Planning after New Year's – how to organize email communication in your company starting in January
December 26, 2025
In practice, planning after the New Year rarely includes such “small” elements as a signature in a business email. And yet it appears in hundreds, sometimes thousands, of messages sent every day. A well-designed professional e-mail signature can become a quiet but very effective tool for organizing communication and strengthening your brand.
Why the beginning of the year is the best time to change e-mail signatures?
January is the time when companies most often update:
• sales and marketing goals,
• team structure and roles,
• contact details and organizational information,
• communication with customers and partners.
If email signatures are set up manually, chaos quickly ensues. Different versions of e-mail signatures, outdated job titles, old phone numbers, or a lack of consistent branding elements. This is the moment when it is worth implementing centralized e-mail signature creation and treating it as a permanent part of your communication strategy for the entire year.
Step-by-step email communication planning
The first step should be to check what the signatures currently look like in the company. Does every employee use the same version? Is the e-mail signature consistent with the visual identity? Does it contain up-to-date information and support business goals?
The second step is to design a single, consistent template. The HTML footer template should include the logo, brand colors, legible typography, and a logical layout of contact details. An email signature generator or email footer creator, which allows you to create a professional email signature without knowing HTML, is very helpful here.
The third step is automation. Instead of manually copying code, it is worth investing in an email signature creation program that allows for central management of signatures across the entire organization. Thanks to this, any changes made in January will remain in effect throughout the year – without additional work from IT or HR teams.
E-mail signatures as part of your marketing plan for the new year
A new year also means new campaigns. A professional e-mail signature can support:
• the promotion of webinars and events,
• directing traffic to key landing pages,
• recruitment communication,
• employer branding activities.
Just add a subtle CTA, campaign banner, or link to the current offer to your signature. The HTML email signature generator allows you to rotate these elements over time, so that the signature is not static but tailored to current activities.
Organizational order and time savings
Planning after the New Year also means looking for savings and improvements. Centralized signature management means:
• fewer manual corrections,
• no questions about “how to change the e-mail signature in Gmail,”
• no differences between Outlook and Gmail,
• full consistency across the company.
Instead of returning to the topic of e-mail signatures every few weeks, you can set them up once and focus on achieving your business goals.
New year, one communication standard
A well-designed e-mail signature is the foundation of organized communication. It is a small element that works every day to build the company's image, facilitate contact, and strengthen the team's professionalism. The beginning of the year is the best time to treat it not as an add-on, but as an integral part of your strategy.
Are your email signatures ready for the new year and the goals you want to achieve in the coming months?