How can HR use electronic signatures to represent corporate culture?

Email signatures are used by over 62% of marketers, acting as a valuable tool that can further increase brand awareness around a business. As an easy add-on to emails, you can use this marketing tool to bring an element of professionalism to every email you send, as well as attach useful information that helps people stay in touch with your business accounts. .

Yet, in addition to promoting the business and ensuring a higher degree of brand visibility, electronic signatures can also be used to further represent corporate culture and boost communication. In fact, this last point of increasing ease of communication has been picked up by various major marketing agencies, with 89% of marketers using signatures to include additional contact information.

In this article, we’ll explore the benefits of using an electronic signature across a company, reviewing key benefits and demonstrating how one can help inform and grow internal company culture.

Let’s cut to the chase.

How to add an email signature in Outlook?

Adding an email signature in Outlook is surprisingly easy, allowing you to create and upload a signature in just minutes. With highly customizable options and a range of online creators you can turn to, implementing a company-wide signature isn’t as difficult as you might think.

In Outlook, there is a specific process you can follow:

  • Preferences – After opening your Outlook email account, go to Preferences, which should be in the window bar at the top left of your screen.
  • Signatures – Navigate to Signatures by going down in the alphabetical list or select “Help”, then search for it directly. Click it to open the signature page in Outlook.
  • Edit – Click the plus sign (+) to add a new signature. You can then edit your signature type and name before customizing it with custom fields and responses. Likewise, this is where you can directly upload a predefined signature if you created one with a third-party app or service.
  • Publish – After customizing your email signature, you can then hit apply, with the changes then being posted to your account. Make sure e-signature is selected. If so, the next email you send from your account will automatically include the email signature at the bottom of the page.

With this, you have quickly created and included an electronic signature that you can also distribute throughout your company.

Why should my business use electronic signatures?

Once you’ve created an email signature, you’ll be ready to reap the benefits of this useful email add-on. Typically, electronic signatures have both an instant benefit and a benefit that grows over time. For example, while there is an instant benefit of these signatures, which we’ll discuss shortly, using one now means that every email you send in the future will permanently contain this additional information.

If someone checks their email and looks back at their past emails to see what you may have said, your email signature will be a permanent reminder of your company’s branding, information and future details you may have included.

The instant benefits of using an electronic signature are vast, with this simple addition making a big difference. Online email signatures can:

  • Improve professionalism – More than 82% of companies are now actively using electronic signatures. One of the main reasons why this is so is that it promotes an image of professionalism. Businesses can use them to show off their branding, include additional details, and use corporate colors. Not only is it convenient, but it increases the sense of professionalism online.
  • Streamline contacts – Another advantage of using e-signatures is that employees can include other touchpoints. Email, although widely used, is far from the most efficient means of communication. For this reason, including a phone number, alternate email address, or other point of contact will help people stay in touch with the business.
  • Increase brand recognition – Brand recognition is an important part of online marketing. In fact, the simple act of including color in your email, reflecting your company colors, can improve brand recognition by up to 80%. Your company’s e-signature provides a fantastic opportunity to include marketing materials, your brand logo, and your company name. Over time, this will help increase the likelihood that people will recognize and associate positive customer service with your brand.

While these are the main benefits you will get from including an electronic signature, they only scratch the surface as it is one of the inexpensive changes you can make to your business.

How can HR use electronic signatures to advance internal company culture?

While we have discussed the external benefits of introducing an e-signature to your company, you can also experience internal benefits as the HR department uses e-signatures to advance corporate culture.

Email is an essential communication method within the company, with employees using this flow to talk to each other throughout the day. With this precedent, HR departments can include a range of additional information in their communications.

For example, HR can use email signatures to

  • Conduct business surveys – In email signatures sent by the HR department, employees can include a link to a recent survey conducted by HR. This can be a link to an anonymous survey on working conditions, a space to give your opinion or any other ongoing survey. This provides employees with an easy method to access a place to share their sentiments, in an HR email saving everyone time while providing a central location to search for surveys.
  • Schedule meetings – Many HR employees now use their email signature as a place to store “Take a meeting” links. These will bring other employees to an online platform where they can choose from available meeting slots. When an HR employee has to schedule many meetings, it can save them a lot of back and forth, while ensuring that employees can find a time that fits into their day. This is one of the best ways to streamline the creation and distribution of new meetings within a company.
  • Announce news – Finally, HR can distribute company messages and news through their email signatures. From large-scale announcements to daily newsletters they can distribute, email signature is a great place to keep people engaged and updated without forcing them to read through a company news portal. With this non-binding way of disseminating information, your HR team can communicate messages easily, without having to put in the extra effort.

As a singular location that can be seen and accessed by anyone the HR department sends an email to, an email signature is a great place to include elements that will reinforce the company culture. company. Often underutilized, this is a singular change you could incorporate into your HR department that can make a huge difference.

Final Thoughts

While email signatures are widely discussed as a useful tool that can be used to sharpen professional communication and build brand recognition, they are rarely touted as a useful tool for internal communication. In addition to simply giving employees more possible methods to contact their HR representatives, email signatures are often a great bulletin board for further communication.

From including a meeting schedule button to designing a place where company news can be inserted, email signatures are a wonderful place to build connection and company culture in a business environment.