Recently I switched from Microsoft Exchange to Google Apps. Despite a few glitches (like Push killing my iPhone battery - see http://www.andymyers.net/2010/03/11/why-i-turned-push-email-off-on-my-ip... ) everything has gone well. All of this shuffling got me thinking about my email signature. Last year I embedded a bit.ly link into my logo and web address so I could see how many people actually click through. The result, hardly any activity at all! With all the changes I was making I decided to a little googling and find new ideas for my email signature.

My searches landed me on a number of blog posts that ranted about email signature peeves. It got me thinking about how old and dated some of our practices are. After almost 2 weeks of searching (and deep meditation, of course) I have comprised this list of do’s and don’ts to help you craft your workplace email signature for the new decade.

Rule #1 The Golden Rule: If you are important, you don’t need an email signature. In fact, you may not even want every person you email to have alternate methods of contacting you. It is likely that none of us falls into that category, so I will move on…

Rule #2 Keep it short and sweet. Three lines that give your name, title, and how to get in touch with you is all that is necessary. Resist the urge to add your full address, home, work and cell phone numbers or a bullet list of your firm’s services and products.

Rule #3 Putting your email address in your signature says “I am an amateur”. It’s passe and time for this age old practice to go to the way side. If I just got an email from you I already have your email address. Assume I will make proper use of the reply button.

Rule #4 Ditch the random quotes and animated gifs. Pre-2000 this was a great way for you to show your “flair”. In fact, AOL and other early webmail providers had built in tools to encourage this kind of activity. Add a link to your twitter page instead. Be creative.

Rule #5 Social Network links are encouraged! Every email sent is an opportunity for you to build out your connections and followers. People will click on them. Everyone wants to expand their network. Linkedin and Twitter are obvious “musts” and if you keep your facebook clean enough for the public eye then go all out.

Rule #6 Auto-attaching a vcard is annoying. If I need it, I will ask for it. You can send it once and we will be done with the whole transaction.

Rule #7 It’s time to stop embedding logos and using HTML. This pains me as much as anyone else but the novelty has worn off. Apparently we aren’t impressing anyone and there is a good chance it won’t display as intended for the recipient anyway.

Rule #8 Don’t manually add a confidentiality clause. If the company you work for is big enough the IT Department will add it automatically. If the information you are sending is sensitive or confidential then you probably shouldn’t be emailing it anyway. It is not a substitute for a well written NDA and it won’t make you look important.

Rule #9 Stop telling me I don’t care about the environment if I print your email. If I need to print the thing I must have a good reason. It’s rude and possibly even offensive to a potential customer. Politics and business don’t mix well.

Rule #10 Take all this with a grain of salt, rules were made to be broken. I am sure a lot of people will disagree with some or even all of my ideas here. I haven’t floated my new “rules” by a panel of internet experts or received ICANN approval on this.