One of the best ways to make a good impression in your business emails is to create an email signature that highlights your brand. It should showcase the best qualities of your brand, displaying professionalism and cohesiveness.
However, some businesses struggle to manage email signatures for their entire organization at once. How do you standardize the look, branding, and content in employee signatures? How much personalization should employees have before signatures cross the threshold of keeping on-brand with the company?
Here is your guide on how to manage company email signatures, and how tools like Exclaimer mitigate challenges you might run into.
Why is Centralized Email Signature Management Important?
You must ensure your company email signatures follow a standardized design and include all the necessary information. This is because your professional corporate email signature says a lot about you and can communicate a lot about your company.
Some of the biggest benefits of standardized, professional email signatures include brand recognition, marketing capabilities, compliance, and personalization.
1. Brand Recognition & Professionalism
When your whole team has the same email signature structure, colors, and elements, it makes it easier to find important information no matter who clients are talking to from your business.
For example, if different employees all put their phone numbers in different parts of their email signatures, this can make them harder to find for email recipients.
Along with creating ease through standardization, recognizable branding will quickly let your email recipients know what business you're with when you reach out. When third parties can quickly recognize your signature, this can increase your chances of getting a timely response.
Another key aspect to maintaining and building on your brand is the professionalism of your business emails. Modern, sleek designs present your business in the best light, unlike hard-to-read stacks of text that could include unprofessional, incorrect, or off-brand content if left unchecked.
2. Timely Promotions
One of the biggest perks of centralized management is the ability to promote timely products and initiatives. If you're rolling out a campaign, an easy way to build visibility amongst email recipients is including a link, CTA, or small ad in all email signatures.
For example, tools like Exclaimer allow users to include banners, icons and more to help increase conversions and boost existing marketing campaigns.
3. Compliance
Compliance is also important for many different industries. Many times, businesses must include legal disclaimers and clear contact information in compliance with different laws and regulations.
According to this article by Exclaimer, some of these regulations include:
- CAN-SPAM Act - rules for commercial emails requiring clear identification, consent from receivers, and the option to unsubscribe
- General Data Protection Regulation (GDPR) - Data privacy law applying to businesses that email EU citizens requiring receiver consent, privacy transparency, and data access/correction/deletion
- HIPAA - For health organizations requiring security, confidentiality, integrity, and availability of personal health information in email communications
- Payment Card Industry Data Security Standard (PCI DSS) - set of rules for businesses handling credit card data requiring security and encryption
- Gramm-Leach-Bliley Act (GLBA) - for financial institutions requiring secure email communications, proper data handling, and adherence to data privacy regulations
- The Sarbanes-Oxley Act (SOX) - for financial reporting and corporate governance requiring accurate records of email communications regarding financial transactions
To read the full article, check out Exclaimer's website here.
4. Personalized, Accurate Information
Another key aspect of email signature management is the ability to correct and update information both on and individual and company-wide level. For example, if an address or phone number changes, you need to have the ability to swiftly change this information in signatures so third parties don't see the wrong information.
As departments and job titles continually change, you must be able to edit these details in email signatures in a timely fashion.
Tools to Find the Best Corporate Email Signature Templates
You may not have the time to create a standard email signature for your company from scratch. Instead of fussing with email signature banner creator tools to start from square one, it's recommended that you look for pre-built templates like the ones Exclaimer offers.
Some important elements to look for in email signature templates include:
- Company logos
- Clear and easy-to-read contact details
- Social media profile links
- Personal touches such as employee headshots
Starting with these pre-built designs, you can then customize them with your brand's unique colors, logos, slogans, and any other elements.
How to Find Email Signature Companies & Services
Email is often the first point of contact you have with prospective clients, vendors, and any other third party. Just as you would invest in high-speed internet or updated hardware to enhance the quality of your products and services, your email signatures should also be up-to-date.
If you're looking for services and tools to help you create professional email signatures, click the button below to speak to an IT professional about Exclaimer and other tools to elevate efficiency, security, and branding.
