How to effectively implement email signatures in your business? A comprehensive guide
October 14, 2024
1. Requirements analysis and template design
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.
2. Prepare employee data
- 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.
3. Define exceptions
- Master addresses: Specify addresses to be excluded from the automatic signature deployment process.
4. Employee communication
- Information about changes: Inform employees about the changes and explain how to use the new functionality.
- Instruction: Prepare instructional materials, such as short instructional videos or FAQs, to make the process easier to understand.
5. Testing and implementation
- Data validation: Carefully validate employee data before installing signatures to avoid errors.
- Install signatures: Add signatures for domains, subdomains, aliases, entities and groups.
6. Updating company data and scheduling recurring changes such as banner campaign
- 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.