![]() End users automatically get all email signature updates. Once setup and integrated with your email systems, all changes are managed centrally. It eliminates manual work and simplifies the design process. Specialist software makes managing email signatures a walk in the park. Using email signature management software So, updating email signatures is always an uphill battle. IT always has other important tasks to work on, some of which are business critical. So again email signature management is not possible as updates are too difficult and costly. Īnd this just scratches the surface of the countless issues that can occur when trying to manage email signatures this way. Or you might find that the HTML code for a design is too long, which often happens in Google Workspace (G Suite). This is a known issue in Microsoft 365 (Office 365) and Microsoft Exchange. Instead, it will appear at the bottom of an email trail, under all replies. They probably don’t have the design experience necessary to ensure email signature templates render correctly.Ĭertain restrictions also mean you can’t place an email signature directly under a message. They might struggle to keep up with update requests. IT might not be able to deploy HTML email signatures due to system limitations. Then there are the technical issues that always occur. The entire process also must adhere to IT policies, service level agreements, and timescales. It again requires negotiating with IT every time the signature needs updating. ![]() However, this has an enormous impact on IT resources and costs, even for smaller companies. This involves setting up a signature template and deploying it at the server level, meaning it’s automatically added to every email. More often than not, IT takes over control of email signature management so end users aren’t involved at all. So if you have a remote or hybrid workforce, you can forget about even attempting this. More assistance from IT and another lengthy dispute over how soon they can do it.Īnd this doesn’t work if employees are based in different locations. ![]() You’ll have to negotiate with them every time you want to update an email signature, change a design detail, or correct a mistake.Īnd as soon as you notice the slightest mistake, the whole process begins again. In fact, IT probably won’t want to do it at all. And updating email signatures like this is boring and repetitive. IT professionals are not hired for unskilled labor. But this assumes everyone works in the same place.Įven with 20 employees in this scenario, email signature management is a big labor cost. This means they know everyone has had a signature applied to their email. Visiting every user’s deskĪnother common method is for IT to visit each user’s desk to copy and paste the signature template directly. So, email signature management completely fails as you’ve given control over the mob again. Copy ad pasting an email signature template won’t even register on their radar. What happens when you spot an error? You’ll have to tell the user, get them to send over an updated email signature template, and check it again until it’s right.īut in most cases, end users will simply ignore your request. Think about how many email signatures you’ll have to review. So, to implement some form of control, you could ask everyone to send their email signature templates to you for review. This is pretty common in smaller companies.īut how do you keep track of every template being used? How many iterations of the same signature design will be used? The answer is that you don’t know. This email signature management method involves sending a template out to everyone with instructions on how to copy and paste it into an email client. It’s essentially impossible to manage email signatures when left at the whim of each employee. In fact, you won’t be able to do anything with them as you have no control. So, email signatures representing your company just leave a bad impression on recipients.Īdditionally, you won’t be able to change email signatures for promotional purposes. And no one will put your brand guidelines front and center. Some employees might mess up their contact details or not use that important email disclaimer. If you let end users control their email signatures, it becomes their channel, not the company’s. This is because each person will interpret what looks professional and on-brand differently. Very few businesses leave email signature management in the hands of individual members of staff. This article will look at the 5 methods available to organizations for managing email signatures. So, it makes sense to create a great first impression with a professional email signature.īut how do you control what every user includes in their signature template? You’ll need an email signature manager. Email is the primary communication method used by organizations worldwide.
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