We live in a fast-paced, interconnected world that never sleeps. Many of us are always on the go and access our emails wherever we are and at all hours. We read our emails when we’re eating our lunch; when we’re on our daily commute; even when we’re lying in bed. According to a report by eMailmonday, mobiles account for at least 50% of all email opens worldwide, with more email than ever before now being read on mobiles over desktop email clients. With the number of smartphones now reaching 5 billion worldwide, mobile devices play an intrinsic part of our lives and have become a necessity in today’s business world. However, mobile email signatures are still an afterthought to many companies, with employees having too much control over how they sign off emails. This lack of control can have very serious business consequences if not managed correctly.
Now, you might find it difficult to imagine how just one unprofessional mobile email signature could do any damage. After all, millions of emails are sent every day, so how could one signature have any negative impact? It would surely just get lost in the maelstrom of daily emails sent, so wouldn’t be noticed. In reality, anything from a typographical error, an outdated/inappropriate statement, some misplaced humor, or a sloppy design can impact negatively on a brand’s reputation. That’s why the truly successful companies don’t leave their brand in the hands of individual members of staff. They take complete control over this channel and enforce corporate signatures that all employees have to use.
Let’s take a look at the most common issues that occur around mobile email signatures and how successful companies get around them:
1. Telling people what type of device you have
No one cares what device you’re sending an email from anymore. The iPhone has been around since 2007 and smartphones are no longer a novelty. This was once a clever marketing tactic by Apple (one that other companies such as Samsung and Google incorporated), but having an iPhone in 2019 is not the status symbol it once was. Everyone now has a smartphone of some description, so you won’t find anyone that’s impressed by an email saying “Sent from my iPhone.”
An effective mobile signature needs to be a reflection of your company, not the device the email came from. That’s why successful companies ensure all of their employees use a similar signature on mobiles as they do on their desktop computers. These companies understand that an email signature is just as much a reflection of their brand as any other corporate materials, and so needs to appear front and center of any mobile communications.
2. Using “Excuse any typos” as an excuse
Yes, mistakes happen. We are all human after all. When you’re sending an email over mobile, you may be in a rush or a long way from your main office location. So, the idea of stating there may be typos in your message via a mobile email signature makes sense in theory. But imagine if someone sent you an email with a signature saying “Sent from my PC. Excuse any typos.” You wouldn’t be impressed would you? So why should it be OK to state this in a mobile email signature? A business email is still a piece of professional correspondence, not a text message. Saying there may be typos in your email through a signature doesn’t give you a free pass when it comes to using poor grammar and punctuation. It might have done a decade ago when smartphones were in their infancy, but in 2019, mobile email signatures should never be used to state issues with email copy.
If you’re telling people there may be typos in your message, you’ll just sow doubts in their mind. They might start to question what else in the email could be inaccurate. They might not agree with the financial figures you’ve sent over. They might think there’s an issue with your sales quote. Basically, you’re going to look like you don’t pay attention to detail, that you rush and that you’re sloppy. This can then snowball into them thinking that the company you work for also doesn’t care about important details. Why would they then want to do business with you?
That’s why successful companies standardize email signatures so everyone gets one consistent template. They don’t draw attention to any mistakes that might appear in an email. They don’t explicitly say there could be errors in the message. The signature shows how professional the company is, and therefore only has the best employees working for it. It becomes a implied mission statement, helping to provide extra reassurance to recipients.
3. Trying to be funny
Your sense of humor might make people constantly laugh in your office environment. But we bet your “wacky” antics aren’t company policy. Having “Sent from my toaster” or “Sent by carrier pigeon via Skynet on a typewriter” as a mobile email signature is not in the least bit appropriate for business communications.
Here’s a simple example of why you should never use humor in email signatures. One of your salespeople is trying to close a massive deal with a major corporation. The potential sale would be massive boon for your company. The sales rep sends an email via their mobile to the CEO of said corporation with a final quotation. The CEO opens the email and is greeted with a signature saying “This email was sent from the future on a magic carpet of dreams.” Now, what is the CEO to think when they see such a stupid statement? They’ll think they’re dealing with an amateur that has very little respect when it comes to conducting business. This could then cost your company this big sales deal, and all because of some stupid text added to a mobile signature that you had no control over.
In the end, this is why successful companies don’t give their staff the option of adding their own signatures on mobiles. They enforce a company template across the board, so that even if an employee decides to add their own statement, it is automatically removed after their email is sent.
4. Using personal quotes
We all have different opinions. We all like different things. We all have different beliefs. What’s the one things these all have in common? The word ‘different.’ Just because you passionately believe something, that doesn’t mean others will share them. That’s why you should never include ANY personal quotes in an email signature. EVER!
Any successful company doesn’t want to come into disrepute because an employee is promoting a certain political party or their religious beliefs in their signature. Any employee represents the corporate values of the organization they work for and actively promote their mission statement. Personal quotes are distracting, cause clutter and are totally inappropriate for business communications. It doesn’t matter if the email was sent from a mobile: said quote can still leave a bad taste and have a very negative impact on a brand’s reputation.
For more information on why you shouldn’t use personal quote in email signatures, visit this blog post.
5. Adding too many contact details
If a person is checking their emails on a mobile, they don’t have the time to read reams of text and the equivalent of a dissertation. The average time people spend reading a message on a mobile is considerably less than on desktop devices. If they want to contact you off of the back of an email, they want to be able to do it quickly. Therefore, having your phone number, email address, fax, Skype ID, personal Twitter and office address just makes things too confusing.
The best mobile email signatures keep contact details to a minimum, making it easy for recipients to get in contact ASAP. We recommend using the following:
- Employee’s full name (not first name or nickname)
- Job title
- Phone number
- Email address (yes you should include your email address in an email signature no matter what anyone else says).
Controlling mobile email signatures
As you can see, it is in your company’s best interest to make sure that your email signature looks great across all types of devices. With Exclaimer, you can ensure that all mobile devices that send email will have full HTML signatures, maintaining your professional image wherever the message has been sent from. Whether your employees are using a smartphone or a tablet, dedicated email signature management solutions from Exclaimer guarantee that every mobile device will use the same high-quality signature that you use for emails company-wide.