While mass email is an effective way to communicate with internal audiences, knowing how best to use it, when, and with what tools can sometimes be confusing. The following provides a brief explanation of resources available to University of Minnesota communicators and guidelines for effective use of internal mass email.
As with all communications, proper planning is essential to ensure the success of internal mass email. While communicators and others often spend a great deal of time planning and producing print pieces, the same amount of rigor is sometimes lacking in email communications. As such, the relatively low cost and immediacy of sending mass email can actually be a detriment to the success of communications efforts. As with all communications, it is important to be intentional and strategic about the use of mass email. Questions to consider include:
If you would like to send a mass internal email to a large audience (e.g., all students, faculty, and/or staff) using Lyris, all requests must now be directed to University Relations. Use of the U’s mass internal email system is governed by the following principles:
To request the sending of a mass internal email through University Relations, you will need the approval of a University vice president or vice provost. Contact your office or unit’s communications staff to initiate this request. If it is determined by your staff communicator that a mass email is appropriate, that person will contact University Relations to schedule your email. Please provide University Relations at least one week’s notice to process your email request.
A few units send mass emails to the University community on a more regular basis. For these units, Internal Communications in University Relations can work to develop a strategy for Lyris access and use. To ensure coordination across University departments and units, University Relations facilitates Lyris implementation by working with communications and IT staff at the vice president or vice provost level; these individuals, in turn, work with their departments and units on local implementation strategies.
The Administrative Email Lists were created in 2009 to replace the Deans, Directors, Department Heads (DDD) list. The AEL, built using job code queries, are designed to be an effective way to communicate with University administrators, deans, directors, and department heads. Pulling data from job codes ensures that the information we use is current, centrally maintained, and helps to eliminate list duplication. The AEL is the University’s primary email solution for administrative communications.
To meet different needs, two sending options are available:
|AEL-OTHER@lists.umn.edu||Non-campus; e.g., Extension|
|AEL-TC@lists.umn.edu||Twin Cities Campus|
Using UM Reports, units can create their own campus mail or email lists. This tool gives units the ability to customize a mailing list to best suit the individual needs of each mailing; e.g., campus, active appointments only, specific colleges, full/part time, employee group, appointment term exclusions, etc. Please refer to HRMS Business Process: Custom Campus Mailings & Email Lists (PDF) and familiarize yourself with the restrictions of the tool and the University guidelines for producing mass communications.
A note about VIP email: To improve the effectiveness and efficiency of our mass internal email processes, the VIP email process was discontinued effective March 1, 2013.
For more information: For questions about mass internal email contact email@example.com.