Business Toolbox: How to Standardize Your E-mail Signature

E-mail is the workhorse of communication for your business. It’s likely to be your first point of personal contact with prospective customers as well as your go-to vehicle for conducting day-to-day conversations with existing clients. As a result, your e-mail signature is an important – but all too often overlooked – extension of your brand. Just as you wouldn’t mail a letter or a proposal printed on any old paper stock, you should give equal consideration to creating and implementing a standardized corporate e-mail signature. However, this is where things get a little tricky. While your e-mail signature serves as your electronic business card, it doesn’t play by the same rules of branding that govern your stationery, website design or even participation in social media networks. Here are five common misconceptions that can lead you astray when crafting your signature:

1. If I’m going to represent my brand, I must include my logo.

According to conventional thinking, your company’s brand and logo are one and the same. However, as counterintuitive as it might seem, it is best not to include your logo in your e-mail signature. Why? Because it is difficult to control how images are interpreted and displayed by different e-mail clients. Most e-mail applications either store images as attachments or block them, resulting in a broken image. Therefore, if you construct your signature around a logo, and that image frequently is not displayed, it compromises the consistency and professionalism that you are trying to achieve. The best, most universally replicable alternative is to integrate your corporate colors in your signature, albeit with restraint. For example, you might choose to display your company name in one of your corporate colors, which will make it the most prominent element while also employing one of the primary elements of your visual brand.

2. Personality, personality, personality...it’s all about personality, right?

In marketing, yes. On Facebook, Twitter and LinkedIn, you’ll never get anywhere without personality. However, when it comes to e-mail, make sure your messages are friendly and personable, but keep your signature strictly professional. The one and only purpose of an e-mail signature is to let the recipient know who sent the message and provide a way for them to get in touch with you. You might think it’s fun to include your favorite quotation in every e-mail, but in doing so, you run the risk of unknowingly offending a client or prospect. And never include any non-company-related information in your corporate e-mail signature. Not a link to your personal blog, not the URL of your side-project website, not your Facebook, Twitter or Skype details. That’s only asking for trouble.

3. It’s important to make a lasting impression.

The only impression you want your e-mail signature to make is professionalism. If your clients remember your signature and not the point of your message, there’s a problem. Don’t give into the temptation to experiment with large, bold or multi-colored text. Don’t try to use the typeface from your logo; more often than not, it won’t be displayed properly by the recipient’s e-mail client. Stick with simple, plain, web-safe fonts in the same size as the body of your message, and you can’t go wrong. Returning to the example of mailing a letter or a proposal, there’s a reason you would never print your correspondence on multi-colored florescent paper. Like your letterhead, your signature should reflect the legitimacy and gravity of your business-related communication. It should never compete with your message or in any way distract from the information you need to convey.

4. I need to make sure that my clients can reach me by any and every means necessary.

There’s no question that great customer service is a key competitive edge in today’s marketplace. And it’s understandable why giving your clients your direct office line, 800 number, cell phone, fax number, IM handle, mailing address and LinkedIn profile would seem to convey that you are accessible at their convenience through any number of channels. However, a much better way to serve your clients is to provide the one method of contact through which they can almost always reach you. Most of the time, this will be a phone number (pick one: work or mobile). Then, rather than having to sift through a dozen different means of communication to identify the one they need or play guessing games about which one will connect them to you in the most expedient manner, it will be right there for them to find at a glance. As a rule, there’s no need to include your fax number or your mailing address in your e-mail signature. In the unlikely event that your client needs to send you something by fax or mail, you can either include this information in the body of your message, or they can jump over to your website, where these details should always be readily available.

5. I want to drive traffic to my blog / encourage people to follow me on Twitter / promote a limited-time offer.

These are all great marketing objectives. However, you must always keep in mind that e-mail is, first and foremost, a platform for communication between one human being and another. You wouldn’t wrap up a phone conversation with your client by asking them to be your friend on Facebook, and you wouldn’t conclude a sales meeting by making a blatant plug for your blog. Your e-mails aren’t billboards for your marketing message du jour; always keep it personal and professional. Including your website URL in your signature is a good way to indirectly promote your business, its presence on various social media networks and targeted marketing efforts without cluttering up your e-mail messages. If your customer or prospect clicks through to your site, they should be presented with all of these options – most likely before they ever leave the cover page.

Best practices for a professional e-mail signature

Follow these tried-and-true guidelines to ensure your e-mail signature is polished, professional and customer-friendly:

• Focus on providing only the most essential information about who you are and how you can be reached in an effective and unobtrusive way.
• Limit your signature to four lines (the accepted standard), with a maximum of 72 characters per line to optimize how it is displayed in different e-mail applications. Combine different types of information on one line by using pipes (|) to separate the text.
• Typically, you should include only your name, job title, company, primary method of contact and corporate web address. Don't repeat your e-mail address in your signature.
• Write out the URL for your company website rather than using hyperlinked text.
• Create different signatures for different purposes. For example, you might have one version for e-mails you send to vendors that includes your office line and another for client correspondence that provides your cell number.
• Always add a signature to replies, but include fewer details. For example, whereas your primary e-mail signature would most likely include your name, position, company name, contact information and web address, your reply signature might provide only your name, primary form of contact and web URL.
• Don’t include a legal disclaimer unless required to do so. The best practice is not to transmit confidential information in plain text in e-mails because that information could easily be extracted or forwarded.
• Use a signature delimiter to create visual separation between your signature and the body of your e-mail. The standard protocol recognized by most e-mail clients is two hyphens followed by a space and a line break (-- ).
• Don't use HTML formatting, as it can interfere with how your signature is displayed in some e-mail clients.
• Simple, plain text in the same size as the body of your e-mail is best. Employ bold or colored text very sparingly for emphasis, and use only your corporate colors.
• Don't use an image as your signature, and avoid including images in your signature.
• Be sure to test your signature in as many different e-mail clients as you can (including web-based applications like Gmail). Don't forget to also check how your signature looks when forwarded to ensure that all lines wrap correctly.

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The "No Duhs" of Social Media

Ah social media. The latest golden goose to grace our world with promises of untold riches, a slimmer waistline and the perfect tan. The one every girl wants to go home with and every dude wants to be. The prom queen, the rock star and the cult leader all in one. Getting the picture yet? If you listen to the hype, social media is the answer to all that ails you and your company. It will increase your sales, touches and impressions by 800%...if only we could figure out how it all works. Truth be told, so much of what’s happening in social media is simply the infiltration of the same sheisty individuals who have previously occupied the world of infomercials and used car lots. If I had a dollar for every time that a “social media expert” followed me on Twitter, I wouldn’t have written this article, since I’d be chilling in Hawaii as the youngest retiree in the islands. But I’m not, so here we are. Given the omnipresence of social media these days, surely there’s something to it, right? The answer is yes, but it’s often light-years away from the hype and hyperbole. So how do you drill down to the real benefits of social media? You get back to basics. Hence the “no duhs.” There aren’t any quick fixes to make social media work for you. That’s why I don’t consider myself an expert in the field. I’m a social media grunt. I get in the trenches and get the work done, and that’s ultimately where you’ll find success. Without any further ado, the “no duhs” of your social media strategy:

Know your purpose

Before you ever set foot in the shared space of social media, you absolutely have to establish why you’re doing it:

• What’s brought you to this point?
• Do you have a specific product or line of products that you’re trying to sell?
• What’s your brand?
• What’s your mission statement?
• How have you presented yourself in other media up to this point?
• What do you expect to achieve?

Get the idea? Before you spin your wheels creating a Facebook page, setting up a Twitter account, broadcasting via a YouTube channel or utilizing whatever else pops up on the scene in the future, you need to have a good grasp of what you or your company hopes to accomplish. Define your expectations before you take the plunge.

Learn the platforms

Not all social media outlets are created equal. This may be the biggest “no duh” statement of all, but you can’t do the same things on Facebook that you can do on Twitter. You can’t run a YouTube channel the same way you create a music profile on MySpace. Do your homework. Each of these sites is like visiting a new country, or at least driving across the border to a new state. Each one does things just a little bit differently. Not all social media outlets are created equal.For example, I love good southern barbecue. For those of you who know BBQ, you know that I just made a sweeping generalization. What kind of southern BBQ? North Carolina or Kentucky? Western Carolina or Eastern Carolina? The same is true of social media. There are shades and variations of capabilities and opportunities, so you have to know what you’re dealing with before you can properly engage. Learn the culture of each of the various social media platforms. This will help you make good decisions about where to make your presence known and give you the understanding to make your efforts more effective. Facebook might be a great place for you to create a page about your products or services, while Twitter could be a waste of your time unless you have solid, regular bites of news and information to share.

Know your audience

This goes hand-in-hand with familiarizing yourself with the social media platforms and knowing your purpose. In the same way that you need to learn the culture, you also need to learn the language. When I moved to France as a teenager, it was one thing to pick up on the fact that there was a good bus system (culture) but quite another to figure out how to purchase tickets to ride across town (language). Learn who your audience is and how they communicate. Don’t assume that they’ll understand the jargon that you and your coworkers use to discuss your products or services. If you try using that lingo without some form of translation, you’ll end up alienating the very people you want to reach.

Be authentic

Of all the “no duhs,” this is probably the most self-explanatory. Just be real. Be real about your identity as a representative of a company; be real about the products and services that you provide. Don’t oversell or overhype who you are and what you offer. People can see through that, especially in the world of social media. It’s generally very easy to pick up on who’s legit and who’s not.

Be patient

This really gets back to the root of setting expectations. Unless you’re marketing the next iPhone or the next search engine (and good luck with that if you are), chances are you’re not going to have thousands or millions of people beating a path to become your fan on Facebook. It’ll take time for your company ad to get some traction on YouTube. Growing your Twitter following won’t happen overnight, unless you’re Ashton Kutcher. And honestly, does the world need another Ashton? Be realistic, and let your presence on these sites develop organically. Much like the language/country analogy, it takes time to get acclimated to a new culture and to become more effective at communicating according to the social norms of that culture.

Have fun

Admittedly, this final ”no duh” might seem a little goofy. But let’s be honest. Any time someone comes in with plans to formalize a previously underground environment (i.e. big business entering the world of Facebook), there can be a vibe of killing the party. Social media has taken over our lives for one very good reason: It’s fun! Take the time to invest in the lives of others.It’s fun to play silly games that measure your brain capacity versus your friends’. It’s fun to discover a new band or movie that your friends haven't heard about yet. It’s fun to retweet a good joke from a comedian you like. It’s fun (usually) to reconnect with old friends after years of being out of touch. Social media is, at heart, social. It’s meant to connect people. We form and build relationships (whether in person or online) because it brings joy and meaning to our lives, so don’t let the business of doing business via social networking sites rob you of that. Take the time to invest in the lives of others, and the riches that you reap will be far greater than can be measured in balance sheets and ROI calculations. By the way, if you’re just not a very social person, that’s all well and good. But maybe you shouldn’t be the one managing your company’s social media efforts. Seek out those who truly enjoy the medium, and allow them the time and space to explore the various “countries” of social media. Let them learn the languages and the cultures that go with each. Final word? A successful social media strategy depends on good old-fashioned hard work and common sense. Stay alert, and stay engaged.

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