Communicating within CCR: Guidelines
We put a high priority on creating and supporting effective internal communications to CCR staff, while also trying to manage email fatigue. CCR uses a monthly internal newsletter, 60 Second Update, and digital screens as its primary internal communication methods. If needed, listserv emails will be sent from one to three times total, depending upon need and time frame. For example, three times may be appropriate with a long lead time and could include the initial announcement, a reminder announcement, and a final announcement the day before the deadline or event.
We ask those wishing to communicate with CCR staff to kindly follow the guidelines below.
Use 60 Second Update and Digital Signs
In lieu of emailing listservs, we encourage the use of CCR’s 60 Second Update electronic newsletter, which is distributed to all staff monthly and CCR’s digital signs.
- When your timeframe allows, simply submit your information no later than the third Friday of each month to CCR Office of Communications for inclusion in 60 Second Update.
- Content in 60 Second Update will also be converted into a digital sign that plays on monitors in CCR buildings on both the Bethesda and Frederick campuses.
If You Must Email Listservs, Keep It Short and Simple
If 60 Second Update timing does not work for you, CCR maintains a number of email lists, or listservs, which are listed here.
When you send to CCR-maintained listervs, we request that you follow the following guidelines to keep your email short, sweet, and to the point.
Title (Subject Line)
- Include a brief and informative title, ideally with a call to action, for example:
- Register by (date) for (name of meeting/training)
- Nominate for (name of award)
- Take Survey on (subject matter)
- Submit Abstracts for (event) by (date)
- Save the Date: (name of event)
- Do not add a "high importance" tag to the email.
- Use only one consistent font, in black, with no additional colors. Preferably Calibri 11 or 12 point.
- Avoid attachments if possible. Instead provide a link in the email to more detailed information, calendars or registration sites. We can make occasional exceptions for time sensitive documents that do not have a home on government websites.
- If necessary, CCR can work with you to include information on CCR Central that your email can link to. Please contact CCR Office of Communications.
- Do not include multiple forwards. If submitting a forwarded email announcement, it should only be one forward and you should include a brief message with the forwarded email.
- If the announcement is coming from an organization or group email (e.g. BTEP or CCR Conferences), there must be a contact email for questions or more information included at the bottom of the email.
- All other emails distributed to CCR audiences must have the senders’ full contact information at the bottom, including position title of the point of contact for the sponsoring group, if applicable. For example:
John Smith PhD, Co-Chair
Frederick Faculty Seminar Committee
428 Miller Drive, Rm 47
Frederick, MD 20878
Sent on behalf of:
Frederick Faculty Seminar Committee
John Smith PhD, Co-Chair
CCR will not send to multiple listservs that will result in a subgroup of staff receiving duplicate messages. For example, if the same message is sent to all NIH and all NCI, all CCR and a subgroup in CCR (like staff scientists) that means some CCR staff will receive the same email four times! Please take care to send your email to the narrowest list that is appropriate.
Single Seminar / Meeting
(These are stand-alone lab / branch-based seminars that are not part of a regularly scheduled seminar series)
- For seminars held in Frederick, please list your event on the NCI at Frederick digital calendar and link to the calendar in each announcement.
- For seminars held in Frederick, with no WebEx option and/or video teleconference to Bethesda, please submit only to the Frederick listserv.
- Use listservs most specific to your target audience and interest group, versus a blanket email announcement to a large segment of the population, such as CCR All Staff or CCR PI list.
(These are regularly scheduled seminars that happen over a period of time, such as the Molecular Discovery Seminar Series.)
- CCR will list upcoming events in the 60 Second Update newsletter and on our digital signs. Send submissions to CCR Office of Communications by the end of the third week of the month before publication.
- CCR will support one monthly email listing the upcoming schedule and one weekly announcement per seminar. No reminder emails please! We recommend listing your events in all relevant calendars (NCI, NIH, Frederick).
Other NIH Listservs
NIH also has numerous listservs based on interests, locations, etc. To review the options and self subscribe, visit https://list.nih.gov/. NCI-Frederick also has options staff can subscribe to at https://ncifrederick.cancer.gov/Staff/ListServ.aspx.
As you draft your email, you may find this checklist helpful.
___Is the subject line clear, simple with a “call to action” first?
___Did you include pertinent deadlines?
___Did you include the event date and place, if applicable?
___Did you include an email signature with full contact information including name, title, phone, and email address for questions?
___Did you include a link to a website, if applicable, with no attachment?
___Did you use a consistent and black only font with limited use of bold or underline? Note: Calibri 11 or 12 preferred.
Sample Announcement Templates
Please click on a link below if you would like to view, print, or download an example of a listserv announcement.
- Seminar / Lecture / Speaker
- Training / Workshop (e.g. BTEP)
- Annual Meeting / Conference (e.g. CCR-FYI Colloquium)
- Group / Organization Meeting (e.g. tenure track meetings)
- Group / Organization volunteering or reviewing
- Solicit applications / nominations for program or award (e.g. CCR Outstanding Ph.D. Student Award)
- Survey (e.g. event feedback survey)
- Job Opportunity
- Last ModifiedThu, Apr 16 2020