Managed email signatures are pretty much essential for every business, whether you’re a startup or large corporation.
They save you time, ensure consistency, look professional and allow you to quickly add marketing copy, legal requirements and disclaimers to all outbound emails.
In this post, we round up some of the key benefits, as well as explain how you can set up managed email signatures for your company.
What are the core benefits of managed email signatures?
If you want to present your business as professional and consistent, a managed email signature is a must, whether you’re a freelancer or have a large team.
As they are centrally-managed in the cloud, a standard signature is attached to any outbound email.
This removes the ‘Sent From iPhone’ default when you’re sending emails from your phone and ensures that your business is presented in the best light.
Once set up, your staff can update their own contact details with ease from a central location.
There’s no need to contact your IT guy!
Of course, this allows your IT team to focus on their other tasks, whilst members of staff quickly update and make changes when necessary.
Everyone can get on with their work, without having to worry about their email signatures.
Legal statements are always attached – or ‘stamped’ – onto every email that leaves your business.
This is great if you need to add a disclaimer on every outbound email.
Meanwhile, it’s easy to update this disclaimer, add marketing copy and make changes to everyone’s signature from that centralised location. You don’t need to ask everyone to stop what they’re doing to make a change – one person can do this via a central control.
What’s more, with most managed email signature software, you can apply different signatures to different groups of people. This is super handy if you have different teams – sales staff, marketing, IT – who need a variation in their signatures.
In most cases, you can also set a signature to run for a certain period of time. This feature is great for promoting campaigns, discounts or highlighting specific services you offer.
For example, we’ve recently changed ours up to support a good friend of ours, Josh Barnfather, and the campaign #DoItForJosh to help raise funds for his life-extending treatment.
How do I set up managed email signatures?
We use and recommend Exclaimer, which is compatible with Office 365 and – more recently – G-Suite. A monthly subscription allows you to create and design your own email signature. On top of this, it allows you to manage all of your signatures centrally, syncing with your mail client and ensuring all staff contact details are correct.
If you’d like to find out more about managed email signatures, please get in touch with us today.
Here at Just Gilbey, we take a proactive approach to IT.
But, what does this mean exactly?
Well, rather than constantly fire-fighting IT issues, we work with our customers to implement long-term systems and solutions.
We believe that this is the best way to ensure your business and its technology continues to run smoothly without any unexpected costs or downtime.
However, there are a lot of companies out there who still adopt a reactive break/fix approach to IT, believing it to be a more cost-effective choice for small and medium-sized businesses.
Whilst it’s true that a one-off cost if something goes wrong sounds more appealing than a regular monthly bill, it can mean that more serious (not to mention more expensive) issues crop up later down the line.
Today, we’re talking about the top reasons why you should consider a managed solutions package as opposed to waiting for IT problems to rear their ugly heads.
We can prevent issues from happening.
As we’ve briefly mentioned, a proactive approach means that we can deal with issues before they become damaging to your business.
A qualified, dedicated IT consultant should ensure that your systems and infrastructure are set up correctly from the start, following best practice and reducing the risk of future issues.
Meanwhile, by actively monitoring your systems, we can flag up a problem before it becomes a real problem for your team.
This preventative approach will cost a regular fee, however, surely a fixed, monthly cost is more appealing than a large bill landing on your doorstep after a major IT issue affects your business?
We get to know you and your team.
At Just Gilbey, we pride ourselves on becoming an extension of your team. We’re not just in your office to fix one thing that isn’t working. Instead, we sit with you and discuss, at length, how you work best and what systems and services you already use.
After gathering this information, we then use our experience to draw up a tailored solution that suits your needs.
We’re always on hand to advise you on any aspect of IT, happily recommending products that are right for you. On the other hand, we look to see if you’re shelling out for services that aren’t quite working for you.
We can add value to your business.
And, this brings us to our next point.
Whilst break/fix is a quick way to get rid of pressing IT issues, it doesn’t add value to your company.
By getting under the bonnet of your organisation, we can help you to put together a strategy that moves you forward, equipping you for the future.
We bridge the gap.
For many SMEs and startups, a full-time IT director or department isn’t a realistic option – and often not necessary.
Meanwhile, having no technical support can leave you very vulnerable. It increases your risk of business downtime, malicious attacks, data breaches, data loss and an overall fragmented system.
By outsourcing your IT, you enjoy the benefits of a dedicated engineer without the hefty price tag of employing fulltime.
If you would like to discuss proactive IT solutions or managed services packages, please get in touch with a member of the Just Gilbey team today.
A key focus for a lot of our clients is boosting office productivity.
This blog is a snapshot of some of the projects we’ve completed to increase efficiency with various organisations. Regardless of the size of your business, these solutions will help your team to collaborate, communicate and get more done.
Embracing Office 365.
Several companies we work with have now adopted Office 365, a subscription-based service that encompasses email with a suite of the latest Microsoft applications.
Both startups and established firms have made the leap and enjoyed more consistent and guaranteed access to their mailboxes. Larger firms have had to move away from their own on-premise Microsoft Exchange servers to the cloud solution.
On top of this, they have cut down expenditure as the cost for Office applications and reliable email hosting is now combined.
Adopting SharePoint Online.
Many of our clients already have a clear vision and direction.
For example, some of the words and phrases that crop up when we speak with businesses about their requirements include:
- More collaboration.
- Access from anywhere.
- Improved security.
- Version control.
If this sounds like you, SharePoint Online is a great solution for your company.
The teams at these businesses now have instant access to the latest edited version of documents and can work on them in and outside of the office. This removes the need for re-sending documents and reduces the risk of the wrong information being circulated. The move to SharePoint improves productivity across the board as it enhances collaboration capabilities.
Additionally, everything is stored in one place and can be updated from anywhere by anyone with the right permissions.
Refining backup strategies.
We’ve already dedicated a whole blog post on common backup mistakes, but getting your backup and disaster recovery strategy right can seriously save you time and money as a startup and large corporation.
In our experience, clients are often under the impression that their data is safe and regularly backed up.
But, who is checking and what if your backup fails? Will you know about it?
After taking a closer look, we found that several of our clients’ backups weren’t as effective as they first thought.
For example, some common problems include:
- No backups at all.
- Backups not monitored.
- The wrong data being backed up.
- Data backed up to inappropriate areas and devices.
We looked at what applications can be used to provide a productive, cost-effective and secure solution to successfully back up their business. By doing this, you can decrease the risk of business downtime, avoid hefty costs caused by data loss and protect your organisation’s reputation.
Whether you’re a startup or global corporation, backups are an essential part of any business’ IT strategy.
Creating and storing multiple copies of your data is key to preventing file loss due to device theft, malicious attacks, or even a fire or leak in your office.
We understand that backups and disaster recovery can be confusing and that duplicating and managing files is time-consuming for business owners.
This is why we’ve rounded up some basic tips on how to set up and maintain backups successfully.
It’s as easy as 1, 2, 3.
A key factor that discourages people from maintaining backups is the lack of knowledge of how to do so properly.
The standard recommendation is the 3-2-1 method; three copies of your data, stored on (at least) two different types of device, with one of these located offsite.
Many make the mistake of having only one backup of files. Of course, this is a lot better than having none at all, yet having two extra duplicates significantly reduces your chance of complete data loss.
You must ensure that these are stored on two different types of medium, such as a USB stick and an external hard drive. This protects you against device malfunction or physical damage to the storage units.
Lastly, you must always store one of your backups away from the other copies. By using different locations, you can cover yourself if there is a fire, burglary or another unfortunate event in your office space.
But, there’s an alternative for SMBs.
You may be thinking “But, I don’t have access to an additional site to store a backup!”
Startups and small businesses can still use the 3-2-1 method, without having to hire out another office or storage space. Cloud services provide a more affordable – yet secure – service, which gives companies the opportunity to store their files on a remote server. The files are then managed by a trusted company like Amazon and Microsoft.
These services are a great option for you if you are already using OneDrive, Google Drive or Dropbox to store documents and data because they can be seamlessly integrated.
Just remember, file sharing sites like the aforementioned are not a backup solution and should always be used in tandem with other backup methods.
For instance, one we like to use is Spanning Backup. Hosted in AWS, you can backup all of the above vendors and set up an offsite copy. It’s also a great choice as it stores multiple copies of the files.
Check up on them.
It’s all well and good backing up your files, but you must make sure that you are checking them regularly.
If you do not actively monitor them, how can you be certain that they are working correctly?
Depending on what systems you have in place, we’d recommend taking a look at your backups from anywhere between each month to every six months. This makes sure everything is running smoothly and that your data can be restored in full if a disaster occurs.
On a similar note, outlining a disaster recovery plan is essential to limit the amount of downtime your business will experience if data loss occurs. It’s no use having a backup of your data if you have no idea how to restore it.
Manual backups are a great way to ensure your documents are safe whilst still keeping costs low. This makes them an excellent solution for individuals and small businesses.
However, automation is something to think about sooner rather than later. Automating your backups guarantees no file is left behind. Manually copying your files is not only time consuming but can be a hotbed for human error.
This list includes just a few tips for maintaining backups and is by no means a complete guide. If you would like to discuss your backup and disaster recovery strategy further, please get in touch today.
As you can probably tell, our brand new website went live very recently!
Equipped with bright animations and plenty of space to talk about what we do, the site is everything we dreamed of and more.
We’d like to say a huge thank you to the Mattix Design Ltd team, who supported us from the very beginning until the final product, pushing us out of our comfort zones in terms of design.
Their expertise and knowledge enabled us to not only redesign our digital presence but also reposition our business and refine our services for clients.
Refining our services.
It’s safe to say that we learned a lot during this process, especially when it comes to showcasing our services in a way that helps and engages our customers.
We have narrowed down our four key offerings to fit in with the following:
- Backups and disaster recovery.
- IT strategy.
- Cloud services.
- IT solutions and support.
By honing in on these areas, our clients know exactly what they are getting, whilst at the same time, they are supported fully in their IT strategy and roadmap.
To find out more, we encourage you to have a quick flick through the site and see if you love the simplicity as much as we do.
Passion is at the heart of everything we do.
Whilst we may look a little different, we’re still the same old friendly IT guys.
Being able to work well with our clients remains at the core of what we do, and we pride ourselves on being approachable and providing a personable service.
We quickly adapt to become a trusted extension of your team, working with you to understand your requirements and offer the best solutions to meet your needs.
Connections with Hull’s tech hub.
Meanwhile, being based at the Centre for Digital Innovation (C4DI) gives us direct access to some of the best talent and creative minds in Hull’s tech industry.
Our membership has served as an invaluable springboard for Just Gilbey, connecting us with all sorts of brilliant individuals and companies.
There may be something that you need that you can’t find within our main services, however, but our close relationships with other professionals – such as web developers, designers, marketers and hardware experts – allows us to link your business with the right people.
In short, we’re looking forward to the future of Just Gilbey Ltd and how we can evolve to further assist our clients.
We’ll be filling this space with useful IT tips to boost the productivity of all sorts of businesses, whether you work in a large office or from home. So watch this space!
To find out more about our new website redesign, head over to to the Mattix Design website, where our Director David Gilbey discusses the process in more detail.