READ TIME: 3 min 52 sec.
Communication is Key
Have you ever opened your junk email folder on a Sunday morning only to discover emails you never saw that are important and time-sensitive? This is a common occurrence, especially when almost 50% of emails are junk, according to Statista, a statistics portal for market data, trending statistics and the global No. 1 business data platform.
Communication is vital in every business especially in the world of executive recruiting. Decision-making, scheduling, and managing timelines dictate much of our day-to-day. We heavily rely on email to communicate to our team, our candidates, and our clients.
We often take delivery for granted when we email something to someone. However, the inbox is often broken down into a “Focused” and “Other” tab indicating that emails can often get designated under either one of these tabs depending on your filter settings. This does not even take into account the junk folder where sometimes non-junk emails land.
“Having 3 different places to receive emails makes it even more difficult to keep up and be aware of current issues,” says Guice Smith.
Everyone runs into this issue at one time or another. Our inboxes get cluttered with both solicited and unsolicited information, and it is hard to make an informed decision when you can’t tell which emails are real and which are not. This results in a possible loss of revenue through missed business opportunities. This also results in the loss of our biggest and most valuable asset: our time…
While complete elimination of this issue is not possible there are plenty of pre-emptive steps you can take to limit the amount of junk you receive and make sure your own emails don’t get marked as junk…
First and foremost, make sure you are following the laws governing email. Specifically, the CAN-SPAM Act and what it defines as junk.
- Sending emails without a mailing address.
- Sending emails with a deceptive subject line.
- Sending emails without including a way for recipients to opt out.
If you are not already doing so, it may be worth your time and money to invest in an authentication system for your email. Authentication systems prove you are who you say you are and save on validation when it comes to communicating internally and with clients.
Careful consideration of your words, your tone, and your phrasing, as well as proofreading your emails, is a best practice to use by default. Utilizing a spam checker before sending your messages is also a good idea. It will analyze your email and determine the likelihood of the email being identified as junk. This is usually based around a scoring system.
Words revolving around money, discounts, or promotion are going to be most likely viewed as junk. Try avoiding these words at all costs. This does not mean you cannot sell or promote something; it means you should be careful and aware of how you present it in an email.
Proofreading emails can help you spot typos, grammatical errors, and poorly written sentences. Downloading a software like Grammarly can be a massive help when it comes to grammatical errors and the best part, many versions are free!
If you plan on running email campaigns, make sure you are using a reputable email marketing program. These programs take actions to prevent spammers from using their platforms. If you are using mailing lists, make sure you keep them updated by removing those no longer interested.
Also make sure to email your subscribers regularly to maintain constant communication. You should always provide value when sending emails, but the consistency will make it easier to recognize who you are as well as the likelihood of people opening your emails.
When it comes to making sure the emails you send are not going to end up in the recipient’s junk folder, there are some simple steps you can take:
- Ask constituents to whitelist you. This will allow emails from your company to reach your recipients inbox without having to go through all the filters they may have in place.
- Add branding to your emails so you are easily recognizable.
- Add an “unsubscribe” link at the bottom of your email for people to eliminate those people who do not want to receive your emails.
- Add a double opt-in option for being added to an email list to confirm someone wants to be added.
Finally, but most importantly, be honest when sending emails. Using unethical tactics to get people to open your emails is not only frowned upon, but it also damages your reputation and your business.