SayPro Implementation

SayPro Monthly January SCMR-13 SayPro Monthly Email Signatures: Create branded email signature templates by SayPro Brand Material Office under SayPro Marketing Royalty SCMR

Project Title: Email Signature Personalization Tool & Branded Templates

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1. Objective

To create a seamless, user-friendly tool for all SayPro employees to generate professional, standardized email signatures using approved SayPro branding. This includes:

• A self-service personalization tool.
• Branded email signature templates.
• Full alignment with SayPro Brand Material Office standards.

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2. Key Deliverables

✅ A. Personalization Tool Creation

• Goal: Design and develop a tool/process where employees input their personal details and instantly receive a formatted email signature.
• Assigned to: SayPro Digital Systems & Marketing Teams
• Deadline: (To be determined based on planning, suggest 2-3 weeks for MVP)

Tasks:

1. Requirement Gathering
   • Collaborate with SayPro Brand Material Office for branding guidelines.
   • Collect standard fields: Full Name, Job Title, Department, Mobile Number, Email, Website, Location, Social Media Links (optional).
2. Tool Development
   • Choose platform (web-based internal tool preferred; could be integrated into SayPro intranet).
   • Form fields for input.
   • Live preview of the signature.
   • Export function: Copy to clipboard / Download HTML.
3. Design Implementation
   • Incorporate approved SayPro fonts, logos, colors.
   • Ensure responsive and compatible design for all email clients (Outlook, Gmail, Apple Mail).
4. Testing & QA
   • Internal testing with different employee roles.
   • Compatibility testing across devices and browsers.
5. Deployment
   • Host on internal SayPro Digital Portal or intranet.
   • Provide access links to all departments.
6. User Instructions
   • Create a short step-by-step guide or video tutorial for users.
   • Include FAQ for common issues (e.g., how to paste in Outlook/Gmail).

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✅ B. Branded Email Signature Templates

• Goal: Develop a set of pre-approved branded email signature templates aligned with the SayPro visual identity.
• Assigned to: SayPro Brand Material Office under SayPro Marketing Royalty SCMR

Tasks:

1. Template Design
   • 2-3 variations: Full Signature (with image), Compact Signature, Mobile-friendly version.
   • Include necessary branding: SayPro logo, color palette, typography, legal disclaimer, optional banner.
2. Template Approval
   • Submit designs for review and approval by SayPro Marketing Royalty SCMR and Brand Office.
   • Include signature use guidelines (e.g., when to use which version).
3. Integration into Tool
   • Embed templates into personalization tool for automatic generation.
4. Template Documentation
   • Prepare editable HTML files and documentation.
   • Store in centralized asset management system for reference and backup.

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3. Stakeholders

• Project Lead: SayPro Digital Transformation or Internal Communications
• Design Lead: SayPro Brand Material Office
• Development Team: SayPro Digital Team
• QA Team: SayPro IT & Operations
• Approval Authority: SayPro Marketing Royalty SCMR

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4. Success Metrics

• 100% compliance of email signatures across all departments.
• At least 90% employee adoption within the first month.
• Tool uptime and bug-free performance.
• Positive feedback from employees (survey post-launch).

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5. Follow-Up & Maintenance

• Quarterly review for updates (branding changes, new social media links, etc.)
• Collect user feedback for enhancements.
• Assign a maintenance owner for long-term updates.