Atlantic Group Limited

Electronic  Communication Standards across AGL
 

Email Signatures 
 

1. Employees should use standardized email signatures that are professional and consistent. Suggested templates for each Division email signatures are below. MDs can alter these a little if they choose to - just be sure that all employees in the Division are using the same template.
2. How to set your email signature in Google Workspace
   1. Open Gmail homepage, near the top right, tap on the settings cog ☸
   2. Tap on “see all settings”
   3. Under the “General” tab, scroll down to “Signatures (about ¾ the way down the page)
   4. Tap “+ Create New”, name your signature, tap “Create”
   5. Copy the signature from the list below making sure to copy a couple of lines above and below the signature
   6. Paste the copied signature into the text box for signatures
   7. Update your information
   8. Scroll to the bottom of the “General” settings tab/page, tap “Save Changes”
   9. Test your new signature in your email inbox

For all signatures: Verdana 9

_________________________________________________________________________

Atlantic Group

Copy & paste from below this line

Reply Signature

Copy & paste from below this line

_________________________________________________________________________

AGAMA

Copy & paste from below this line

Reply Signature

Copy & paste from below this line

_________________________________________________________________________

OMD Media Direction

Copy & paste from below this line

Name Surname Position   +38 123 456 7890 | nsurname@mdagency.io    Ukraine, Kyiv, Hetʹmana Pavla Skoropadsʹkoho Str., 3  Get google directions mdagency.io

Reply Signature

Copy & paste from below this line

_________________________________________________________________________

Clever Force

Copy & paste from below this line

Reply Signature

Copy & paste from below this line

_________________________________________________________________________

TALAN

Copy & paste from below this line

_________________________________________________________________________

PROVID

Copy & paste from below this line

Name Surname Position   +38 123 456 7890 | nsurname@provid.com   Ukraine, Kyiv, Hetʹmana Pavla Skoropadsʹkoho Str., 3  Get google directions provid.ua

Reply Signature

Copy & paste from below this line

_________________________________________________________________________

PLEON

Copy & paste from below this line

_________________________________________________________________________

LQD TECHNOLOGY

Main Signature

Copy & paste from below this line

Name Surname  Position  +38 123 456 7890 | nsurname@lqdtechnology.com   Ukraine, Kyiv, Hetʹmana Pavla Skoropadsʹkoho Str., 3  lqdtechnology.com

Reply Signature

Copy & paste from below this line

EMAIL ETIQUETTE
 

1. Include a clear, direct subject line. Examples of a good subject line include, "Meeting date changed," "Quick question about your presentation," or "Suggestions for the proposal." People often decide whether to open an email based on the subject line - choose one that lets readers know what the email is about.

3. Return email to clients in 2-3 hours (during business hours). In case you do not have an answer at the moment, respond with something like: “Thank you for your mail. I have received your request and will follow up with an answer in the next 24 hours.”

4. Set up auto-reply if you will be offline for an entire business day or more. The auto-response should notify the sender that the user is out of the office, the date of the user’s return, and who the sender should contact if immediate assistance is required. Example “out of office” reply:
   1. I will be out of the office starting (Starting Date) through (End Date). If you need immediate assistance during my absence, please contact (Contacts Name) at (Contacts Email Address). Otherwise I will respond to your email as soon as possible upon my return.

5. Check for spelling, punctuation and grammar errors. Use capital letters sparingly, if at all - tone cannot be detected in an email. Use exclamation points sparingly. Too many exclamation points can appear emotional or immature. If you choose to use an exclamation point, use only one to convey excitement.

6. Think twice before hitting "Reply all." No one wants to read emails from 20 people that have nothing to do with them. Refrain from hitting "Reply All" unless you really think everyone on the list needs to receive the email. At the same time, don’t forget to use “Reply All” if the information is important for everyone on the list.
7. Use pgp for internal communication. Company confidential messages should be distributed to personnel only and should be coded using pgp. Forwarding to locations outside is prohibited.
8. And.. nothing is confidential, so write accordingly. A basic guideline is to assume that others will see what you write, so don't write anything you wouldn't want everyone to see. After all, email is dangerously easy to forward, and it's better to be safe than sorry. (Please note that all messages distributed via the company’s email system, even personal emails, are AGL’s property. Anything you create, store, send or receive on AGL’s Google Workspace can be monitored by AGL without prior notification.) 
9. Be Smart about Phishing/Viruses!        Do not open emails from unrecognized sources or that contain virus phrases, such as “click the link to read/watch/know more.”

GOOGLE TOOLS
 

10. Google Shared Drive should be the storage place for all AGL or Division documents.        Each Divsion should set up a For cases when you need to exchange large documents - use Google drive.

11. Chat is a text-based real-time communication channel.  It can be used for 1-to-1 communication, or for groups.

12. Google Hangouts is also available 

13. If you are setting up an online meeting, Google Meet is an easy, secure online meeting tool, whether you are talking to colleagues or clients. Every invitation set up in Calendar will automatically have a Google Meet connection included.