I cringe every time I get an email from someone in business who has a bad email signature, and unfortunately, I see a lot of them. What constitutes a bad email signature? Listing too little or too much contact information at the end of your message.

Having too little information is when your email signature does not clearly indicate who you are, the company for whom you work, and your necessary contact information.

Not only are you missing the mark for branding and professionalism, but it’s also an unnecessary irritation and time-waster if the reader must hunt down your information to follow-up in some way. If you want to do business with someone, make it easy for them.

Having too much information is when you have gigantic pictures, logos and crazy-long personal messages, quotes, etc. All of this just becomes clutter.

Having “too much” in your email signature line can also make it hard for people to effectively read through a string of emails for the information they need, and/or it can cause a lot of wasted paper and ink if the email needs to be printed. A long-winded email signature can also appear to be a little egotistical to some as well.

So what should your email signature line look like? Actually, you should have at least two email signature messages: one for originating email messages and a different one for reply email messages.

A good original email message signature should include your name, company, title, phone number and active website link. (You can also include an active email link if you choose, however the reader should be able to quickly email you by just hitting “reply.”)

IF you have and wish to include additional key information and/or your company logo, that is fine, but keep it reasonable!

Reply signatures should be different. If you send someone an email and they respond, then you respond back, etc., it is not necessary to keep including all of your original signature information with each reply. Again, this can cause the important information to become lost in long strings of repetitive email signatures.

Instead, your standard reply email signature should simply be your name and your phone number. Let me say that again: Always include your phone number. A couple of other tips: use 11- or 12-point font and avoid fancy script fonts.

Your company should have a standard email signature policy for all email users. Doing so helps with company branding, presents a more professional image and improves the overall effectiveness of the email communication.

While we are on the subject of information to include/exclude, allow me to also suggest that there also be a standard and consistency in place for your actual email address. First name with last initial, first initial with last name, etc. are good examples.

An email address should be easy to read, recognize and remember. If you are an entrepreneur/self-employed make sure that your email address connects you with your business in some way using your company name and/or purpose.

Keep it professional, simple and easy to read. If your last first or last name is long, unusual, or difficult to spell, avoid using it. As a productivity expert, take my word on this. Sometimes it can be the little things that can affect your business in a big way.

Kimberly Medlock is a Productivity Expert who consults and works with organizations that want happier, healthier and more productive employees and workplaces. See why and how she does it at www.kimberlymedlock.com.

©Kimberly Medlock – January 2012 – kimberly@kimberlymedlock.com / 662-893-7933

If you are among the half of Americans that make a New Year’s Resolution List, it is.  With complicated work, home and social expectations, information overload, kids on the go, and unhealthy lifestyles, etc., it is no wonder so many are feeling “out of balance.”

When I coach others who are looking for a better work-life balance, my first question is, “What does a work-life balance mean to you?” Oftentimes the answer is, “I just don’t want to keep feeling like I am working all of the time.  I need to spend time on other things in my life.”  When we dig a little deeper, we often discover that the real issue is not that you are simply working too much, but instead there is a lack of focus, direction or clear idea about where you want to go or what you want to achieve.

A work-life balance isn’t simply measured by balancing the actual number of hours you spend at work and/or at “life.” After all, just because you force yourself to leave the office at a certain time doesn’t mean you are guaranteed a “balance.”  In my opinion, having balance means having the ability to be “fully present where you are”. In other words, when you are working, you are not worrying or distracted about the things (or relationships) that aren’t being properly taken care of in your personal life; and when you are away from work, you are not worrying or distracted about the things that aren’t being done at work.    The only way to do this is to get clear about your roles, goals and objectives and then to   get better at taking care of or focusing on the more important things you need to do, pushing back on less important things.  To do this will probably require you to take some time to clearly define what your true goals and objectives are.  Most people skip or ignore this essential part of the process and they end up, well, like where you are now.

Defining your goals and then using your time to work with the purpose of achieving them isn’t always so easy, but it also doesn’t have to be so hard.  In addition, there isn’t just one way to do it.  Some can make great strides defining and creating a better plan on their own and/or in a short amount of time.  Others will find it best to talk it out with someone else and/or spend a few days creating their better plan.  In any case, here are some steps and key questions that can help you discover, and then move toward a more fulfilling job and life: a better work-life balance.  • What do you know you need to do/have more of in your life that makes you feel good, happy, at peace, satisfied, proud, etc.?  What has that little voice inside your head been telling you that you have been putting off?  Is it quality time with your spouse, kids or other family member?  Is it growing your spiritual life?  Is it exercising?  Is it a hobby that you are passionate about?  Is it being outdoors?  Once you have answered this, (and perhaps it is two or three things), then get a clearer idea on what successfully adding this would look like.  When you think about it, what mental pictures come to mind?  Does it mean protecting Friday night with your spouse as date night no matter what?  Does it mean that you read to your kids before bedtime every night or plan to have breakfast with them at least 3 days a week?  Does it mean joining a class or group that supports your interest so you can connect with other like-minded people for camaraderie?  Does it mean 30 minutes of exercise 4-5 days a week?  Once you decide what this is, put it in your calendar as a non-negotiable time commitment.

• Then, ask yourself what is the purpose of your work/job and does it align well with “who you are” and how you are wired?  Does it/can it meet your needs?  Do you genuinely like what you do, even though you may not really like the way you are doing it?

• What would be considered a job well done?  How would this be measured and/or know if you are meeting these goals successfully?  Can you attach a number to it?  Do you believe you are capable of achieving this?

• Do the math.  Run the numbers.  Decide what needs to be done and the kind of time and resources it will take, and then set up your calendar, planning your time accordingly.

Warning:  There will be many, many distractions, temptations, offers, requests, ideas and “shiny things” that will come at you on a regular basis. Try to remember that this is what most likely got you out of balance to begin with – giving it to distractions! When this happens, ask yourself “Is doing this unplanned thing more important than my planned thing?”  Choose wisely.

Please feel free to use or share this post content with others, however you are asked to follow these two requests:  1) Please include full credit to Kimberly Medlock and link/reference to www.kimberlymedlock and 2) Please send a quick email to kimberly@kimberlymedlock.com letting us know when, how or where it was shared.  Live well!

When I am working with others on the subject, my first question is, “What is it that you don’t have enough time for?”.  Surprisingly, some don’t have an answer and they realize they have been sucked into the “never enough” way of life.  (This usually warrants another kind of conversation.)  The ones that do have an answer are then asked how important is “that task” to them and how much time would it take.   Then, if it really is a priority, make the time to put ”it” on your calendar.  You don’t “find” the time to do things that you want/know you need to do…it’s up to you to make the time for them.

We only have so much time in our day and so many days in our life.  Slow down long enough to know and declare what your priorities are and then make the time to follow-through.   Remember, if everything is a priority, nothing really is.

Ask yourself these 3 questions:

1. What one thing that if done, do you know would greatly improve the quality or satisfaction of your job?
2. What one thing if done, do you know would greatly improve the quality and satisfaction of your health/well-being?
3. What one thing if done, do you know would greatly improve the quality and satisfaction of a key relationship?

Like I tell my kids, “Successful people are just those who were willing to do what the unsuccessful people were not.”

I would love to hear from you.

Have a productivity question?  Ask Kimberly – coachkim@kimberlymedlock.com

The bad news is, time flies!  The good news is, you are the pilot.