Email & Newsletters

Email General Guidelines

Marketing Cloud is intended for large-distribution official communications to faculty, staff and/or students. One of the most common complaints about internal communications is, “I receive too many emails.” So, all of us who send email communications must be respectful of our colleagues’ time and workload. That means all senders must:

• Be careful to send only official communications
• Use clear subject lines, especially if action is required or an important deadline is approaching.
• Target audiences as specifically as possible
• Make sure the reason for the message is clear to the recipients.
• Event emails should be grouped into one email in beginning of the week rather than multiples throughout the week. *See Event promotion section for more information.

Ideally, organizations will combine information from various units into a single, periodic newsletter to send to its constituent audiences.

Event promotion

Each week there are dozens of scheduled events across the university and each one is very important to the unit or individual planning it. However, if we allowed each unit to send a blast email about their specific event to faculty, staff and/or students, all of our inboxes would soon be chaos.

Instead, for event promotion to internal audiences:

• The university events calendar is the primary vehicle for events notification. Instructions for submitting events to the calendar. Including it on the calendar allows it to be pulled for various event feeds on the website. Be sure to assign your events the appropriate category or categories. That way they are included in the Jagwire Events Weekly email that goes out every Monday to subscribers. Request your Poppulo administrator to include your event in a unit newsletter.