Email Signature Management

1. EMAIL SIGNATURE MANAGEMENT www.patronum.io

2. 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 www.patronum.io

3. 02 | EMAIL SIGNATURE MANAGEMENT EMAIL SIGNATURES Research carried out by Radicati Group estimated that there are on average of over 269 billion emails sent on a daily basis by over 4 billion email users. Yet there are still many people out there who don’t give their email signatures the consideration it desires. It still surprises us that over 48% of business email users don’t have an email signature, while others make do with poorly thought-out or badly designed ones. Your email signature helps convey your corporate identity, whether your a solopreneur or multi-national organisation, an effective email signature can help drive business and improve your customer relations. 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. http://www.radicati.com/wp/wp-content/uploads/2017/01/Email-Statistics- Report-2017-2021-Executive-Summary.pdf www.patronum.io

4. 03 | EMAIL SIGNATURE MANAGEMENT THE DEATH OF THE BUSINESS CARD? OK, so when was the last time you handed your business card to a client, probably two or more year now right? Remember the 3.5” floppy disk and the days before LinkedIn when the business card was king? When the only way of exchanging contact information at a networking event was a physical 3.5 x 2 card. Back then the business card was a way to show off your style, many man-hours were spent in meetings discussing meticulously crafted business cards from the font and colour schemes to the number of layers of paper. 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 EMAIL SIGNATURE? In the Middle Ages monarchs, bishops and other nobles would issue official decrees, and documents and sign them with a wax seal. The wax would typically be pressed with a unique handheld seal or with a signet ring. While email doesn’t need a wax seal to prove its authenticity you should still do your very best to end the email in the correct way. Using one of our awesome email signatures shows your professionalism. 1. A good HTML email signature should allow your receiver to know more about your business – products, blogs, and social media links. 2. Email signatures form part of our company brand. 3. Make your customers aware of new and important announcements. Your email signature can include time-limited banners to promote new offers or announce important changes. www.patronum.io

5. 04 | EMAIL SIGNATURE MANAGEMENT HOW TO DESIGN THE PERFECT EMAIL SIGNATURE We see so many organisations without a professional email signature. So we ask “Would you send out company letters or invoices on unbranded paper?” Well, it’s the same with email, sending emailing without the correct company branding can damage your business. When it comes to creating the perfect email signature, less is often more. When it comes to creating the perfect email signature, less is often more. You don’t want to create something like Gary, do you? You don’t want to create something like Gary, do you? Sending emails that are inconsistent could cause reputational damage to your organisation. We strongly believe that the key to establishing a brand and building trust is through consistency. This is true with email too. If you received an email from a supplier which is off-brand you may suspect that it was a phishing email. It is essential that every email sent from your organisation is consistent with your branding. This includes font type, colour and size, and logo. TRY PATRONUM FREE FOR 30 DAYS Join Our Beta www.patronum.io

6. 05 | EMAIL SIGNATURE MANAGEMENT KEEP IT SIMPLE Your email signature should be designed in the same way you designed your business cards, so keep it simple, structured, and try to imagine it fitting within that 3.5 x 2 rectangle. We would typically recommend that your email signature main elements as a business card. contains the But controversial email Address? what about element the most for Email an signature, your Should you include your email address within your email signature, after all, they are already reading your email right, so they have your email address. But, by including it within your email signature it can make it easier for people to copy it into their contacts list. In Mac Mail, for example, it’s just a few extra clicks to pull it from the top of a message. After that, just keep your details to a minimum, name, title, phone number, and website are all you need. For many organisations, we’d also recommend including your social media links and icons. Your email signature should compliment your organisation website, creating a cohesive visual identity. If you don’t have a visual identity avoid the overuse of too many colours (we recommend a maximum of 4) and keep the font consistent, Tahoma or Verdana are always a safe bet and avoid fonts that are not pre-installed on both iOS and Windows devices. www.patronum.io

7. 06 | EMAIL SIGNATURE MANAGEMENT KEEP IN CONTACT Remember the main point of the email signature is so that your clients are able to contact you in the future. Social extremely important these days, don’t clutter your email signature with every single social network profile you’ve got. We’d advise against using personal links, so pick the ones that are popular and right business and the sector you work in. In addition to social links including a graphical banner can also be used to great effect when promoting upcoming events or promotions, but again make sure it’s in keeping with your visual identity. media is profile for your Email banners give you an opportunity to turn your emails into part a marketing channel. These banners are highly effective in promoting new products, webinars, or services to existing customers. However, you need to make sure that the banners remain consistent with your overall brand, and don’t detract from the email itself. Try to keep your email banner image as small as possible, ideally, no more than 10kb, with a maximum height of between 90 and 150 pixels. Do not attach the image, but instead embed them within the HTML. When designing a banners aim for a web resolution of 72dpi so that it can be displayed correctly on smartphones and within preview panels. www.patronum.io

8. 07 | EMAIL SIGNATURE MANAGEMENT KEEP IT COMPATIBLE Not testing your email signature with different email clients is one of the most mistakes we see with in-house email Different email clients will render your emails differently. common designed signatures. So unless you want your boss calling you during dinner complaining that his new email signature looks rubbish on the latest mobile device make sure you test it. We test all our designs against the major email clients, but if you don’t have a team of engineers check out services such as Litmus or Email on Acid who will be able to check your email signature for you. It’s also a little-known fact that most email clients have a limit on the number of characters they allow within an email signature, and as your email signature is likely to be HTML there will be more characters in your email signature that you can actually see. www.patronum.io

9. 08 | EMAIL SIGNATURE MANAGEMENT PATRONUM - EMAIL SIGNATURE MANAGEMENT Create your own design, test it and then deploy, or simply pick from over 20 professionally designed and tested email signatures, it’s completely up to you. Patronum is the perfect tool giving you the ability to manage the email signatures for your entire organisation all from a single centralised location. When it comes to creating the perfect email signature, less is often more. You don’t want to create something like Gary, do you? TRY PATRONUM FREE FOR 30 DAYS Join Our Beta www.patronum.io

10. 09 | EMAIL SIGNATURE MANAGEMENT CONCLUSION Today’s modern workplace is more digital than ever before, and working from home is becoming the “new normal”. Managing those remote workers can be complex and challenging, that’s why we created Patronum, as the administrators swiss army knife. Patronum provides a comprehensive email signature management tool designed for both technical and non-technical users. Email signatures are updated automatically in real-time using information centrally stored within your Google Directory. Patronum is build on the Google Cloud and is infinitely scalable, secure and always up to date. So it doesn’t matter how many users you have joining and moving around your organisation they will always have the correct information within their email signature. MANAGE WITH CONFIDENCE Using Patronum for Google Workspace (G Suite) is simple, easy and will save you plenty of time and money, allowing you and your team to focus on the more important things within your business. READY TO BECOME THE MASTER OF YOUR DOMAIN? You can register and get started with Patronum in as little as a minute. Book an online demonstration today at www.patronum.io www.patronum.io