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Email signature and picture

Email Signatures and Icons

A standard protocol for email signatures and icons help to establish Grayscale as a professional, uniform brand. They also help our clients to quickly and easily contact us!


Email Signatures

Uniform email signatures allow clients to easily contact us. To create your Grayscale signature, copy the format below and paste into Gmail. In Gmail, setting can be accessed by clicking the gear icon in the upper right hand corner of the inbox screen. Near the bottom of the “General” tab, there is a place to insert an email signature. Make sure the GIF copies correctly and is animated in Gmail. Fill out with your information.  



Email Icons

Make sure that you have your headshot as your professional email icon-- this helps clients put a face to a name and puts a personal touch to your communication.


To set up a new icon…

  • Click the gear icon in the upper right hand corner of your Gmail account and choose “Settings”

  • Scroll down to “My Picture” and click “Select a Picture”

  • Attach your headshot and send a test email to make sure your icon shows up properly!

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The office phone number is 615-678-5720

You will have your own extension that needs to be on your email signature. (Please discuss setting yours up with Tim Gray) 

When you answer the phone. Please use the following.

"Hello, this is ______ with Grayscale Marketing, How may I help you?"

Place live calls on hold (with music!) by pressing the pound sign twice (##)

Once you’ve put a caller on hold, you’ll be presented with 3 options:

Press 1 to return to the call

Press 2 to transfer the call to another extension

Press 3 to end the call



For a full extension list email Tim Gray at

Calendar Protocol


Google Calendar is a great resource for keeping track of busy schedules. Making sure we are all on the same page ensures that events and meetings don’t get lost in translation.


Making a new calendar event

  • When making a new event, be sure to keep the event title in GEM formatting

  • “Client Name / GEM / Subject“

  • “Cheyenne Frontier Days / GEM / Weekly Call"

Be sure to include all attendees in the event and agree to send invites out. 

Include any pertinent phone numbers/addresses in the description of the event. 

Also include a link to call agendas, documents, etc so that all meeting attendees can

easily find them. 

Reimbursement Process

If you are explicitly asked to buy something for the company, incur expenses due to travel, etc, and need to be reimbursed please follow these steps to get reimbursed for your payment.


  • Important: Please keep all receipts related to the purchase! We cannot reimburse you without a receipt. Physical or email receipts both work.

  • Reimbursements are given out every 30 days, at the end of each month.

  • If being reimbursed for multiple purchases, please provide each receipt and a final total of expenses.

  • Use this Reimbursement Form. Fill it out completely and submit it to the owner, Tim Gray. 

Informing Management Of Paid / Flex Time Off

In order to ensure that GEM continues to run efficiently, employees are asked to follow protocol when taking time off.

  • Please inform Operations of any time off, absences, or vacations in a timely manner. Preferably 4 weeks minimum in advance. 

  • Use the Paid Time Off Request Form.


When scheduled meetings (current or prospective clients and internal team meetings) are coming up, the person leading the meeting should write out a clear call or meeting agenda. 

  • A meeting agenda helps you and your colleagues prepare for a meeting and guide yourselves through the items you need to discuss. Time spent in planning an agenda will likely save time for all meeting participants by providing a clear set of topics, objectives, and time frames.

  • We strive for clear communication at GEM. Best practices dictate that we communicate what we will discuss during the meeting, discuss it, then wrap up what we discussed with who owns what and when it is due. 

  • Please use this Agenda Template Link



Following client and team meetings, whoever leads the meeting should create a Meeting Recap email that covers all major points addressed in the discussion and send it to the meeting attendees. 

  • This helps provide clarity and set expectations and deadlines to all participants of the meeting that are outside of the organization. 

  • Internally, this creates a to-do list that can be easily added to Asana and ensures clarity and organization.  

  • All Agendas should be titled for clarity and include a date and Meeting Recaps need to be added to the client's or team's file in the drive. 

  • Please use this Agenda Recap Template Link

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