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When drafting effective emails, following best practices helps your communication stand out while maintaining professionalism. The following is a helpful guide for preparing emails to be shared with internal or external audiences.

1. Appropriate platform and compliance: Start by using a professional email marketing platform – one that complies with and regulations. External email messages must include an unsubscribe link. Current popular email platforms at èßäÊÓƵapp include My Emma, Mailchimp and Constant Contact.

   *èßäÊÓƵapp is piloting a new email marketing platform (Salesforce Marketing Cloud) and hopes to deploy the solution èßäÊÓƵappwide by FY 2025. Visit the project website for more information.

2. Brand consistency and personalization: Maintain a consistent èßäÊÓƵapp brand presence and incorporate personalization where possible. Be mindful of the "From" field, ensuring clarity and relevance in sender information. Visit èßäÊÓƵapp’s Brand Center for helpful information and other resources.

3. Accessibility and design: Keep accessibility standards in mind when designing emails. Create content that is accessible to all recipients, regardless of their abilities or devices. Litmus offers a helpful about email design and accessibility standards. Avoid using images to convey important details. Check èßäÊÓƵapp’s best practices guide for website SEO and accessibility.

4. List, data management (audience segmentation): Keep your email list and data organized and regularly updated to maintain its quality and relevance. Target messaging to specific audiences when prudent. Information about èßäÊÓƵapp’s bulk email lists managed by OIT is available online.

5. Collaboration and integration (calendar): Align email strategies across your division or school by synchronizing distribution calendars. Integrate email with social media campaigns for a cohesive marketing approach.

   *The new marketing cloud platform will allow èßäÊÓƵapp to better coordinate emails and campaigns across èßäÊÓƵapp with uniform data, email templates and a calendar.

6. Compelling content: Craft compelling subject lines and eye-catching content to grab attention amidst crowded inboxes. Be creative but brief with the subject line.

7. Engagement: Use a call-to-action button strategically to drive traffic and prompt desired actions from recipients. Avoid using a "no-reply" sender address to encourage interaction and feedback. Direct replies to a regularly monitored account. Remember to be thoughtful and timely with any responses.

8. Testing and optimization: Before sending campaigns, preview and test them to ensure seamless display across various devices and operating systems (Mac, PC, desktop, mobile). Segmentation and automation can streamline your workflow and enhance targeting.

9. Analytics: Use them to track success and adapt strategies for optimal results. Employ available tools and metrics to evaluate and refine your emails and strategy.

10. Avoid common pitfalls: Minimize spam risks by effectively structuring your content. Don’t be verbose; opt for concise and impactful language. Including cool images can enhance engagement, but don't overcrowd the email.

By following these practices, you can enhance the effectiveness of your emails, whether communicating within èßäÊÓƵapp or engaging with external audiences. Remember, a well-crafted email not only communicates information but also reflects positively on èßäÊÓƵapp’s brand.