Gmail email signature

EMAIL SIGNATURE MANAGEMENT

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01 | EMAIL SIGNATURE MANAGEMENT

MANY ORGANISATIONS ARE STILL ASKING THEIR TEAM MEMBERS TO MANUALLY ADD NEW EMAIL SIGNATURES TO THEIR GMAIL INTERFACE. BUT THERE IS A BETTER WAY… PATRONUM

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02 | EMAIL SIGNATURE MANAGEMENT

EMAI L S IG NATU RES R es ea rch c a rrie d ou t by Ra d icati Group estimated that th ere are on ave ra g e of ove r 269 b illion e mails s en t on a daily basis by over 4 billion email u se rs.

Yet t h e re a re st ill many p eople out th ere w h o don’ t g ive th eir e m a i l sig na t u re s t h e con sid e rat ion it desires. It still surprises us that over 4 8% o f busi n e s s e mail u s ers d on’ t h ave an email sig nature, w hile oth ers ma ke d o wit h poorl y t h ou gh t- out or ba d ly desig n ed on es. Your email sig nature h e l p s co nvey you r corp orate id e n t ity, wh eth er your a solopren eur or mul ti-na t i o n a l orga ni s a t i on, an effe c t ive email sig nature can h elp drive busin ess a n d i mp rove you r cu s tom er re lat ion s.

269

BILLION EMAILS SENT DAILY

86%

OF BUSINESS PROFESSIONALS SAY THAT EMAIL IS THEIR PRIMARY WAY TO COMMUNICATE.

48%

OF BUSINESSES DON’T HAVE AN EMAIL SIGNATURE.

h t t p : //w w w. r a d i c a t i . c o m /w p /w p - c o n te n t /u p l o a d s / 2 0 1 7/0 1 / E m a i l - S t a t i s t i c s Report-2017-2021-Executive-Summary.pdf

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03 | EMAIL SIGNATURE MANAGEMENT

THE D EATH O F T HE BUS INESS CA R D? OK , s o wh e n was t h e las t t im e you han ded your busin ess card to a cl i e n t , pro ba b l y two or m ore year n ow rig ht? Rem ember th e 3.5” floppy disk an d t h e days be fore L in ke d I n wh e n t h e busin ess card was kin g ? Wh en th e onl y way of excha n gi n g con t a c t in formation at a n etworkin g event was a physica l 3.5 x 2 c a rd .

B a ck t h e n t h e b u s i n e s s c a rd wa s a way to s h ow o f f yo u r s ty l e , m a ny m a n - h o u rs we re s p e n t i n m e e t i n g s d i s c u s s i n g m e t i c u l o u s l y c ra f te d b u s i n e s s c a rd s f ro m t h e fo n t a n d co l o u r s ch e m e s to t h e n u m b e r o f l aye rs o f pa p e r.

Your email signature is the new business card, it conveys to your clients the type of organisation you are. An effective email signature can make all the difference so here’s our guide to setting up your business email signature.

WHY USE AN E M AI L SI G NATUR E? In t h e M i d dl e Ages m on arch s, bish ops an d oth er n obles would issue o f fici a l dec re e s , a n d d ocum e n t s an d sig n th em w ith a wax seal. Th e wax wo u l d typ i c a l l y b e p re sse d wit h a u n ique han dh eld seal or w ith a sig n et rin g .

W h i l e e m a i l d o e s n’ t n e e d a wa x s ea l to p rove i t s a u t h e n t i c i ty yo u s h o u l d s t i l l d o yo u r ve r y b e s t to e n d t h e e m a i l i n t h e co rre c t way. U s i n g o n e o f o u r awe s o m e e m a i l s i g n a t u re s s h ows yo u r p ro fe s s i o n a l i s m .

1 . A g o o d H T M L e m a i l s i g n a t u re s h o u l d a l l ow yo u r re ce i ve r to kn ow m o re a b o u t yo u r b u s i n e s s – p ro d u c t s , b l o g s , a n d s o c i a l m e d i a l i n ks .

2 . E m a i l s i g n a t u re s fo rm pa r t o f o u r co m pa ny b ra n d .

3 . M a ke yo u r c u s to m e rs awa re o f n ew a n d i m p o r t a n t a n n o u n ce m e n t s .

Yo u r e m a i l s i g n a t u re c a n i n cl u d e t i m e - l i m i te d ba n n e rs to p ro m o te n ew o f fe rs o r a n n o u n ce i m p o r t a n t ch a n g e s .

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04 | EMAIL SIGNATURE MANAGEMENT

H OW TO D ES IG N THE PER FECT EMAIL S IGNATU RE We s e e s o many organ is at ion s with out a professional email sig nature. S o we ask “ Woul d yo u sen d o u t co mpany letters or invoices on unbran d ed pa p e r ? ” Wel l , i t ’s t h e sam e wit h e mail, sen din g emailin g w ith out th e co rre c t com pa ny b ran d in g can d ama ge your busin ess.

Wh Wh e en n ii tt com com es es to to creat creat in in g g tt h he e per per fec fec tt email email sig sig nature, nature, less less is is often often m mo o re re ..

Yo u u don’ don’ tt wa Yo wa n n tt to to create create s s om om et et hin hin g g like like Gar Gar y, y, do do you you ? ?

Sen di n g e ma ils t h at are in con sistent could cause reputational dama g e to you r org a n i s at ion . We s t ron gly believe that th e key to establishin g a b ra n d an d b u i l di n g t ru s t is t h rou gh consisten cy. This is tr ue w ith email too. If yo u rece i ve d a n email f rom a sup p lier w hich is off-bran d you may suspec t th a t i t was a p hi s hi n g e mail.

I t i s e s s e n t i al t h at ever y e mail s ent f rom your org anisation is consisten t w i t h you r bra n di n g. Th is in clu d es font type, colour an d size, an d log o.

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05 | EMAIL SIGNATURE MANAGEMENT

KEEP IT SIM PL E Yo u r e ma i l sign at ure s h ou ld be desi g n e d i n t h e sam e way you desi g n e d your b u s in ess card s , so kee p i t s i mple, st ruc t u red , an d tr y to i ma gin e it fi tt in g wit h in tha t 3 . 5 x 2 re c t an gle . We would typ i c a l l y em a i l main

re comm e n d

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ab ou t

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s i gn a t u re,

your

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Add re s s?

Sh o u l d you i n clu d e your e mail a ddress w ithin your email sig nature, afte r a l l , th ey a re a l rea d y rea d in g your email rig ht , so th ey have your email a dd re ss.

But , by i n cl ud in g it wit h in your email sig nature it can make it easie r fo r peopl e to copy it in to t h eir con t a c ts list .

In M a c M a i l , for examp le, it ’s just a few extra clicks to pull it f rom th e to p o f a m e s s a ge . A fter t h at , ju s t ke ep your details to a minimum, nam e, t i t l e , ph o n e nu mb er, an d web site are all you n eed. For many org anisations, we’d also re comm en d in clu d in g you r social m edia links an d icons.

You r e ma i l s i gn at u re sh ould complim ent your org anisation website, crea t i n g a coh e s i ve v i sual id en t ity. I f you don’ t have a visual identity avoid th e ove r u se of too ma ny colou rs (we re comm en d a maximum of 4) an d keep th e fo n t co n s i s te nt , Tah oma or Verd an a are always a safe bet an d avoid fonts th a t a re n o t p re - i n s t a lled on b ot h iOS an d Win dows devices.

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06 | EMAIL SIGNATURE MANAGEMENT

KEEP IN CONTACT R em e mbe r th e main p oin t of t h e ema i l s i g na tu re is so t h at your clien t s a re ab le to con t a c t you in th e

fu t u re .

Social

m ed ia

is

ext re m e l y i mp or t an t t h e se d ays, don’ t cl u tte r your email sign at ure wit h eve r y sin gle social n e twork pro fi l e

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p ers on al

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l i nks , s o p i ck t h e on es t h at are pop u l a r

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a dd i t ion

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links

i n cl u d i n g a grap h ical ban n e r ca n also b e u s e d to great effe c t wh en pro m ot i n g

up comin g

even t s

or

pro m ot i ons , b ut a gain make sure i t’s i n ke e p in g wit h your v is ual i de n t i ty.

E ma i l ba nn ers give you an oppor tunity to turn your emails into pa r t a marke ti n g cha nn el.

Th e se bann ers are hig hly effec tive in prom otin g n ew

prod u c t s , web in ars , or s er v ices to existin g custom ers. However, you n e e d to m a ke s u re t h at t h e ban n e rs remain consistent w ith your overall bran d , a n d do n’ t d e t ra c t f rom t h e email it self.

Tr y to keep your email bann er im a g e as small as possible, ideally, n o m o re than 1 0k b, w ith a maximum h eigh t o f between 9 0 an d 1 50 pixels.

Do n ot atta ch th e ima g e, but instea d embed th em w ithin th e HTML . W h e n desig nin g a bann ers aim for a we b resolution of 72dpi so that it ca n b e displayed correc tly on smar tph o n e s an d w ithin preview pan els.

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07 | EMAIL SIGNATURE MANAGEMENT

KEEP IT COMPATI BL E N ot te s t i n g you r e mail si gna t u re wit h d iffere n t em a i l cl i e n t s is on e of th e

m os t

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w i l l re n d e r your e mails diffe re nt l y.

So u n l e s s you wan t you r b os s callin g you durin g dinn er complainin g tha t h i s n ew e ma i l s i g n at u re looks ru b b ish on th e latest m obile device make sure yo u test i t . We te st all our d e sign s a g ainst th e major email clients, but if you d o n’ t have a tea m of e n gin ee rs ch eck out ser vices such as Litmus or Email on Acid w h o wi l l b e ab le to ch e ck your email sig nature for you.

I t’s a l s o a l itt le - kn own fa c t t h at m ost email clients have a limit o n t h e numb e r of chara c te rs t h ey allow w ithin an email sig nature, an d as your e m a i l si gn a t u re i s like ly to b e HTML th ere w ill be m ore chara c ters in your e m a i l si gn a t u re t h a t you can a c t ually see.

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08 | EMAIL SIGNATURE MANAGEMENT

PATRONU M - EMA IL S IGNATUR E M ANAGEM EN T Crea te you r own d e sign , te st it an d th en deploy, or simply pick f rom ove r 20 pro fe s s i ona l ly d esign ed an d te sted email sig natures, it’s completely u p to yo u . Pa t ron um is t h e p erfec t tool g ivin g you th e ability to mana g e th e e m a i l sig n a t u re s fo r your e n t ire organ isation all f rom a sin g le centralised loca t i o n .

W h e n i t com e s to creat in g t h e perfec t email sig nature, less is often m o re .

You don’ t wa n t to create s om et hin g like Gar y, do you ?

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09 | EMAIL SIGNATURE MANAGEMENT

CONCLUSIO N To d ay ’s m odern workp la ce is m ore dig ital than ever before, an d wo rki n g f rom h om e i s b e comin g t h e “ n ew n ormal”. Mana g in g th ose rem ote wo rke rs can b e complex an d ch alle n gin g , that’s w hy we created Patronum, a s t h e a dmi ni s t ra to rs swis s army kn ife.

Pat ronu m p rov id es a comp re h ensive email sig nature mana g em ent to o l des i gn e d for b ot h te ch n ical an d n on- technical users. Email sig natures a re upd a te d a u to mat ically in real- t im e usin g information centrally stored w i t h i n your G oog l e Direc tor y.

Pat ronu m i s b u ild on t h e Goog le C l ou d

and

is

in fin ite ly

scalable,

sec u re a n d a lways up to d ate . So it do e s n’ t ma tter h ow many use rs you have joi ni n g an d m ov in g aroun d your org a n i s at ion t h ey will always have t h e correc t in format ion within th ei r e ma i l s ign at u re.

MANAGE WITH CONFI D E NC E Usi n g Pa t ron um for Google Workspa ce ( G Suite) is simple, easy an d w il l save yo u pl e n ty of t im e an d m on ey, a llow in g you an d your team to focus o n t h e m ore i mpor t an t t h in gs wit h in yo ur busin ess.

READY TO BECOME THE MASTER OF YOUR DOMAIN? You c a n re g iste r an d ge t s t ar ted w ith Patronum in as little as a m i n u te .

B ook a n onlin e d em on st rat ion today at www.patronum.io

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