Powering up email signatures to become a key business tool
31 July 2023
An email signature is much more than the endnote to corporate communications. It can function as a digital business card, a protective legal document, a promotional channel, and an extension of your customer service team.
Despite these advantages, some organizations still view email signatures as only necessary. On the other hand, forward-thinking organizations employ email signatures for purposes ranging from market expansion to customer satisfaction enhancement.
Elevating user engagement
Email signatures can streamline interactions in today's professional environment. An elegant, professional email signature can be easily customized to provide essential contact details and promotional content, all neatly presented. For instance, customer-facing staff members can use links to important information or FAQ sections. This approach lets customers find what they need quickly and effortlessly.
In remote and hybrid working environments, email signatures must also cater to mobile devices. An email signature may appear polished on a desktop, but with almost half of all emails opened on mobile devices, broader formatting considerations are crucial to avoid distorted imagery and overlapping text.
The shift from office-based desktops to home-based laptops and mobile devices necessitates consistency in email signatures across all email clients. This ensures the delivery of a seamless user experience on all devices.
A promotional channel
Email signatures have always been an ideal platform for showcasing company credentials and advertising opportunities. Historically, email signatures were used for subtle self-promotion by linking to a company's website and social media profiles. Now, its potential applications are expanding.
E-commerce experts can incorporate promotional banners in email signatures to attract new customers to explore their offerings. Likewise, tech vendors can advertise their products and services to boost conversions.
Beyond demonstrating your commercial prowess, the email signature also paves the way for meaningful societal change. Many companies use this space to display their corporate social responsibility (CSR) initiatives, such as supporting important causes or endorsing charity partners.
Whether it's highlighting environmental policies or linking to charity fundraisers, more businesses are exploring ways to optimize their email signature space. Those who do so enhance their brand reputation among today's environmentally conscious consumers.
A customer service tool
For businesses, it's challenging to find out what customers think of their services. Customer service representatives often find it difficult to collect actionable feedback on the user experience. With face-to-face interactions more limited due to the pandemic, the need for personalized customer service calls for novel delivery methods. A simple way to obtain customer responses is by integrating an instant feedback system into your email signature.
Platforms like Exclaimer, which incorporate one-click feedback surveys and simple performance indicators, are likely to gain popularity as remote working continues to spread globally. These enable businesses to monitor the user experience efficiently, allowing them to target their efforts where they're most needed.
Building an effective email signature design
The best email signatures are simple, professional, and contain relevant information. Take the following on board when creating your email signature design:
Use a legible font and stick to one or two colors that align with your brand.
Ensure your design is responsive and looks good on both desktop and mobile.
Keep your signature up to date; as your position, company, or contact details change, make sure to reflect those changes in your email signature.
Avoid large images, inspirational quotes or personal information that’s not professional.
Make sure your email signature uses a compliant legal disclaimer and does not violate any laws, such as the General Data Protection Regulation (GDPR) or the California Consumer Privacy Act (CCPA).
Summary
To make your email signature work smarter, tailor it to your brand and audiences. Use it as a promotional tool and even a platform for societal change. Include marketing banners, advertise your products and highlight your company’s CSR initiatives. The power of your email signatures can be further boosted by integrating a feedback system, allowing customers to provide valuable insights with one-click surveys, allowing you to continually improve.
All-in-all, the email signature is a versatile business tool that can serve various purposes. However, it requires careful design, regular updating, and thoughtful use to be truly effective in the modern workspace.
This is why so many companies use Exclaimer’s email signature software to unleash the full power of their email signatures. Sign up for a free trial or get yourself an interactive product tour today.
