Your company email signature is a powerful marketing tool, a compliance necessity and an IT managers worst nightmare. There are a lot of different ways to manage your company email signatures, once you have found the right way for your business it’s important to create different versions for internal emails and external emails. Let me tell you why.
Your internal email signature should be very minimal compared to your external email signature. In most cases, there is no need for your colleagues to see targeted ads, social media links, or sometimes even a legal disclaimer.
By cutting down the size of your internal email signature, you are also cutting down the size of every email that you send. Having imagery on your email signature is a great way to attract attention and build brand awareness for external viewers, but these benefits are wasted on internal email signatures.
Below is my internal email signature and external email signature. You can see how big the difference is.
My internal email signature
My internal email signature is basic, only including the important details that my colleagues might need.
My external email signature
As well as the details from my internal email signature, my external email signature includes:
– Company logo
– Social media links
– Legal disclaimer
– Targeted advertisement
As I mentioned in the beginning, email signature management can be a nightmare for an IT manager. Mostly because they often need to manually update everyone’s signatures, or rely on everyone to do there own (we have a solution for this). But also, when staff have control of their own email signature they will often include large images which puts a lot of stress on your mail server (and your IT manager).
So be smart with your company email signatures, create a minimal internal email signature and include all of the ‘bells and whistles’ on your external one. Your IT manager will thank you, and you won’t be targeted with your own company imagery with every email.
If you need an easy way to create different version for your internal and external email signatures, Crossware Mail Signature can help. Our email signature software makes it easy to manage all of your company email signatures from one database. You can create as many versions as you like.