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.

---

The Apartment That Pinterest Built: CB2 Redesigns Social Engagement

In May, 873 Broadway in New York City became the epicenter of a truly innovative social media campaign from home decor chain CB2, as an empty apartment was furnished from start to finish in five days, with designers transforming the blank canvases of five separate rooms into livable spaces – all based on the preferences of Pinterest users. So how did this campaign work, exactly? CB2 selected five popular designers, stylists and lifestyle bloggers, each of whom was assigned to one of the rooms. Each of these five pinned many potential pieces for their rooms, and the items that received the most likes from other Pinterest users ultimately found a place in the room’s final layout – resulting in a decorating style CB2 calls “modern together.” As if this concept wasn’t intriguing enough, CB2 added another element of engagement by posting cameras and video crews in the apartment, documenting the events as they unfolded in real-time so that users could watch the rooms take shape around their selections via time-lapse photos. The Apt CB2 campaign was CB2's first venture into big brand advertising, and they entered the arena with a vengeance. By leveraging their own fan base combined with the followings of five popular designers, they created a powerful foundation of motivated participants, whose efforts and engagement in the campaign were rewarded through a unique real-time connection between the online world and the real world. The campaign is, in fact, a veritable showcase of savvy modern marketing strategies, and it offers some great takeaways for other brands looking to follow suit. Let’s examine the anatomy of the Apt CB2 campaign and uncover the secrets to its success:

Customer driven decision-making

In the era when traditional advertising reigned supreme, push marketing was the norm. But in today’s marketplace, word-of-mouth recommendations, reviews and in-store interactions now carry far more weight with consumers. As a result, contemporary marketing gives greater focus to the "pull." CB2 showed a masterful grasp of pull marketing in the Apt CB2 promotion, which gave users a vehicle by which they could make choices and have their voices heard in a way that was both tangible and immediate.

Real-time engagement

The ability for brands to interact directly with their customers is one of the hallmarks of the digital marketing era. And according to research presented at SXSW 2012, when that interaction occurs in real time, brand marketing gets a huge boost. So what kind of boost are we talking about here? The research noted a whole laundry list of benefits, including:

• More positive perceptions of brands
• Greater willingness to try a new product
• Greater willingness to recommend a product to friends and family
• Better performance of related marketing campaigns

The social celebrity factor

CB2 didn’t rely solely on the appeal of real-time interaction alone to drive the success of its campaign. After all, if a pouf lands in the living room of an apartment and nobody is watching, did it really land there at all? That’s why they cleverly added prominent design celebrities to the mix, guaranteeing that they’d get an immediate fusion of new eyes and new fingers eager to click their favorite selections. Just how much interest can a celebrity add to a marketing campaign? A lot, actually. Each of the five designers selected for the Apt CB2 campaign came to the promotion with a sizable fan base. Let’s take a look at the numbers based on their Pinterest following alone:

• Los Angeles design pro Ross Cassidy (dining room): 4.5 million
• San Francisco's Caitlin Flemming (office): 4 million
• New York interior designer Athena Calderone (bedroom): 5,200 (plus all the readers who follow Eye Swoon, her popular food and design website)
• Nashville brand manager Daniel Bear Hunley (living room): 1.6 million
• Los Angeles lifestyle and design blogger Justina Blakeney (rooftop): 1.2 million

Of course, not all of their followers would participate in Apt CB2, but even a small percentage of numbers like these is nothing to sneeze at.

There's a contest, too

This super-sized promotion isn't done yet, though. For those Pinterest fans who weren’t moved by the menu of celebrities or the fascination of real-time "vote and view" apartment decorating, Apt CB2 offered yet another draw – the chance to win a room furnished by CB2 valued at $5,000.

News coverage and PR

Needless to say, Apt CB2 has garnered a lot of interest in the news media. And that interest is accompanied by some extremely high-quality free publicity. We at Fame Foundry aren’t the only ones who’ve taken notice of this innovative campaign. News about Apt CB2 was picked up almost immediately by major outlets including Fast Company, the New York Times and International Business Times as well as a raft of lifestyle and home decor websites and blogs. CB2 has also supplemented their free exposure by placing paid advertising on relevant websites, notably Apartment Therapy.

Social integration

The real genius of the campaign, however, is the synergy that it creates between all of these different features. The whole, in this case, really is much greater than the sum of its parts. Without question, social media is a valuable way for brands to reach their intended audience, providing great opportunities for brand building, messaging and conversation marketing. Even the best luxury brands know the power of social media. Take, for example, the innovative ways in which Burberry has incorporated social media into their marketing efforts. And while the Apt CB2 campaign is a bit reminiscent of Burberry's best efforts, it takes social integration several steps further. The result is a brilliant combination of social media, marketing strategy, public relations and targeted advertising – all rolled up into one highly engaging package.

---