Make Email Signatures Conform to Company Policy

You want all staff email signatures to follow your brand guidelines. You also want to make sure that they include the right information according to your company policy, industry, location, etc. Every time, also on mobile devices. What can you do?   Take the Task Away From Your Employees Your company may have an email […]

Published: 9/25/2019 by Louise Bech

You want all staff email signatures to follow your brand guidelines. You also want to make sure that they include the right information according to your company policy, industry, location, etc. Every time, also on mobile devices. What can you do?

 

Take the Task Away From Your Employees

Your company may have an email policy that covers IT security issues, such as sending of confidential information via email, the opening of suspicious emails, etc. There might also be guidelines on good email practice and how to communicate with peers. But does it also include your email signatures? Are they also conform to your company policy? Do they include the correct information about the company?

Let’s get one thing straight: Forget about sharing a document/internal web page that asks employees to update their signatures according to the brand guidelines. It doesn’t do the job. If you really want to achieve email signatures that conform to your company policies, then you need to relieve employees from the task.

Give this a read! Implement an Email Signature Policy and Damage your Brand! What?

 

Email Signatures that Follow Your Company Policy

There is a great, and yet very simple, way to help make email signatures conform to your company policy for email communication – also on mobile.

With a third-party software solution such as Xink, you can manage all email signatures centrally. This means that you – or your assigned staff members – decide how the signatures look and that they should contain. Employees never need to be involved in any updates to their email signatures. All employee information is pulled automatically around the clock from i.e. your company’s Active Directory or Google Directory.

So once and for all, you can be sure that all outgoing emails contain the correct information in the email signature. And that they live up to your company policy regarding information that needs to be included in the email signature, perhaps for legal or local reasons and to support your overall brand.

 

What Should Be Included in the Email Signature?

A professional email signature usually includes employee name, title, location and/or company address if relevant, phone number, company logo, link to the website, etc.

 

Make email signatures conform to company policy

 

Next, you can control any additional information to be added to the email signatures. This usually includes the company logo and links to social media platforms. You can also create links to review sites or chat systems, etc.

Depending on your industry, you may need to include some sort of text, such as the VAT number or an email disclaimer/email footer. Are you unsure about this? Here is a great guide about email confidentiality disclaimers written by business attorney Brett Cenkus.

Email signature example disclaimer

 

Make Your Signatures Stand Out

Our classic 101 do’s and don’ts guide on email signatures has a lot of great tips on the why/how/when/where of email signature design and use! Don’t miss it in your creation and updating of signatures. It is a best practice guide based on what we’ve seen through our more than 10 years in the industry.

You can also consider to include an engaging marketing campaign below the actual email signature. Add a call-to-action to make it clear what the campaign is about and how to learn more. Email signature marketing campaigns are great to drive traffic to your website or social media, to inform about news in your company, offers, won awards, upcoming events, etc. They make your signatures stand out and can be a very effective, yet low-cost marketing channel. You can track all clicks, opens and much more with the in-built analytics tool in the Xink web portal.

Email signature marketing - Swiftpak

If you have any comments or questions, please get in touch on LiveChat or by email! We’re here to help.