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Make it easy for people to reach you. Whether it's the media, a prospective client or members of your own team, not being readily accessible can cost you time, money and even business.

Always include your phone number in your email signature, even if you're just replying to someone with whom you've been working. Case in point: I recently needed to contact a facility rep about a point in his proposal, but didn't have the file with me at that moment. I checked recent emails from him but none included his direct line (or any phone number for that matter). I ended up googling his facility to find the main number, then had to endure a series of phone transfers between departments before finally reaching his voice mail. The irony was all his emails include a fancy logo graphic in the signature area...with only his company name.

Automate your signature. Most email systems allow users to automate signatures. Take advantage of this feature. For instance, set up one signature for inclusion in new emails you send. Create another for inclusion in replies or interoffice emails. I have several signatures set up in Outlook and all I have to do is click on "Insert, Signatures" and select the one I want to use. It's a lot faster than typing my phone number every time I send an email!

Here are a few basic guidelines for email signatures:

External email - initial contact
Your Name
Title
Company
Address
Phone
Web Address

External email - reply
Your Name
Title (optional)
Company
Phone number

Internal email
Your Name
Title (optional)
Phone number

Discussion list email
Your Name (last name optional depending on the group)
Web Address (optional)

Don't put your email address in your signature. It's redundant since recipients already have it in the "From" line of the email. And if you insist on including graphics, such as your logo, be sure to keep them small so they download easily and don't tie up bandwidth. I'm hearing a lot of complaints about email "stationery" and large, unnecessary graphics in email.

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