March/April 2003

Content
. . . University Wordmark/Logo Update
. . . Reduce E-mail Overload

University Wordmark/Logo Update

The latest phase of the university wordmark and secondary logo process is nearly completed. All IANR units that filed applications for secondary logos soon should receive a letter from Chancellor Perlman informing them of their logos' status. Of more than 100 secondary logo applications UNL-wide, only 10 were approved.

UNL's academic N has been approved as a campus icon; each campus in the NU system was allowed to have one graphic icon for campus-wide use. IANR can continue to use its adaptation of that icon, which adds our acronym underneath the N.

Even the few secondary logos that have been approved are NOT permissible on official university letterhead, where only the wordmark is allowed. And units that continue to use an unapproved secondary logo should be aware that both President Smith and Chancellor Perlman have a keen interest in seeing that wordmarks and logos are correctly used.

There are still some details about use of the wordmark and block N being worked through. For example, Varner Hall is in the midst of updating its guidebook on use of the wordmark, and further guidelines on the block N are expected, too, in the coming weeks. Templates for the wordmark are available on the Web at www.nebraska.edu/news/news_identity.shtml.

By agreement of Chancellor Perlman and IANR Vice Chancellor John Owens, all IANR units should use the UNL version of the wordmark.

Other things to keep in mind:

• The wordmark replaces the old NU system "worms." Units are encouraged to use up any printed materials containing the old system logo but, when they reprint, must use the wordmark instead. It's also critical to update all Web sites as soon as possible by dropping the old logo and incorporating the new wordmark in its place.
• In cases where an approved secondary logo is in use, it must be used in comparable size, or smaller, than the university wordmark.
• It is not permissible to place the wordmark next to the anti-discrimination statement. This was an accepted use of the old logo, but is not allowed with the new wordmark. Both President Smith and Chancellor Perlman feel strongly that this is an unacceptable use of the university wordmark.

~ Dan Moser

Reduce E-mail Overload

According to two reports released in January on Internet usage, personal communications (e-mail and instant messaging) is the most popular online activity by a significant margin (see below). Most of us like to use e-mail; yet, most of us complain about the amount of e-mail we receive.

Responsibility for reducing e-mail overload rests with each of us. Andy Kaufman, in his e-book "How to Organize Your Inbox and Get Rid of E-Mail Clutter," offers five questions each of us can ask before sending e-mail. Use these questions to send proper e-mail and to help reduce the clutter in other people's inboxes.

1. Does this really need to be communicated?

• Don't send your colleagues or friends chain letters, virus hoaxes, or jokes. If you receive a virus "alert" from someone check with your unit computer support person or Terry Bockstadter to find out if it is real or not. If you want to send jokes to friends, check with them first to see if they want to receive that kind of e-mail.
• Never say anything in an e-mail note that you would not send on a postcard. Remember, e-mail can easily be forwarded to others (or can be sent to the wrong address).

2. Is e-mail really the best way to communicate it?

• Never write an e-mail when you are angry.
• Kaufman provides a good guideline to use when deciding how to communicate: "The more sensitive the issue, the richer medium." E-mail is in fact one of the weakest forms of communications. Using the phone (even voicemail) is richer and in-person, one-on-one, is the richest medium.
• You may want to use e-mail to follow-up, if it is necessary for documentation purposes.

3. Who really needs to know this?

• Make sure you are sending the note to the right people who will take action on the item.
• Only send a copy of a message (cc:) to others if they have a real need to know.
• Before clicking on the Send button, double-check your recipient list in the To: field to make sure you have the correct addresses.

4. What's the most appropriate content?

• Keep your message short and to-the-point.
• Be polite — include a salutation ("Dear Jane") and a closing ("Thanks, John"). This also helps people know that you sent the note — it's not a virus-created note.
• When replying, don't resend the entire original message — especially not the attachment(s). Keep just enough text to provide context for your answers or comments.
• Only send an attachment to those who need it. It is preferred that you NOT send attachments to e-mail listservs. Instead, make the file available by request or make it available via a website or FTP server.
• Use the spell check function AND re-read the e-mail to make sure it makes sense (i.e., not missing words or using the wrong word, such as "there" for "their").

5. How can I best help the recipient take action on this?

• Write a clear, succinct description in the subject line. You should know that if you forget to provide a subject, some people will delete the message without looking at it.
• Put keywords in the subject line to help recipients know how to handle the message. For example, use FYI if no action is required and URGENT if the message truly requires immediate attention.
• If you require action or a reply by a certain date, put that in the subject line.

Sources:

• "Email Overload," by William Powell, Training & Development, December 2002.
• "How to Reduce E-Mail Clutter," Horizon Time, July 2002. A free monthly newsletter from the Institute for Leadership Excellence and Development, Andy Kaufman, President. <www.i-leadonline.com/newsletter/0207.htm>
• "Avoid Common E-Mail Faux Pas," TechKnowledge, March 2003. Information & Access Technology Services, University of Missouri-Columbia. <iatservices.missouri.edu/techknowledge/03-2003/e-mail.html>
• "Listserv and E-mail Etiquette," CIT Information, June 2000. <cit.information.unl.edu/archive/info0600.htm>

~ Pam Peters

CIT Information is published by Communications and Information Technology - Computing section, Institute of Agriculture and Natural Resources, University of Nebraska-Lincoln. Newsletter articles may be copied and distributed for nonprofit, educational purposes only and the source must be acknowledged. Direct all correspondence to the editor, Pamela K. Peters (E-mail: pkpeters@unlnotes.unl.edu; Phone: 402/472-5630; FAX: 402/472-5639).

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