Every day I receive e-mails from individuals who include nothing more than their first name at the conclusion of the message. Frequently, there is follow-up action required of me, that may include either a call to the individual, a fax to them, or mailing them some information or material.

However, because the e-mail message includes only their name, I must take the time to go to my contact database or their web site to get the appropriate contact information.

If you are doing this with your members, then you are causing them irritation on a regular basis. Why this is done is hard to understand when multiple versions of signatures can be easily and automatically added to e-mail messages in almost every e-mail software product.

I use the signature below on all messages, including new messages, replies, and forwards. I want to make it as easy as possible for clients and potential clients to contact me in the manner they choose. 

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Wayne Amundson, CMA, CAE
President
Association Xpertise Inc.
Suite 867, 105 - 150 Crowfoot Cr NW
Calgary AB T3G 3T2
Ph: (403) 374-1822
Fax: (403) 374-1823
E-mail: admin@axi.ca 
Web: www.axi.ca 
Publisher of The Canadian Association e-zine

Building Better Associations in Canada


If you are including limited signature information in your e-mail messages, then I would urge you to re-think the practice in the interests of courtesy and better member service!

The complete signature with a marketing message is also very useful in building awareness of your organization and your brand. 

The practices described in this area are described as Better Practices for a very good reason. We have a great deal of difficulty with the term best practices used in any other context than to refer to the results of benchmarking exercises involving real and relevant organizations with tangible results.  We offer Better Practices related to areas where we feel that change is needed in associations. Better Practices are intended to provoke thought, and to encourage organizations to think about what they are doing and how they are doing it.