The Email Signature: From Setup to Management

Email has revolutionized the way we communicate. It’s inexpensive, immediate, and always accessible through a computer, phone, or tablet. Not only is it used for informal communication, but email has also become a common tool for formal exchanges. This makes it a crucial communication channel. But how can you ensure that this form of communication is supported effectively?

Careful consideration needs to be given to how email is used as a communication tool. How will you use it? For example, will there be one email signature for the entire organization, or will there be differences per department/label? Should there be a distinction between external and internal emails, or between new emails and replies? Will multiple languages be supported, and can it integrate with social media?

There are many options, but it’s important to first determine your needs. Once you have these answers, the next step is deciding how to implement them within your organization. Below are three possible approaches.

Option 1: Provide Email Signature Instructions to Users

You can easily distribute instructions via the intranet or email on how users can create and set up their email signatures. The advantage is that this method spreads the email signature quickly and at no cost. However, this solution comes with several drawbacks.

Initially, it seems cost-effective, but not all users are equally tech-savvy. As a result, setting up the email signature can take a lot of time (for example, 10 minutes x 2000 users equals over 300 hours). Not all users are equally precise, and some may add their own creative touches or forget to set up the signature altogether.

Therefore, this solution is not recommended as you may gain more value from other available options. This method does not provide a structured solution, and you’re not maximizing your email communication potential.

Option 2: Centralization via Your Mail Server

There are several solutions that allow you to automatically set up email signatures on your mail server. When an email is sent, a signature is automatically added on the mail server, such as with a disclaimer. You don’t see this signature, but the recipient does. This method offers extensive customization options, allowing for signatures based on department/label, and even complex signatures.

This solution also ensures that your email signature is supported on your tablet and phone. No software installation is required! However, note that users cannot see the final result, which could lead to errors in the email content. It doesn’t allow for distinctions between formal and informal emails or the option to choose between different signatures. Additionally, there’s no difference between new emails and replies.

This option provides a simple and cost-effective way to manage your email signature within the organization, but only if it has no negative impact on your company. If you wish to support email communication with standard templates, this option is less suitable.

Option 3: Integration Within Your Mail Application

The third option is integrating it directly into your email application, such as Microsoft Outlook. The signatures are centrally defined and automatically created or updated within the email application. This gives you the same functionality as option 2, while allowing you to see the final result immediately. You can distinguish between formal and informal signatures and between new and reply emails. It also allows for the use of standard emails. However, additional software installation is required.

With this option, you get a comprehensive solution for managing email communication within the organization. You can easily add standard email templates, allowing users to work more efficiently. Additionally, you can effectively highlight important events or products. This way, you maximize email communication while using the signature as a marketing tool.

Want to Learn More?

Email communication can be managed in several ways, each with its own advantages and disadvantages. Want to know more about our document creation solutions? Contact us, and we’ll be happy to explain the options that best suit your needs.