How to effectively implement email signatures in your business? A comprehensive guide

1. Requirements analysis and template design

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The first step is a thorough analysis of your organization's needs.

• Template breakdown: Define different variations of templates depending on the position, department or type of communication (e.g. internal, external).
• Data source configuration: Choose whether data should be retrieved automatically from Google Workspace or entered manually in the gSignature application. Configure advanced settings to customize signatures.

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2. Prepare employee data

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• Data cleaning: Make sure employee data is complete, correct and consistent. Remove duplicates and errors.
• Data completion: Add missing information such as photos, aliases or group memberships.
• Divide employees: Group employees according to their photos so you can more easily assign them the appropriate templates.
• Aliases: Define aliases for individual employees or groups to make it easier to manage signatures.
• Groups: Create employee groups and assign them the appropriate signature variants.

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3. Define exceptions

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• Master addresses: Specify addresses to be excluded from the automatic signature deployment process.

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4. Employee communication

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• Information about changes: Inform employees about the changes and explain how to use the new functionality.

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• Instruction: Prepare instructional materials, such as short instructional videos or FAQs, to make the process easier to understand.

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5. Testing and implementation

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• Data validation: Carefully validate employee data before installing signatures to avoid errors.
• Install signatures: Add signatures for domains, subdomains, aliases, entities and groups.

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6. Updating company data and scheduling recurring changes such as banner campaign

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• Update company data: Plan to change the template or part of the signature depending on how the organization and the company's environment develops, e.g. Awards received, certificates are worth showing regularly in signatures
• Marketing updates: Cyclically you can update calls to action as marketing content in e-mail signatures e.g. in the form of banners to support the company's marketing efforts.

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