Whether it's a doctor's office or accounting firm, having an email address is an essential part of any business. Aside from being a great way to keep in touch with your employees 24/7, it also saves time when communicating with them.
For example, let's say you're busy working on an important task, and you had a question to ask one of your employees. Instead of taking the time out of your work to get up and ask them, simply shoot them an email and they'll respond whenever.
However, it's important to know about the issues that come with having an email as well. Phishing tactics aside, giving your information to the wrong people could lead to spam, which is unsolicited messages from senders. All in all, here are some efficient ways to deal with spam and reduce the number of unwanted messages received.
Use Caution When Sharing Your Email Address
First of all, you should be careful who you share your email address with. After all, one of the reasons so many businesses receive unsolicited emails, is because they give their info to marketers and other affiliates.
If the email address that you're using is strictly for business purposes, then you should only share it with those in the workplace. There's nothing necessarily wrong sharing it with your customers or even other businesses you keep in touch with. However, it's still something you need to be cautious about.
As an example, what if you shared your email address with one of the above, and the customer(s) or competitor(s) added you to a newsgroup? Even more so, what if that newsgroup shared your info with other marketers, who then gave your email to third-party affiliates? Of course, that's not to say all customers or businesses will do this, but there's still a risk involved. By keeping your info strictly business related and taking caution about who you share your email address with, there's less of a chance for you to become part of unwanted services.
While being cautious is an effective way to avoid spam, using a filter deals with the problem directly. Not only are unwanted or suspicious looking emails immediately directed to the spam folder, but you can also choose which messages you want sent there. As an example, there are plenty of suspicious emails which will automatically be directed to the filter. This is especially true if the sender doesn't appear to come from a reliable source. With that said, if you're being emailed by unwanted senders and those messages aren't going directly to the folder, all you have to do is add it to the list.
However, the spam filter is as much of a blessing as it is a curse. One problem many businesses run into, is that even their most important emails are being regarded as "spam". In the long run, this could cause delays in responding to those in the workplace, and it's also easy to miss out on important events. Using an example, let's say you emailed those in your business about an important meeting. Unfortunately, one of your employees didn't receive the message because it was sent to the spam filter.
The best workaround for this, is to add all important email addresses to your "safe senders" list. Whether it's employees, family, or businesses partners, this will prevent any important message from being regarded as spam.
For more information about how to deal with spam email(s), contact us today at Nexxtep Technology Services, Inc. We're an IT services provider that primarily supports professional service firms, such as accounting firms and doctors' offices. We look forward to hearing from you.