At Apex Digital Solutions, we’re always looking for ways to improve our internal processes and the services we provide to clients. One small but impactful area we identified for improvement was our email signatures. Before implementing Crossware, we were constantly battling inconsistencies—team members were using poorly formatted signatures, hyperlinks led to incorrect emails or phone numbers, and, embarrassingly, some even had outdated logos!
That’s when we turned to Crossware for a solution to help streamline and standardize our email signatures across the organization. What we didn’t anticipate was just how simple the setup would be—and how rapidly we’d see results in both our internal professionalism and external communications.
The Challenge: Inconsistent and Outdated Email Signatures
Like many companies, we allowed individual employees to manage their own email signatures, though we did provide a standardized template. Despite this, the results were far from consistent. We ended up with a chaotic mix of fonts, logos, and incorrect contact information. Our marketing team often spotted old logos being used, while some hyperlinks directed clients to outdated emails or phone numbers.
While employees would update their signatures when asked, this manual approach became increasingly unsustainable as our team grew. It was difficult to track down every individual to ensure their signature was up-to-date, and who knows how many external emails went out with broken links or outdated branding before we caught the problem? This patchwork method was not scalable, and the lack of control over such a visible aspect of our brand was becoming a liability.
Pilot Program: Testing the Waters
Before rolling out the solution across the entire company, we decided to pilot it with a small group of users. We selected key members from our marketing, sales, and service teams to test the system, and the results were seamless. This pilot phase also gave us the opportunity to rethink and clean up our email signature template, ensuring that it better reflected our brand.
After a few weeks, the pilot team was thrilled with their new email signatures. There were no hiccups or inconsistencies, and we were confident enough to proceed with a company-wide rollout.
The Solution: A Professional and Consistent Look with Crossware Email Signatures
The process of setting up Crossware’s solution within our Microsoft 365 tenant was incredibly straightforward. All we needed was to provide Crossware with permissions to the Exchange tenant to configure connectors and mail flow rules. The instructions were clear and easy to follow, and Crossware even provided us with a dedicated support person to walk us through each step of the setup process. With their help, everything was running smoothly within no time.
We announced to the entire team that Crossware would be managing all email signatures moving forward, and everyone was instructed to manually turn off their automatic Office signatures by a specific date. Thankfully, our team was quick and compliant! The transition was smooth, and we now have professional, consistent email signatures across the entire company.
Now, every email sent from an Apex Digital employee represents our brand in the best possible light—with uniform branding, up-to-date contact details, and functional hyperlinks.
Immediate Results and Future Plans
Since the rollout, we’ve already seen a notable improvement in the professionalism of our communications. Our branding is now consistent, and we no longer have to worry about incorrect contact information in signatures. Beyond that, Crossware’s solution allows us to change email signatures easily without the need to arrange updates with employees, meaning we can use this space to promote upcoming webinars, events, and other marketing initiatives in the future.