How American Corporations Are Saving Time Managing Email Signatures at Scale

by Damian Hamp-Adams | CEO

America is the world leader in email usage, with nearly 10 billion emails sent daily. 89.45% of Americans use email, far larger than any other communication platform. This dominance is a testament to the ubiquity of email and underscores its critical role in professional communication.

The easiest way to ensure your staff email communication reflects your corporate values and standards is through the addition of on-brand, professional signatures to all employees’ emails. However, the larger your company, the greater the need for effective email signature management, and the implementation of this is likely to fall to your company’s IT department.

Managing corporate email signatures: The challenges facing IT departments

Managing email signatures across a large workforce can be daunting for IT departments and raises 3 key time-consuming challenges:

Challenge 1: Time-consuming manual management of individual employee signatures

IT departments need to ensure that all company email signatures are branded consistently, adhere to company brand guidelines and prevent individual employees from amending their own email signatures, especially in ways that could damage the overall corporate brand image. Manually managing individual employee email signatures and monitoring their brand compliance is highly-time consuming for a busy tech team.

Challenge 2: Time-consuming email signature updates to ensure accuracy

It is essential that all employee email signature details are kept up to date and accurate. Consequently IT teams are faced with the constant need to update individual staff email signatures due to employee turnover, role changes, and new marketing initiatives that demand significant time and resources.

Challenge 3: Time-consuming searching for troubleshooting support

Busy corporate IT teams are not necessarily email signature experts and, should any problems arise, they do not have the time to waste searching for a solution amongst troubleshooting FAQs or multiple questions from chatbots. They simply need timely, responsive email signature tech support to meet their specific problem.

How IT departments can save time managing email signatures

However, solutions like Rocketseed offer a way out of these time-consuming challenges, enabling IT teams to save time and effort managing company email signatures. Here’s how:-

Time-saving solution: Centralize company email signature management

By centralizing control over all your company email signatures, Rocketseed signature software enables your IT team to create, update and manage every employee signature, without any manual involvement from the individual employees themselves. Company-wide changes to branding, address details, social media links etc. can all be made centrally and instantly.

Whether your company uses Microsoft 365, Google Workspace or Exchange, the implemented email signatures are tamper-proof, ensuring brand consistency company-wide without relying on individual employees adhering to corporate brand guidelines. This email signature management centralization significantly reduces your IT department’s workload.

Time-saving solution 2: Automate employee signature contact detail updates

How do you keep each employee’s signature details up to date and accurate without making hands-on changes to each individual signature? The solution is simple: integrate your email signature software with your company’s user directory. This way, whenever an employee’s job title, telephone number or office address changes – or when a new employee joins the team – their email signature automatically updates to match their new information as entered in the directory. Rocketseed integrates seamlessly with Active Directory and Google Directory to, once again, save IT departments significant workload and time.

Time-saving solution 3: Receive stand-out IT support 24/7 from real people

When your IT team needs help managing email signatures, it’s important that they receive it quickly and from a real expert who understands their situation and solves any problems swiftly. Rocketseed makes a unique commitment to delivering exceptional customer service and IT support, from assisting with set-up through to 24/7 troubleshooting should any technical problems arise – and you’ll always deal with a real person! Not only does this save your IT team’s time, it also gives them the peace of mind that their email signature provider is always on-hand to help. Our IT support truly sets us apart.

These time-saving strategies are just some of the reasons why Rocketseed is trusted by IT.

IT time-saving email signature success story: Brigg Freeman

Briggs Freeman Sotheby’s International Realty is North Texas’s leading luxury brokerage with 400+ expert agents across Dallas, Fort Worth and surrounding cities, all emailing buyers, vendors and fellow staff every day.

Time-consuming email signature management challenge

Updating over 400 employee and agent email signatures on multiple devices was too time-consuming for the Briggs Freeman IT team, with the result that too many staff email signatures were off-brand and out of compliance.

Time-saving email signature management solution

Making full use of Rocketseed’s features and functionalities outlined above, Briggs Freeman were not only able to ensure all their agents’ email signatures were on-brand and accurate but also their IT team’s time spent on updating signatures was reduced from hundreds of hours to less than 10 a year – a huge time-saver! Read our full Briggs Freeman case study to see how they achieved this spectacular time saving.

“We consider the implementation of Rocketseed a complete success. The time spent on updating signatures has gone from hundreds of hours to less than ten a year and it’s given us a new cost-effective marketing channel. What’s more, with Rocketseed’s analytics and reporting, we can track every recipient engagement in real-time.”

Will Stokes, VP of Information Technology, CTO 

To start saving time managing your company email signatures, book a Rocketseed demo today.