E-mail Guidelines and Tags for Faculty and Staff Use
Why do we need E-mail Guidelines and Tags?
University of Southern Mississippi is a public institution touching
many constituencies daily.
image, behavior and the materials we disseminate reflect upon
the university directly.
the customer/student/general public perspective, Southern Miss
is one institution that stands for the principles we profess
in our vision, mission and values statements. Principally:
Leadership in Educating Students
Creating Healthier Communities
the Whole Student Economic
Academic Excellence Creating
Enriching the Cultural Environment
should portray these principles with the following characteristics:
Honor Respect Distinguished
Pride Enthusiasm Enlightenment
have been instilled with the public trust.
only because we are funded through tax dollars, but the people
of this state and region expect the highest degree of integrity
and purpose from our university. We are expected to deliver
on this promise. Therefore, it is vital the manner in which
we represent ourselves in word, voice, action and within all
is a critical channel.
is a standard form of today’s business communication. Also to
note, e-mail is an easy channel to “turn off” – filters take
away the “noise” and e-mail is easily deleted.
these and many other reasons, we as faculty and staff must understand
that our e-mails also represent us as a singular communication
piece. We are not there as our e-mails arrive or are opened
to explain “what we really meant” or how we really wanted to
be perceived. E-mails must be able to stand alone and represent
not only the sender but, in fact, the entire institution.
factors are important with e-mail communications:
– Our constituents need to feel like they are talking
to the same organization with a common purpose.
– Readability studies have shown that specific fonts, colors
and other tactics work best in the e-mail format to improve
open rates and overall success of communication.
– Business communications have standard expectations for professionalism,
correctness and message when representing an organization.
these simple yet effective business guidelines were created
to assist and enhance communication from our faculty
and staff to the outside constituencies to whom we communicate
each day via this critically important channel, e-mail.
here for the
or here for
Email Tags (pdf document).