Enhance Every Email with Centralised Signature Management

Emails, emails, emails. Apparently the average office worker sends about 40 emails daily and receives approximately 121 emails, though this number can vary widely based on role and industry. For example, office-based roles typically involve more email traffic compared to fieldwork roles. And I imagine that number might not even include the number of unsolicited emails we get each day.

Emails take up a lot of our time and a lot of our mental bandwidth as we make our way through them.

As a major, possibly the major, way of communicating with our clients and prospective clients, it is important that our emails carry our brand message. That message is spoken (written) in what our emails contain, and unspoken in the visual aspects of the email.

Our brands have elements of colour, font, and maybe writing style guidelines. In emails that is also reflected in the email signature that we use. Just like a uniform or dress code, our email signature says something about us in an unspoken way.

There are some general issues and benefits that come from how we compose and utilise our email signatures as well as specific issues and benefits depending on your industry.

Here’s Our Top 3:

1. Consistent Branding Across the Board

Inconsistent branding in email signatures can send mixed signals to clients, making a business appear unprofessional or disorganised.

Employees might (and often do) create their own versions, potentially misrepresenting the brand or even forgetting essential components like social media links or disclaimers. A consistent email signature across the company visually aligns with brand standards, fostering trust and professional consistency.

This is an important element. A lot of research shows that it is the small negatives that can destroy trust and we don’t realise why. Like the bad review, one negative takes many positives to overcome.

2. Engaging Marketing Opportunities without Overload

An email signature is often an overlooked but highly valuable touchpoint for subtle marketing. Your email signature allows you to add unobtrusive promotional banners or direct links to events, resources, and current campaigns within the email signature.

Marketing doesn’t have to mean advertising. An accountancy or bookkeeping company can include information about BAS deadlines on everyone’s emails for a week rather than just sending out an email reminder.

This approach can gently encourage clients to engage with the brand further, without overwhelming them with overt advertising. Research has shown that well-executed email signature marketing positively impacts engagement, with higher click-through rates when signatures are informative and visually consistent rather than cluttered with promotional messaging.

This is very consistent with long held marketing practices. The ‘but wait there’s more’ or P.S. on advertising letters have been key to marketing success. Your email signature can do this for you.

3. Ensuring Legal Compliance

Compliance can be a critical aspect, particularly in regulated industries where signatures must include disclaimers, confidentiality notices, or legal disclaimers.

These essential elements can be easily omitted, especially in rapidly evolving teams where a template might be followed, but manually entered text is used to create the signature, even though it is automatically placed into the email.

We’ve been searching and found a way to make sure that you make the most of the 3 benefits mentioned above as well as gaining other benefits and avoiding issues.

The Solution

The solution we have put in place at Loyal I.T. is Exclaimer.

Exclaimer is a leader in email signature management. It offers businesses a powerful solution to centralise and enhance email signatures across platforms like Microsoft 365, Google Workspace, and Exchange. We

Exclaimer’s user-friendly platform allows organisations to craft dynamic, custom signatures tailored to various departments, locations, or roles. Its drag-and-drop editor enables teams to design unique signatures that reflect a consistent brand identity while including relevant information such as banners, social icons, and promotional messaging. With Exclaimer, companies can add actionable elements like one-click surveys or important disclaimers, providing a personalised and impactful touchpoint with each email sent.

Efficiency

The software allows for all signatures to be controlled from a central point. It makes it very efficient to change one or all signatures for your organisation. The software also offers role-based access controls, so departments like HR or marketing can manage their signature needs separately if that makes more sense for you. This feature saves time, supports operational efficiency, and ensures that signatures remain secure and compliant across all business functions.

Analytics

A standout feature of Exclaimer is its robust analytics dashboard, which helps organisations measure the success of signature elements and track user engagement. This insight enables marketing and I.T. teams to understand what content resonates most with recipients, optimising campaigns and adjusting designs in real-time.

Using Exclaimer, you can unify your email communication while maintaining a professional and engaging brand presence in each interaction.

Please contact Loyal I.T. Solutions at 02 4337 0700 or reception@loyalit.com.au for more information about adding Centralised Signature Management to your organisation.