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 Four Motivations to Follow

In the fray of social media, the success of your efforts depends on the strength of your online community. But how do you build your following?

It all comes down to basic human psychology. There are four – and only four – reasons that someone would decide to follow you.

1. They want to define themselves by you.

This is a purely selfish motivation. These people aren’t doing anything for you. They simply want to use you and your brand as a badge to define themselves to their friends, family and other connections.

If I “like” The Office on Facebook, in all likelihood, that’s probably where my engagement ends. I’ve raised a flag. I’ve staked my ground in the camp of people who enjoy The Office.

Do I want to hear from The Office all the time? Do they have anything to offer me in return? Not likely. I’m just participating in the culture of the Web, taking ownership of something I find funny, entertaining and relatable and making it part of my identity through the act of sharing it with my social network.

2. They’re in it for the perks.

These people choose to follow you because you’ve promised them something in return for inviting you into their network.

For example, you might hold a special “Facebook Fan Appreciation Day” when customers who show that they “like” your page get 20 percent off their purchase.

These kinds of fans also love to participate in viral campaigns on Twitter. Offer them free coffee for a week if they can get 100 people to retweet their message with the hashtag “#MochaJoe,” and watch them spring into action.

However, these fans can be a double-edged sword. While they are probably the easiest to win, they can also be the hardest to keep. As much as they might want that free coffee or 20 percent discount, they don’t want to be inundated with a constant deluge of marketing. Their memory of your fun freebie will fade quickly, and takes only the click of a mouse for them to hide you from their feed or to unfollow you once they’ve taken advantage of your initial offer.

To avoid this fate, you must make the most of the opportunity you have as a presence in their feed to build a stronger foundation of trust and permission. Be prepared to follow up your first enticing offer with other meaningful content that they will find useful, interesting or amusing in order to ensure that you remain welcome in their daily social stream.

3. They want to hear what you have to say.

These people have a genuine interest in your message. Your tweets and updates aren’t just unwanted noise in their feed because they value the ideas and information you broadcast.
Of course, this type of following starts with you, not them. Before you can attract these fans, you must build a reputation for consistently delivering great content, whether that takes the form of helpful tips, interesting news, inspiring ideas or even just a reliable daily dose of humor.

Martha Stewart has over two million Twitter followers. These people eagerly anticipate what the queen of “Good Things” will share next, whether it’s photos from her latest adventure abroad, a behind-the-scenes peek at her life on the farm or even a recipe condensed into 140 characters.

4. They support what you stand for.

These people are ready to carry the torch for your cause. Their affinity runs much deeper than just a vote of popularity or an interest in what you’re doing and saying day in and day out on Facebook. They’re publicly proclaiming their membership in your tribe because your core values align with theirs.

Generally, the only entities that can tap into this motivation are nonprofits, ideological movements and individuals who are fighting for the greater good.

If you exist as a company in the for-profit world, it’s almost impossible to inspire this type of following. After all, no one supports Target, BMW or Coca-Cola as a matter of principle. But if your organization is out to change the world, there’s much to be gained from tapping into the passion of a tribe of true believers.

A final word of caution: Just because these four motivations seem simple and straightforward, conquering them is no easy task. In all likelihood, only one or two of these will apply to you. If you can tap into three, you’re a social media superstar. And only the rarest of exceptions can boast a following that spans all four categories.

Whether you are seeking to grow your online community at the local, regional or national level, the key is identifying where your greatest potential lies to harness the motivation that drives your tribe and adding fuel to this fire by building trust, providing value and delivering great content in order to persuade them to jump on your bandwagon.

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