IT
January 10, 2023

How will our new feature revolutionize the internal communication?

By
Wassim Achkar
Product Marketing Manager
As a major turning point in the evolution of our solution, we are proud to announce a new feature is available: internal audience. The goal of this feature is to allow companies to go further in personalizing their email signatures according to the recipient - external or internal - of their emails.‍This development is made possible thanks to our collaboration with Microsoft.

A close collaboration with Microsoft.

For more than 10 years, we have been working hand in hand with Microsoft Teams to test and deploy new features and ensure their compatibility with your tools.Four years ago, we decided to take our collaboration with Microsoft's R&D teams a step further and create the first Outlook email signature add-in!

Officially launched in 2021, this Add-in allows M365 administrators to instantly deploy thousands of Outlook email signatures to all their employees, on all their devices, directly from the M365 Administration Center, without having to install any application.

Juan Balmori Microsoft - Letsignit Add-in O365 / M365

« Letsignit has been an amazing partner for the Office Extensibility team because they helped not only to design but also to be pioneers in building and testing solutions using our new Signatures APIs and event-activated Outlook Add-ins. »

This feature has been a real game changer for large organizations looking to deploy and manage employee email signatures at scale with just a few clicks. Since the launch of our Outlook Email Signature Add-in, thousands of email signatures have been deployed worldwide.

This new "internal audience" feature is the logical next step in the evolution of our solution and the utilization of the Add-in’s potential of the Add-in's potential.4Naturally, you are probably wondering what this has to do with internal communication?

Naturally, you are probably wondering what this has to do with internal communication? We'll come to that.

Personalized email signatures according to the recipient of your emails.

Letsignit already allows you to integrate and assign email signatures for all employees, but it is now possible to target them even more precisely.

You can now distinguish your signatures between your internal and external campaigns. Thanks to an intelligence overlay, our platform is now able to identify the recipients' domain names.  

With a preliminary organization of your internal campaigns, your emails to your employees will have a different signature and campaign, so you can promote purely internal messages.

This is a real answer to the needs of medium and large companies that are finding it increasingly difficult to engage and inform their employees in a new hybrid context.

Internal communication - Email signatures example

In practice, how does it work? Nothing could be simpler! All you need to do is create an email signature or a communication campaign as usual in the platform and then, when assigning it, select the internal audience.

Therefore, when your collaborators send emails to one or several other collaborators, the detection of your domain name will be done automatically, and your email signatures/banners will be adjusted in real time.

When sending emails to recipients outside your company, nothing changes. They will receive the signatures and campaigns that you have specifically assigned to them.

You are probably wondering, what are the concrete benefits for internal communication? Let's find out.

What is the potential of this feature for internal communication?

In the past, you could rely on the intranet or internal newsletters to communicate internally. Today, in a context where channels are multiplying and the “noise” is increasingly intense, the distribution of your internal messages or the promotion of your initiatives are proving to be complex.

It’s clear that your employees are solicited from all sides, whether through personal or professional channels. Communication experts (both internal and external) are struggling to reach their audience.

The messages generally go by the wayside, even more so with the rise of remote work.

As an indication, 90% of employees do not feel engaged in their work.

Aware of the potential of the email signature for companies, we wanted to help internal communication professionals make their actions shine and engage with employees.

Why rely on the email signature? The answer is simple. Your employees spend an average of 28% of their working day answering and sending emails.

So why not engage them where they pay attention? The automatic detection of the recipient (internal VS external) will allow you to address your employees, in a personalized framework, while overcoming the limits encountered by other channels. Therefore, you will be able to capture all your audiences and all types of employees (remote, freelance, etc.).

In addition, you will create a culture of operational excellence. You will share the company's strategy in real time, limiting misunderstandings, duplication, and indecision.

This feature represents a great opportunity to use 1-to-1 email as an internal communication channel.

10 ideas for internal communication campaigns to launch in your email signatures.

As you can see, thanks to this feature, you can now program signatures and campaigns specifically for your internal audience.

To help you get started, here are 15 use cases that lend themselves to this - although there are an infinite number of them in reality:

  • Share a suggestion box
  • Highlight your CSR initiatives
  • Invite and share information about an internal event
  • Launch a call for projects
  • Invite your employees to take a survey or a quiz
  • Launch a mentoring program
  • Communicate your new job offers
  • Share your successes and awards
  • Announce training sessions
  • Thank your employees

If you want to go further on the use cases, find here 5 use cases specific to internal communication and 7 examples relevant to change management projects.

We have produced two eBooks in which you will discover tips and use cases that are easy to apply. You’ll be able to strengthen the commitment of your employees or to carry out your change management projects – all with the help of your email signatures!

You will find tips and use cases to apply for strengthening the commitment of your employees or to carry out your change management projects – all with the help of your email signatures!

2 eBooks are available

The guide to leading change effectively

ebook change management

Tips and tricks for engaging internal communication

ebook engaging internal communication

We hope you will take advantage of the full potential of your signatures to improve your company's culture and the engagement of your employees.

About the author
Wassim is a Product Marketing Manager at Letsignit. He ensures that our solution aligns with market expectations and perfectly meets the needs of businesses. He is a fundamental element of the marketing team, ensuring that the product's value is well conveyed across all services and channels. In addition to his marketing role, Wassim also plays a key role in animating the Letsignit football team. He knows how to seize the most opportune moment to make decisive passes!
About Letsignit
With Letsignit email signature manager, connect with your audience in a way that's on-brand and personal, while driving quality lead generation.
Frequently
asked questions
1
Is it possible to track the number of clicks on email signatures?

Yes, with the 'Campaigns' offer, it is possible to track the number of clicks on the email signatures of all your employees in the 'Statistics' area of the platform.

You can then access a detailed or global view of the number of clicks on the email signatures of each employee. You can use the search option to target a specific signature or a given period. Finally, you have the possibility to export all statistics to an Excel document.

If you launch campaigns with banners inserted in your email signatures, you can also access their performance via this same space.

2
Can we add links to social networks, our website, and appointment-setting applications such as Calendly?

With Letsignit, you can easily add social network icons in your collaborators' email signatures and link to your company pages. Also, our "attributes" feature allows you to manage personalized URLs for each of your collaborators such as their individual LinkedIn profile.

And that's not all: you can add links to an appointment-setting application, allow your customers to leave reviews easily, and integrate our 'Chat on Teams' widget to let anyone start a discussion via Microsoft Teams chat.

3
Can employees update their signature information themselves (number, function, etc.)?

It’s up to you! As an administrator of the Letsignit platform, you choose whether or not to grant modification rights to your employees. These permissions are managed on an attribute-by-attribute basis, which means that you can decide to allow the employee to change their phone number, but not the address of your premises, for example.

This feature applies to all attributes in your directory, including custom attributes created on Letsignit. When your employees change one or more attributes, your directory is obviously not affected.

4
Why it is important to standardize our email signatures on a large scale to ensure our identity and brand image?

It often happens that employees make their email signature their own: custom format, bad fonts, colors inconsistent with the brand standards... all of this has an impact on your brand!

A consistent visual identity is considered authentic and outperforms a perceived weak one by 20%. And, your customers are 2.4 times more likely to buy your products.

With Letsignit, take back control over your brand identity by standardizing all your email signatures. Our tool has many features that allow you to customize your signatures by department, by audience or by subsidiary. Not to mention the possibility of carrying out campaigns within your email signatures thanks to our Campaign offer.

5
What is the user experience like for our employees?

What is the user experience like for our employees?

  • If you opt for the Letsignit Add-in for Outlook, they will have a dedicated space in their Outlook account where they will be able to view the signatures and campaigns assigned to them.
  • If you opt for the Letsignit Desktop APP, they will be able to preview all their signatures and campaigns in this space. If they want to change their default signature to another one when sending an email, this will be done in their signature library in Outlook.

In both cases:

  • They preview their signature before sending an email and choose from signatures assigned to them.
  • Based on the permissions granted, they will also be able to modify their personal information such as their name, position, or address in these spaces.

In short, they have autonomy in their email signature, but you keep control on the field, signatures, and banners they can edit or use.

6
Can my employees have multiple signatures available to them?

With our "multi-signature" feature, your employees can benefit from multiple email signatures. No technical manipulation is required. Thanks to our Add-in for Outlook or the desktop app, they can change their email signatures as they wish with just a few clicks.

Regarding the creation of email signatures, you can make several variations such as:

Everything has been thought of to go further in the personalization process based on the recipient of your emails.

7
Regarding “Green IT,” have you implemented measures to limit the digital footprint of email signatures?

If sending emails has an impact, non-optimized email signatures also have an impact. An unsuitable format or an image that is too heavy considerably increases the size of your signatures... and therefore, your emails.

As a responsible economic actor, we contribute to reducing our CO2 emissions and those of our customers in several ways:

  • Optimization of the weight of signatures and campaigns in emails.
  • Green features: lightening of signatures during response/transfer emails, possibility of not embedding images, implementation of lighter signatures for internal exchanges.
  • Integration of a 'Switch to Teams' widget to encourage your employees to continue their exchanges via chat, rather than email.

As we are increasingly involved in sustainability initiatives, our priority in 2023 is to develop even more green IT functionality.

8
Regarding “Green IT,” have you implemented measures to limit the digital footprint of email signatures?

If sending emails has an impact, non-optimized email signatures also have an impact. An unsuitable format or an image that is too heavy considerably increases the size of your signatures... and therefore, your emails.

As a responsible economic actor, we contribute to reducing our CO2 emissions and those of our customers in several ways:

  • Optimization of the weight of signatures and campaigns in emails.
  • Green features: lightening of signatures during response/transfer emails, possibility of not embedding images, implementation of lighter signatures for internal exchanges.
  • Integration of a 'Switch to Teams' widget to encourage your employees to continue their exchanges via chat, rather than email.

As we are increasingly involved in sustainability initiatives, our priority in 2023 is to develop even more green IT functionality.

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