Business Toolbox: How to Standardize Your E-mail Signature

E-mail is the workhorse of communication for your business. It’s likely to be your first point of personal contact with prospective customers as well as your go-to vehicle for conducting day-to-day conversations with existing clients. As a result, your e-mail signature is an important – but all too often overlooked – extension of your brand. Just as you wouldn’t mail a letter or a proposal printed on any old paper stock, you should give equal consideration to creating and implementing a standardized corporate e-mail signature. However, this is where things get a little tricky. While your e-mail signature serves as your electronic business card, it doesn’t play by the same rules of branding that govern your stationery, website design or even participation in social media networks. Here are five common misconceptions that can lead you astray when crafting your signature:

1. If I’m going to represent my brand, I must include my logo.

According to conventional thinking, your company’s brand and logo are one and the same. However, as counterintuitive as it might seem, it is best not to include your logo in your e-mail signature. Why? Because it is difficult to control how images are interpreted and displayed by different e-mail clients. Most e-mail applications either store images as attachments or block them, resulting in a broken image. Therefore, if you construct your signature around a logo, and that image frequently is not displayed, it compromises the consistency and professionalism that you are trying to achieve. The best, most universally replicable alternative is to integrate your corporate colors in your signature, albeit with restraint. For example, you might choose to display your company name in one of your corporate colors, which will make it the most prominent element while also employing one of the primary elements of your visual brand.

2. Personality, personality, personality...it’s all about personality, right?

In marketing, yes. On Facebook, Twitter and LinkedIn, you’ll never get anywhere without personality. However, when it comes to e-mail, make sure your messages are friendly and personable, but keep your signature strictly professional. The one and only purpose of an e-mail signature is to let the recipient know who sent the message and provide a way for them to get in touch with you. You might think it’s fun to include your favorite quotation in every e-mail, but in doing so, you run the risk of unknowingly offending a client or prospect. And never include any non-company-related information in your corporate e-mail signature. Not a link to your personal blog, not the URL of your side-project website, not your Facebook, Twitter or Skype details. That’s only asking for trouble.

3. It’s important to make a lasting impression.

The only impression you want your e-mail signature to make is professionalism. If your clients remember your signature and not the point of your message, there’s a problem. Don’t give into the temptation to experiment with large, bold or multi-colored text. Don’t try to use the typeface from your logo; more often than not, it won’t be displayed properly by the recipient’s e-mail client. Stick with simple, plain, web-safe fonts in the same size as the body of your message, and you can’t go wrong. Returning to the example of mailing a letter or a proposal, there’s a reason you would never print your correspondence on multi-colored florescent paper. Like your letterhead, your signature should reflect the legitimacy and gravity of your business-related communication. It should never compete with your message or in any way distract from the information you need to convey.

4. I need to make sure that my clients can reach me by any and every means necessary.

There’s no question that great customer service is a key competitive edge in today’s marketplace. And it’s understandable why giving your clients your direct office line, 800 number, cell phone, fax number, IM handle, mailing address and LinkedIn profile would seem to convey that you are accessible at their convenience through any number of channels. However, a much better way to serve your clients is to provide the one method of contact through which they can almost always reach you. Most of the time, this will be a phone number (pick one: work or mobile). Then, rather than having to sift through a dozen different means of communication to identify the one they need or play guessing games about which one will connect them to you in the most expedient manner, it will be right there for them to find at a glance. As a rule, there’s no need to include your fax number or your mailing address in your e-mail signature. In the unlikely event that your client needs to send you something by fax or mail, you can either include this information in the body of your message, or they can jump over to your website, where these details should always be readily available.

5. I want to drive traffic to my blog / encourage people to follow me on Twitter / promote a limited-time offer.

These are all great marketing objectives. However, you must always keep in mind that e-mail is, first and foremost, a platform for communication between one human being and another. You wouldn’t wrap up a phone conversation with your client by asking them to be your friend on Facebook, and you wouldn’t conclude a sales meeting by making a blatant plug for your blog. Your e-mails aren’t billboards for your marketing message du jour; always keep it personal and professional. Including your website URL in your signature is a good way to indirectly promote your business, its presence on various social media networks and targeted marketing efforts without cluttering up your e-mail messages. If your customer or prospect clicks through to your site, they should be presented with all of these options – most likely before they ever leave the cover page.

Best practices for a professional e-mail signature

Follow these tried-and-true guidelines to ensure your e-mail signature is polished, professional and customer-friendly:

• Focus on providing only the most essential information about who you are and how you can be reached in an effective and unobtrusive way.
• Limit your signature to four lines (the accepted standard), with a maximum of 72 characters per line to optimize how it is displayed in different e-mail applications. Combine different types of information on one line by using pipes (|) to separate the text.
• Typically, you should include only your name, job title, company, primary method of contact and corporate web address. Don't repeat your e-mail address in your signature.
• Write out the URL for your company website rather than using hyperlinked text.
• Create different signatures for different purposes. For example, you might have one version for e-mails you send to vendors that includes your office line and another for client correspondence that provides your cell number.
• Always add a signature to replies, but include fewer details. For example, whereas your primary e-mail signature would most likely include your name, position, company name, contact information and web address, your reply signature might provide only your name, primary form of contact and web URL.
• Don’t include a legal disclaimer unless required to do so. The best practice is not to transmit confidential information in plain text in e-mails because that information could easily be extracted or forwarded.
• Use a signature delimiter to create visual separation between your signature and the body of your e-mail. The standard protocol recognized by most e-mail clients is two hyphens followed by a space and a line break (-- ).
• Don't use HTML formatting, as it can interfere with how your signature is displayed in some e-mail clients.
• Simple, plain text in the same size as the body of your e-mail is best. Employ bold or colored text very sparingly for emphasis, and use only your corporate colors.
• Don't use an image as your signature, and avoid including images in your signature.
• Be sure to test your signature in as many different e-mail clients as you can (including web-based applications like Gmail). Don't forget to also check how your signature looks when forwarded to ensure that all lines wrap correctly.

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10 One-of-a-Kind E-commerce Websites That Put Ordinary Sites to Shame

This collection of creative e-commerce websites includes those that take a unique approach to creating a storefront, and each are discussed in light of what makes their creative designs work so well.

Hopefully, you too can find some inspiration in the collection below to help you in your own e-commerce website designs. Which of these made a big impression on you?

Mom and Popcorn

This vintage website is a very unique experience in that it jumps off the page and makes you forget what decade you are really in. Although not the typical clean cut design of most popular e-commerce sites, it remains easy to use and bursts with creativity. It is very easy to find what you are looking for and the prices are prominent. You don't have to click around aimlessly to figure out what to do next. Five stars for Mom & Popcorn!

The Affair

The Affair is a UK based, offbeat clothing company that makes no apologies; neither for its darkness and morbid atmosphere, nor for its unique shopping design. Although simple and uncluttered, it is anything but standard. For one thing it has a discreet but impossible to miss shopping cart link in the corner. When an item is added to the cart, there is an animation of the selected item dropping into the shopping cart. This is a great touch because so often people click several times to be sure their selection was made and end up with too much in the cart at the end. With The Affair's unique concept, there is no confusion. Another useful feature is that each product's thumbnail offers a 360 degree view so you can examine it from all angles. It's these details that make all the difference.

Storenvy

Storenvy is ingenious, both in concept and in execution. It takes social networking, Etsy, and Pinterest and combines them all into one with an interface as easy to use as Blogspot. It allows users to create their own store to sell stuff, or to buy by browsing hundreds of items from different sellers at once. It is able to pack a lot of information and products into a small space without getting cluttered or confusing. It comes with a built-in store creation wizard to make it super easy to get out there and sell your goodies. I only wish I had thought of it first!

Saddleback

Saddleback is a beautifully and meticulously designed website that sells all types of leather products. Every element of the site contributes to its design, which is a breath of fresh air from other designs that can be weighty and cluttered, even if nice looking. The attention to detail is what makes this rich site still completely practical and usable. One particularly nice touch is that it includes a list of the sites of their business rivals, making it easy to see that Saddleback is the complete package.

Heartbreaker Fashion

Heartbreaker has a pleasant design with a good use of patterns and textures, which is what makes it different from other creative e-commerce websites. The trend has been to avoid patterns because they can distract shoppers from the product. When done right, however, it can really enhance the store front. Heartbreaker also has a handy shopping cart box in the footer of the site as well as the top. Even though it breaks the mold, it is still very user friendly, and even stronger for it.

Oi Polloi

Oi Polloi is a retro site that sells clothes and footwear. It is surprising to find that it does not have a shopping cart immediately available - only once an item is selected does a shopping cart (here called a "Basket") descend as an overlay to the site, showing exactly what you bought, what size, and how much it is, as well as a subtotal. So there is not a separate page for the checkout, which is quite efficient in my opinion. Never be afraid to reinvent the wheel!

A Modern Eden

A Modern Eden sells prints, decals, and stuffed animals with strange angular designs. It makes use of trendy colors, and where normally the bright green background would be tacky or distracting, in this usage it is not only appropriate but adds greatly to the fun and feel of the site. The ribbon highlighting the shopping basket icon is a very nice touch as well.

Patrick Ervell

Patrik Ervell sells fashionable men's clothing with a really cool twist. Where expensive men's clothes can often appear stiff or uncomfortable, this site helps guys envision themselves wearing the clothing, with use of live moving models with every product! Normally this is a huge no-no. Animations can quickly become a very bad idea, especially if there is more than one moving item per page. But Patrik Ervell accomplishes it beautifully, with a sterile white background and simple, concise text only interspersed where necessary.

Marie Catrib's

Marie Catrib's uses vivid pastel colors; friendly, bold text; and interesting dotted lines and patterns to make the pastry and bread products come alive. Some unique elements include the ability to search by vegan or gluten-free, a toggle button to hide half the website to focus on browsing, most information in the footer, and having ALL the offered products on the home page of the site. Simple, easy to use, and captivating.

Brand Neusense

Brand Neusense breaks a lot of rules by being too crowded, having too many colors, and incorporating too many animations - yet, somehow it all works. First of all, the models look like real people, not - for lack of a better word - models. Even more so, though, this creative e-commerce website stands out because the homepage focuses more on the various brands it sells and on ads than it does on its product. It is designed thoughtfully for its target market, and that's all you can ask of a web designer.

So whether you have an upcoming creative e-commerce website design project coming up or you need to revamp your e-commerce site design, use the examples above in your decisions. Doing your research and noting what others do right (or wrong) is one of the best ways to create a website that puts ordinary to shame.

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