Name Tag Best Practices

Because a person’s name is the single context of human memory most apt to be forgotten, because self disclosure is the single most effective way to build rapport and connect with people you just met, and because initiating the conversation is half the battle—these name tag best practices are your best friend.

Improper creation and wearing of name tags can work against you (and your business) if you are not careful.

Scott Ginsberg, aka “The Nametag Guy,” is internationally recognized as “the world’s foremost field expert on name tags.” He is an author and speaker who helps people maximize approachability, become unforgettable and make a name for themselves. Here are Scott’s responses to several name tag related inquiries about best practices pulled from his Building Front Porches Ezine.

name tag name badge scott ginsberg

What are some best practices for wearing name tags at trade shows?

Before you even pack your show, make sure your employees, salespeople and booth representatives each have company name tags. The reason to do this is because a) trade show name tags don’t always maximize your “name tag real estate,” and b) trade show name tags rarely include your logo—which helps for brand recognition.

A variety of name tags with logos, custom shapes and other upgraded features that show off the best practices of using identification.

Now, perhaps it seems redundant to wear two name tags, right? Well, think about the Superbowl: How many commercials does Budweiser run each year? Exactly. Always more than one. So even with name tags, it is all about the three Rs of networking: repetition, repetition, repetition!

Next, when you get to the show, wear your name tag in a visible location so that everyone who walks in and out of your booth sees it. Potential buyers need to make the instant connection between you and the booth. Also, when you get busy, it can get hard for prospects to locate the right person. The last thing you want is uncertainty about who the actual booth employee is! So use your name tag to identify and differentiate yourself among the masses.

How do you handle poorly designed name tags that are already provided for you at events?

Tough issue. About 80% of the name tags I have ever seen at events are designed without consideration of font size, color, etc. I always suggest that people create and bring their own custom name tag to all events in the situation that the given name tag is ineffective. You can wear both if security and identification is an issue. But most chairs or hosts of meetings will not be offended, as long as you initially take the name tag given to you as an extension of courtesy—even if you don’t wear it.

On which side of your chest should you wear a name tag?

Most books on networking, meeting planning or interpersonal communication say name tags should go on the right. They say you should wear your name tag on the right hand side so it is visible in the direct line with your handshake. For the most part, I agree. And so do most people. This is one of the few name tag best practices most people are familiar with.

A hostess wearing her name tag on the right side of her uniform.

On the other hand, the horizontal placement of your name tag should be dependent on the capacity in which you are wearing it. For example, if you work in a hotel, in retail, at a trade show or any other environment where there are aisles, rows and hallways, consider the possibility of wearing your name tag on the left side of your chest so it is most visible to oncoming traffic.

Now, this is a debatable issue. But the bottom line about horizontal placement is this: it does not matter on which side of your chest the name tag lays, as long as it is above your breastbone and readable from 10 feet away.

Is it redundant to have your first name twice on your name tag?

Yes and no. Doubling the first name is common for conventions, meetings or large groups. Usually, the first name is reprinted above the entire name in a larger font to be more visible. Doubling is helpful for people who go by abbreviated, middle or different names. After all, all you really need to get their attention is their first name! On the other hand, if your name is Don it would be an ineffective use of your name tag space to write it twice. So, just write Don…but make it bigger. As big as you can!

Are some name tags better quality than others?

Absolutely. Especially when it comes casual settings and parties, handwritten name tags are usually a last minute purchase. Most people just buy the first box they see at their local supply store. But I must warn you that there are plenty of name tags out there that are horrible. Some have faded colors, while others have paper quality consistent with that of tissue.

In fact, many companies advertise weak adhesive to prevent clothing damage on their packaging to protect your fabulous wardrobe. But keep in mind, this second rate adhesive will wear off in minutes and cause your name tag to curl and become unreadable. So decide what is more important: sticky stuff on your clothes or being unapproachable.

plastic high-quality name tag with a uv color printed logo
metal high-quality name tags with engraved logos and names
plastic high-quality name tag with full-color printing and a punched slot for use with a lanyard

From branding to color matching, name tags, like uniforms, help to symbolize your quality. Creating a positive influence with your brand means guaranteeing that all of the services and products of your business are consistent. Employees and customers know when that consistency is not present. So, make sure to choose name tags that reflect your brand’s commitment to quality. And once this is accomplished, showing that you commit to quality is easy.

Company name tags show you care about the quality of your brand. When employees wear name tags, they are more accountable for their actions as customers can comment on them by name. And branded name tags prove to customers that you pay attention to all details. So, when you commit to quality, it helps you gain public trust and grow your business.

Are first and last names necessary for employee name tags?

Anonymity and personal safety are two issues, and focuses of best practices, that must be taken into account when issuing name tags to employees. Most handbooks or employee manuals briefly mention their name tag policies. However, many organizations fail to address this issue. Some people may not feel comfortable wearing both their first and last names on the job. I have heard accounts of nosy customers who tried to contact, even stalk, employees outside of work because they could obtain their personal information.

One solution to this problem is to use first name only name tags. This protects the anonymity of the employee, maximizes the space and looks friendly. Besides, the knowledge of your Radio Shack salesman’s last name is not crucial to the service process! Should a situation arise where a person’s safety may be in jeopardy, it might be a good idea to have an extra name tag with alternate spelling, or even a different name.

How do organizations approach name tag best practices?

Some organizations have employees, members, guests and other people coming in and out all the time. In order to avoid alienating some of those people, the organization must first make a decision on their best practices: either everybody wears name tags or nobody wears them.

Unfortunately, there will always be people who refuse to wear name tags. The only solution is, if you decide to implement name tags for everybody, is to make it expressly written externally (signage) or internally (handbook) so people will adhere to the rule. Nobody should be “too cool” to wear a name tag.

Another concern is the name tag’s potential to segregate members based on job title. I think it can go both ways. For example, I am a member of the National Speakers Association. We recently had our National Convention during which each member was assigned a custom name tag based on years of experience, membership, if a guest, etc. To my surprise, people were actually more willing to encourage team building because of these designations. I couldn’t count how many of the veteran speakers who have been in the business longer than I have been alive came up to me and said, “So Scott, this is your first convention, huh? How do you like it so far?”

On the other hand, if isolation by way of name tagging is a possible threat, I would suggest having the exact same type of name tag worn by all people, regardless of employee status.

Should you KISS your name tag?

Yes. Not literally, of course. By KISS I mean “Keep It Simple Stupid.” Recently an audience member asked me, “Why don’t you put your last name, company, position, etc. on your name tag? Don’t you want people to know that information?”

Well, yes and no. We all want people to know who we are, what we do and how we can help them. But it is more effective if you tell them as a response to an open ended question such as, “Tell me about the work you do.”

So when you use your name tag as a conversation starter, if you have the chance to create it yourself, design it in a simple way that sets you up with an opportunity to share the value you give.

Always remember one of the best practices is to KISS (keep it short and simple) your name tags, and they will do the work for you. No matter what your situation, these KISSed tags will get the job done.


P.S. Scott Ginsberg said, “Over a half of a million people suffer every year from Emblema Nomenpenia, more commonly known as Name Tag Deficiency Syndrome (NTDS). This debilitating condition has run rampant through the American business community for many decades, experts say, although only recently has it been classified.” Learn more here: Name Tag Deficiency Syndrome (NTDS)

Donation Spotlight: Pediatric Smiles of Orem

Recently we had the opportunity to donate to Pediatric Smiles of Orem. They are a fantastic local dental office that sponsors programs to go to South American countries and teach children about dental health and hygiene. We spoke to Gemma from their office, and she answered some questions for us.

Pediatric Smiles of Orem

Name Tag: What is the name of your organization? Do you have a mission statement?

Gemma: Pediatric Smiles of Orem – Our mission is to be the premier pediatric dental office in Utah. Our dentists and team are knowledgeable, respectful, detail oriented, caring, and personable. We strive daily for professional dental excellence through our caring, sincere, and professional treatment for each patient. We promote superior dental health through precise diagnosis, expertise in dental procedures, and advanced patient education.

Donation Product: Name Tags

Name Tag: What was donated to you? How will it help your organization?

Gemma: We received name tags. It will help the children become more familiar with office stuff and be on a first name basis with them. This helps the children be more at ease in their surroundings as they have something familiar/a familiar face around them.

Name Tag: If you could describe your company in 3 words, what would they be?

Gemma: Helpful, generous, and caring.

Name Tag: Do you have any other comments you would like to add?

Gemma: I know you were interested in our efforts to help the local community. Dr. Shepherd and Pediatric Smiles of Orem have participated in the Give Kids A Smile event for many years. This event has helped many local  underprivileged children receive the dental care they need. Dr. Shepherd has also donated many thousands of dollars in dental work to another local charity, Community Health Connect. He has helped many children who are in pain and in dire need of treatment. Dr. Shepherd does all he can to help those in need. Not only in the community, but in his office and amongst his staff.

6 Steps to a Professional Photo ID

Many companies choose to give their employees a photo ID rather than a basic name tag. This can be a great idea for many different professions, as it creates a level of security, professionalism and confidence for the customer.

But there are many details to consider as you submit photos of your employees for Photo ID Badges. Here are some tips to get your employees looking their best on their badges, making your company look even better.

photo ID identification picture tips

1. Create a set of standards for the photos used

The best way to do this is simply to designate a camera, an employee and a place to take all photos for the IDs. This will ensure control over the quality of the image (more on that below). If you allow employees to submit their own photos, you will have a varied range of images, which may not all represent your company as professionally as you would like. If you do decide to allow employees to submit their own photos, make sure they are following the rest of the tips listed below.

2. No “selfies”

Photos used for identification should be taken by some one other than the person in the photo. Self taken images do not appear professional, and frequently are not at a good angle or do not show enough of the person for good identification.

3. No filters

Photos submitted should avoid using social media filters or similar processes. This is because they can alter the focus, color or overall look of the photo in some stylized fashion. Unless that is a look you want to apply to your photo IDs company wide, no single individual should have it.

4. Content of photo ID should be professional

Use a photo that only contains the person who will be using the ID. Make sure that employees are not posing with pets or other people, even if they are partially cropped out. The employee should be wearing clothing that would be appropriate for their job or standard business attire. The background should not be too busy or distracting; a blank wall or photo backdrop is ideal.

5. Photo ID should show the employee well

Make sure to have adequate light on the employee’s face in the photo. This way the details of their face are easy to see. Keep in mind that we will most likely produce the photo relatively small, so dark photos may lose the shape of the facial features entirely. Photos should be in focus.

6. Do not crop the photos

Name Tag, Inc. will handle all cropping of the images as we produce the Photo IDs. Photos are all cropped to the same standards, creating a uniform look across your company. If a company submits photos which have been pre-cropped, there are sometimes issues with image quality and the shape of some of the individual photos. Allowing us to crop all photos to the dimensions your company’s badge was designed for ensures that every employee gets the best looking ID.

A Guest Article by Melanie Bunch

Donation Spotlight: San Rafael Chamber

Our customers are amazing! And we like to say thank you through our donation program. We recently had the opportunity to donate to the San Rafael Chamber of Commerce. They were kind enough to answer some questions for us about their wonderful organization.

Name Tag: What is the name of your company or organization? Do you have a mission statement?

San Rafael: San Rafael Chamber of Commerce – Women of Industry Awards Event

Mission Statement: The San Rafael Chamber of Commerce is a member based business advocacy organization providing a strong voice in support of the economic vitality of our community.

San Rafael Chamber

NT: What did we donate? How will it help your organization?

SR: Badge holders for gifts to participants of the Women of Industry annual awards event.

Badge Holders

Frequently used as an event staple, badge holders are seen at conferences, conventions, trade shows, meetings and schools. They are a great choice for these kind of events, and they are a wonderful option for reusable needs, such as in a retail environment.

Badge holders are easy to use: choose your holder size, choose your fastener and print on a colored insert. Stuff, and you are ready to go!

An assortment of badge holders with printable inserts

SR: Your donation of the badge holders was invaluable to raising greater funds for our scholarships that offer financial assistance to a San Rafael woman entrepreneur or small business owner so she may attend the San Rafael Leadership Institute – a leadership program of the San Rafael Chamber of Commerce. Without this donation the name badges would have been a necessary expense that would have reduced the funds raised.

NT: If you could describe your company/organization in 3 words what would they be?

SR: Chamber of Commerce

NT: Do you have any other comments you would like to add?

SR: We thank you very much for your continued support of this annual event, now in its 2 year, and look forward to having your support in years to come.

We are so pleased we could help out with the scholarship program at San Raphael Chamber.

 

Creative Way to Use Badge Holders

Badge holders that have printed inserts to help a young child in school by using dry erase markers.

It’s back to school time, and you need a way to make sure your child is ready. A great creative way to use badge holders to do that is to make a dry erase work book. You can replace the inserts with more challenging material as the school year goes on. Simply wipe away the dry erase marker with a cloth and reuse the badge holders again and again. This way you can make sure your child is ready for tests or quizzes. It is important to play an active role in your child’s life and this is a great way to get involved.

And, our badge holders can do a lot more than that. Do you have any ideas on how to use our badge holders? If so, let us know! We would love to feature your creative ways to use badge holders idea right here on our blog.

Start your order for these now!

More creative ways to use badge holders

While we don’t have pens and notebooks, we do have ideas you can use for any back to school needs. Here are even more creative ways to use badge holders at home or in any classroom.

  • Badge holders for name tags for staff or kids.
  • Parent volunteers and visitor identification (quick printing using paper inserts).
  • Easy accessibility of a calendar or schedule printed on the insert.
  • Classroom games with color coordinated inserts and appropriate text.
  • Label things around the classroom for instructing the students.
  • Fun personalized bookmarks that can be reused and redecorated.
  • Add a lanyard for an easy to use hall pass or when sending a kid on an errand.
  • Print the insert with students’ names and use them as backpack tags.
  • Customize fun and reusable desk tags for each student.
  • Easy to change seating arrangements for the classroom or a school event.
  • Print a special message on the insert for teacher gifts and then attach it to a present.
  • Slip in a photo of each student and hang them where kids leave personal belongings.