still Matters Santa’s endurance lies in his adaptability. He absorbs cultural values — generosity, kindness, joy — and reflects them back in familiar, comforting ways. Whether religious, secular, or purely symbolic, Santa represents shared traditions that bring people together during the darkest days of the year. Story Angles for Journalists How St. Nicholas became a global icon The commercialization of Santa — myth vs. modern marketing Cultural identity through holiday folklore Why children worldwide believe in gift-givers How immigrant communities blend Santa traditions Santa as a mirror of societal values across cultures Why This Matters Today In an increasingly globalized world, Santa Claus is a rare figure who crosses borders with ease — adapting, evolving, and uniting cultures through shared storytelling. His many forms remind us that traditions aren’t static; they grow with the people who keep them alive. Journalists covering culture, history, religion, folklore, or holiday traditions can connect with historians, anthropologists, religious scholars, and cultural experts through ExpertFile to explore how Santa continues to shape — and reflect — societies around the world. Find your expert here: www.expertfile.com

9 min

ChatGPT-5.2 Now Achieves “Expert-Level” Performance — Is this the Holiday Gift Research Communications Professionals Needed?

With OpenAI’s latest release, GPT-5.2, AI has crossed an important threshold in performance on professional knowledge-work benchmarks. Peter Evans, Co-Founder & CEO of ExpertFile, outlines how these technologies will fundamentally improve research communications and shares tips and prompts for PR pros. OpenAI has just launched GPT-5.2, describing it as its most capable AI model yet for professional knowledge work — with significantly improved accuracy on tasks like creating spreadsheets, building presentations, interpreting images, and handling complex multistep workflows. And based on our internal testing, we're really impressed. For communications professionals in higher education, non-profits, and R&D-focused industries, this isn’t just another tech upgrade — it’s a meaningful step forward in addressing the “research translation gap” that can slow storytelling and media outreach. According to OpenAI, GPT-5.2 represents measurable gains on benchmarks designed to mirror real work tasks.  In many evaluations, it matches or exceeds the performance of human professionals. Also, before you hit reply with “Actually, the best model is…” — yes, we know. ChatGPT-5.2 isn’t the only game in town, and it’s definitely not the only tool we use. Our ExpertFile platform uses AI throughout, and I personally bounce between Claude 4.5, Gemini, Perplexity, NotebookLM, and more specialized models depending on the job to be done. LLM performance right now is a full-contact horserace — today’s winner can be tomorrow’s “remember when,” so we’re not trying to boil the ocean with endless comparisons. We’re spotlighting GPT-5.2 because it marks a meaningful step forward in the exact areas research comms teams care about: reliability, long-document work, multi-step tasks, and interpreting visuals and data. Most importantly, we want this info in your hands because a surprising number of comms pros we meet still carry real fear about AI — and long term, that’s not a good thing. Used responsibly, these tools can help you translate research faster, find stronger story angles, and ship more high-quality work without burning out. When "Too Much" AI Power Might Be Exactly What You Need AI expert Allie K. Miller's candid but positive review of an early testing version of ChatGPT 5.2 highlights what she sees as drawbacks for casual users: "outputs that are too long, too structured, and too exhaustive."  She goes on to say that in her tests, she observed that ChatGPT-5,2 "stays with a line of thought longer and pushes into edge cases instead of skating on the surface." Fair enough. All good points that Allie Miller makes (see above).  However, for communications professionals, these so-called "downsides" for casual users are precisely the capabilities we need. When you're assessing complex research and developing strategic messaging for a variety of important audiences, you want an AI that fits Miller's observation that GPT-5.2 feels like "AI as a serious analyst" rather than "a friendly companion." That's not a critique of our world—it's a job description for comms pros working in sectors like higher education and healthcare. Deep research tools that refuse to take shortcuts are exactly what research communicators need.  So let's talk more specifically about how comms pros can think about these new capabilities: 1. AI is Your New Speed-Reading Superpower for Research That means you can upload an entire NIH grant, a full clinical trial protocol, or a complex environmental impact study and ask the model to highlight where key insights — like an unexpected finding — are discussed. It can do this in a fraction of the time it would take a human reader. This isn’t about being lazy. It’s about using AI to assemble a lot of tedious information you need to craft compelling stories while teams still parse dense text manually. 2. The Chart Whisperer You’ve Been Waiting For We’ve all been there — squinting at a graph of scientific data that looks like abstract art, waiting for the lead researcher to clarify what those error bars actually mean. Recent improvements in how GPT-5.2 handles scientific figures and charts show stronger performance on multimodal reasoning tasks, indicating better ability to interpret and describe visual information like graphs and diagrams.  With these capabilities, you can unlock the data behind visuals and turn them into narrative elements that resonate with audiences. 3. A Connection Machine That Finds Stories Where Others See Statistics Great science communication isn’t about dumbing things down — it’s about building bridges between technical ideas and the broader public. GPT-5.2 shows notable improvements in abstract reasoning compared with earlier versions, based on internal evaluations on academic reasoning benchmarks.  For example, teams working on novel materials science or emerging health technologies can use this reasoning capability to highlight connections between technical results and real-world impact — something that previously required hours of interpretive work. These gains help the AI spot patterns and relationships that can form the basis of compelling storytelling. 4. Accuracy That Gives You More Peace of Mind...When Coupled With Human Oversight Let’s address the elephant in the room: AI hallucinations. You’ve probably heard the horror stories — press releases that cited a study that didn’t exist, or a “quote” that was never said by an expert. GPT-5.2 has meaningfully reduced error rates compared with its predecessor, by a substantial margin, according to OpenAI  Even with all these improvements, human review with your experts and careful editing remain essential, especially for anything that will be published or shared externally. 5. The Speed Factor: When “Urgent” Actually Means Urgent With the speed of media today, being second often means being irrelevant.  GPT-5.2’s performance on workflow-oriented evaluations suggests it can synthesize information far more quickly than manual review, freeing up a lot more time for strategic work.  While deeper reasoning and longer contexts — the kinds of tasks that matter most in research translation — require more processing time and costs continue to improve. Savvy communications teams will adopt a tiered approach: using faster models of AI for simple tasks such as social posts and routine responses, and using reasoning-optimized settings for deep research. Your Action Plan: The GPT-5.2 Playbook for Comms Pros Here’s a tactical checklist to help your team capitalize on these advances. #1 Select the Right AI Model for the Job: Lowers time and costs • Use fast, general configurations for routine content • Use reasoning-optimized configurations for complex synthesis and deep document understanding • Use higher-accuracy configurations for high-stakes projects #2 Find Hidden Ideas Beyond the Abstract: Deeper Reasoning Models do the Heavy Work • Upload complete PDFs — not just the 2-page summary you were given • Use deeper reasoning configurations to let the model work through the material Try these prompts in ChatGPT5.2 “What exactly did the researchers say about this unexpected discovery that would be of interest to my <target audience>? Provide quotes and page references where possible.” “Identify and explain the research methodology used in this study, with references to specific sections.” “Identify where the authors discuss limitations of the study.” “Explain how this research may lead to further studies or real-world benefits, in terms relatable to a general audience.” #3 Unlock Your Story Leverage improvements in pattern recognition and reasoning. Try these prompts: “Using abstract reasoning, find three unexpected analogies that explain this complex concept to a general audience.” “What questions could the researchers answer in an interview that would help us develop richer story angles?” #4 Change the Way You Write Captions Take advantage of the way ChatGPT-5.2 translates processes and reasons about images, charts, diagrams, and other visuals far more effectively. Try these prompts: Clinical Trial Graphs: “Analyze this uploaded trial results graph upload image. Identify key trends, and comparisons to controls, then draft a 150-word donor summary with plain-language explanations and suggested captions suitable for donor communications.” Medical Diagrams: “Interpret these uploaded images. Extract diagnostic insights, highlight innovations, and generate a patient-friendly explainer: bullet points plus one visual caption.” A Word of Caution: Keep Experts in the Loop to Verify Information Even with improved reliability, outputs should be treated as drafts.  If your team does not yet have formal AI use policies, it's time to get started, because governance will be critical as AI use scales in 2026 and beyond.  A trust-but-verify policy with experts treats AI as a co-pilot — helpful for heavy lifting — while humans remain accountable for approval and publication.  The Importance of Humans (aka The Good News) Remember: the future of research communication isn’t about AI taking over — it’s about AI empowering us to do the strategic, human work that machines cannot. That includes: • Building relationships across your institution • Engaging researchers in storytelling • Discovering narrative opportunities • Turning discoveries into compelling narratives that influence audiences With improvements in speed, reasoning, and reliability, the question isn’t whether AI can help — it’s what research stories you’ll uncover next to shape public understanding and impact. FAQ How is AI changing expectations for accuracy in research and institutional communications? AI is shifting expectations from “fast output” to defensible accuracy. Better reasoning means fewer errors in research summaries, policy briefs, and expert content—especially when you’re working from long PDFs, complex methods, or dense results. The new baseline is: clear claims, traceable sources, and human review before publishing. ⸻ Why does deeper AI reasoning matter for communications teams working with experts and research content? Comms teams translate multi-disciplinary research into messaging that must withstand scrutiny. Deeper reasoning helps AI connect findings to real-world relevance, flag uncertainty, and maintain nuance instead of flattening meaning. The result is work that’s easier to defend with media, leadership, donors, and the public—when paired with expert verification. ⸻ When should communications professionals use advanced AI instead of lightweight AI tools? Use lightweight tools for brainstorming, social drafts, headlines, and quick rewrites. Use advanced, reasoning-optimized AI for high-stakes deliverables: executive briefings, research positioning, policy-sensitive messaging, media statements, and anything where a mistake could create reputational, compliance, or scientific credibility risk. Treat advanced AI as your “analyst,” not your autopilot. ⸻ How can media relations teams use AI to find stronger story angles beyond the abstract? AI can scan full papers, grants, protocols, and appendices to surface where the real story lives: unexpected findings, practical implications, limitations, and unanswered questions that prompt great interviews. Ask it to map angles by audience (public, policy, donors, clinicians) and to point to the exact sections that support each angle. ⸻ How should higher-ed comms teams use AI without breaking embargoes or media timing? AI can speed prep work—backgrounders, Q&A, lay summaries, caption drafts—before embargo lifts. The rule is simple: treat embargoed material like any sensitive document. Use approved tools, restrict sharing, and avoid pasting embargoed text into unapproved systems. Use AI to build assets early, then finalize post-approval at release time. ⸻ What’s the best way to keep faculty “in the loop” while still moving fast with AI? Use AI to produce review-friendly drafts that reduce load on researchers: short summaries, suggested quotes clearly marked as drafts, and a checklist of claims needing verification (numbers, methods, limitations). Then route to the expert with specific questions, not a wall of text. This keeps approvals faster while protecting scientific accuracy and trust. ⸻ How should teams handle charts, figures, and visual data in research communications? AI can turn “chart confusion” into narrative—if you prompt for precision. Ask it to identify trends, group comparisons, and what the figure does not show (limitations, missing context). Then verify with the researcher, especially anything involving significance, controls, effect size, or causality. Use the output to write captions that are accurate and accessible. ⸻ Do we need an AI Use policy in comms and media relations—and what should it include? Yes—because adoption scales faster than risk awareness. A practical policy should define: approved tools, what data is restricted, required human review steps, standards for citing sources/page references, rules for drafting quotes, and escalation paths for sensitive topics (health, legal, crisis). Clear guardrails reduce fear and prevent preventable reputational mistakes. If you’re using AI to move faster on research translation, the next bottleneck is usually the same one for many PR and Comm Pros: making your experts more discoverable in Generative Search, your website, and other media. ExpertFile helps media relations and digital teams organize their expert content by topics, keep detailed profiles current, and respond faster to source requests—so you can boost your AI citations and land more coverage with less work.                                            For more information visit us at www.expertfile.com

3 min

The Light That Lasts: Exploring the Meaning and Magic of Hanukkah

Hanukkah may not be the biggest holiday in Judaism, but culturally it’s one of the most recognizable — a celebration of resilience, identity, family, and (let’s be honest) some of the world’s finest fried foods. Behind the candles and the dreidels is a deeper story that continues to resonate across generations, especially in a time when conversations about cultural identity, belonging, and freedom are front and centre. Where It All Begins: A Miracle of Light in a Time of Darkness Historically, Hanukkah commemorates the rededication of the Second Temple in Jerusalem around 164 BCE after the Jewish people, led by the Maccabees, revolted against oppressive rule. When they reclaimed the Temple, tradition says only one day’s worth of purified oil remained — yet it burned for eight days. This “miracle of the oil” inspired the festival: eight nights of light triumphing over darkness, both literally and symbolically. Cultural Significance: A Celebration of Identity and Resilience Hanukkah stands as a powerful reminder of: Religious freedom — the right to practice one’s traditions openly Perseverance in the face of adversity The strength of cultural identity and community While it is not one of Judaism’s major holy days, its timing in the winter — often alongside Christmas — has made it a cornerstone of Jewish visibility in North America and worldwide. For many families, the holiday carries a warm mix of pride, heritage, and continuity: a chance to tell stories, honour ancestors, and reinforce cultural roots in a rapidly changing world. The Festive Side: Food, Family, Flame… and Spinning Tops Hanukkah traditions vary around the globe, but common themes include: Lighting the Menorah Each night, families add one more candle, filling homes with increasing brightness — a powerful metaphor for hope and persistence. Fried Foods Potato latkes, sufganiyot (jelly-filled doughnuts), fritters — all fried to commemorate the oil of the miracle. Dieticians everywhere look the other way. Dreidel Games The spinning top (nun, gimel, hey, shin) is tied to historical stories of Jewish children studying Torah in secret. Today it’s mostly about bragging rights and chocolate coins. Gifts and Gatherings Gift-giving is a more modern tradition in some regions, influenced by cultural exchange with North American holiday norms. Looking for an angle or Story? Hanukkah in a multicultural society — how Jewish visibility shapes community identity The Maccabees and modern conversations about resistance and resilience Evolving Hanukkah traditions across the global Jewish diaspora Food as cultural storytelling — the symbolism of oil in holiday cuisine The rise of public menorah lightings and interfaith holiday events How Hanukkah has been portrayed in pop culture — and why representation matters Why Hanukkah Still Resonates Today Hanukkah is more than a ritual of candles — it’s a celebration of survival, spirit, and cultural pride. In a world where communities continue to navigate questions of identity, inclusion, and tradition, the Festival of Lights offers a meaningful lens on perseverance and the enduring human drive toward hope. Connect with an expert today! Journalists exploring religion, culture, family traditions, or seasonal celebrations can connect with Hanukkah scholars, Jewish studies experts, cultural historians, and community leaders on ExpertFile for interviews and deeper insights. Find your expert here: www.expertfile.com

View all posts