7 Tips to choosing the right email signature software

1. Will your new email signature software be compatible with your email client?

Is the software you’re considering compatible with Office 365, G Suite or Microsoft Exchange? You can quickly rule out email signature software that won’t work with your email client.

2. Will the security of your business and your customers be protected?

Creating an email signature is the first step, but you also need to make sure you think about security too. Ask yourself, does the software meet these requirements?

  • Secure, local storage: You’re going to be sending out your information and collecting information about your customers. That data needs to be stored securely, and you need to know where in the world it is going to be stored. Ideally if your business is in Australia or New Zealand, the data should be held here as well.
  • International compliance: Look for an email signature software configured to comply with CIS (Center for Internet Security) benchmarks – the world standard for internet security.
  • Security audits: While you’re researching, don’t forget to ask if the software provider undertakes regular security audits and data backups.

3. Is the software centrally controlled?

It’s one thing to create a single, perfect email signature, but what about when you have to update the whole team? Or the whole company? Not everyone is going to update their signature when their details change, branding updates are implemented or signature banner campaigns are rolled out. With central control you will be able to make individual sender or company-wide changes that apply immediately. Good software will even let you schedule your banner campaigns, to ensure company wide compliance.

How centrally controlled email signature software works

The best email signature management software pulls data from a central source either working within the same Azure Cloud or Google Directory as your Office 365 or G Suite.

4. Will the email signature software display correctly on all devices?

Your email signatures may look great on desktop, but do they adapt and look as good on mobile devices? When choosing software, check if it’s mobile optimised. You want email signatures that will display perfectly on a desktop, tablet or smartphone.

5. Is your signature software provider available to call for support?

Does your email signature software provider offer support from a dedicated, Australia-based IT implementation and account management support team? Will the support team speak to you in person if you require it? Does that team include HTML specialists (HTML being the language in which email signatures are written)?

If you answered ‘No’ to any of the above, you might be on-track for trouble down the line. Before making a decision, ensure you’re getting these two services:

  1. IT implementation support: Access to an IT support team means having guidance at your fingertips every step of the way. Implementation of your email signature software will be smoother and faster with this level of support.
  2. A dedicated Account Manager: This is someone who speaks to you in person. Consistent support from the same person, who understands exactly what you’re trying to achieve with your email signature, will help you get the most from your investment. Plus, someone who knows what you’re trying to achieve can help you not only to create an email signature, but also to maximise all the extra features you’ve paid for.
  3. 24/7 IT technical support

6. Will your email signature achieve brand compliance?

Having a support team with HTML specialists means having a professional to help you design and test an email signature design so it 100% matches and complies with your brand guidelines.

Remember to ask whether your provider also offers pre-designed template signatures as well as bespoke HTML options. With both choices it gives you flexibility and access to multiple signature templates or bespoke HTML custom design.

7. What marketing features are available in the email signature software solution?

Every email you send is an opportunity to drive leads, promote your content and to apply specific email banner campaigns.

How many of your customers and prospects don’t know about some of the services you offer, services that could be perfect for their needs? With a promotion or call-to-action in your email banners you’ll get the right message to the right client at the right time, every time.

Your email signature software should have the following marketing and sales features:

  • Banner campaigns
  • Custom date scheduling
  • Multiple banner links
  • Banner campaign retargeting
  • Banner campaign A/B testing
  • Advanced targeting and segmentation (including internal employee comms)
  • Automated Google Analytics integration
  • Salesforce and other third-party CRM integrations
  • One-click survey integrations
  • Real-time banner campaign click alerts
  • Real-time alerts when someone opens an email
  • Built-in reporting analytics to measure the success of your campaigns
  • Simple-to-use user interface and one-on-one personalised training

Email signature software with these features can be used across the whole business – including IT, Marketing, Sales, HR and Internal Comms, and Customer Service teams.

Not sure where to start?

The seven points above are a great place to start, but when it comes down to it, what you really need is someone who’ll listen to what you’re trying to achieve and work with you to get the best results.

That’s us.

To find out what we can do for your business, or to receive a free quote, get in touch today.

Robyn Woods-Child | Managing Director

Connect with Robyn on LinkedIn

What is an HTML email signature, and how do I design one?

While seemingly a small piece of the marketing puzzle, email signatures are some of the most visible branded materials a company can own. After all, every time a customer interacts with your staff via email, they catch a glimpse of your brand – and its quality – via your signatures. But with a quick search you’ll see numerous companies offering different HTML signature generators – some templated, some with drag-and-drop editors, and then companies that offer totally bespoke designs. So what does that mean, and which is right for you?

What are HTML email signatures?

Most major email signature generators provide some type of HTML service. This is because simply building a signature within your email software (i.e. Outlook or Gmail) or attaching an image at the bottom of every email can cause problems. For instance, your signature may display incorrectly in different email clients, the image might cause loading speed issues at the receiver’s end, or buttons that should be clickable (i.e. social media or promotional links) aren’t.

HTML, on the other hand, is designed to work more fluidly across platforms and devices. This is because these signatures are built more like a website than a graphic. They are compressed without sacrificing quality (improving loading speeds), and display correctly across various devices or email clients. Additionally, using a signature generator such as Rocketseed, images can also be stripped from email replies so as to reduce the archive weight of the chain and maintain optimal speeds during those longer conversations.

HTML signatures also incorporate branding, personal images and social media icons, as well as custom links and tracking codes.

Key benefits of an HTML email signature

  1. Customisability: HTML is very flexible, allowing you to build a signature that perfectly meets your brand and marketing objectives. Because code is recognised across platforms, it will allow you to embed graphics and images that display correctly on all devices.
  2. Easy to update: With the right email signature provider, you can instantly update sender information, promotional banners, link URLs, UTM codes and more with the click of a button – automating the change to all applicable senders in your company.
  3. Clickable links: You can make different parts of the signature clickable. Examples include email addresses, social media, website URLs, promotions, maps, or business card downloads.
  4. Click tracking: A custom HTML email signature will allow you to track each click by adding a UTM to the URL. Rocketseed has built in analytics to quickly build reports on campaign performance.
  5. Reduced email size: By stripping images from replies, HTML signatures can reduce the size of an email chain and improve load speeds.

HTML email signatures: Template, drag-and-drop, or bespoke?

Now that you know the ins and outs of HTML email signatures, you’ll need to decide what type of generator you want to use.

  1. Templates: Pre-made email signature designs within which you can make customisations, such as colour, font and images.
  2. Drag-and-drop: An app that lets you build your own template using custom modules that fit together into a wider design. Think of it as lots of little templates that you can put together in an order that you prefer.
  3. Bespoke: Get the signature that 100% aligns with your brand. Create custom signatures with the perfect style, layout and content.

Why choose Parrot Digital?

Parrot Digital is Australasia’s exclusive provider of Rocketseed – one of the world’s leading HTML email signature tools.

With Rocketseed, we can provide totally bespoke, on-brand signatures that get the right message in the right place at the right time, designed to work perfectly on every email client. Plus, with our one-click Google UTM tracking codes, in-built detailed instant reports and custom promotional banners, you can get more from your emails with Rocketseed.

To find out what we can do for your business, or to receive a free quote, get in touch today.

Robyn Woods-Child | Managing Director

Connect with Robyn on LinkedIn