Spam is irritating. Spam is irritating. We all agree with that, especially for the type of spam you receive if your business is a construction takeoff service. But unfortunately, these days, as companies find new ways to approach their prospective customers, spam emails remain a common practice that floods inboxes, taking your attention away from emails requiring your notice.
Not just individuals but also many small businesses have to combat the spam email problems daily. It gets even more critical for them as you cannot expect a company to change its email address every day.
Furthermore, as a business, they have to give out their email address to so many people and seldom trace it back to who distributed the email ID.
Ways To Fight Spam Emails
1) Never reply to spam emails – Try and do not ever reply to the spam emails you get as it might be a way for them to trace your IP address and get information off your computer. It will just motivate the fraudsters further into engaging you in a scam.
2) Set up multiple email addresses – Always try and set up more than one email address to prevent your business email from being flooded with spam. It’s suggested that two should be minimum; one which you give only to your clientele, including your employees, and the other one will remain in the public eye for your customers. But, of course, more than two is better as your management of emails will get better in the process.
3) Avoid clicking that “Unsubscribe” Button – As tempting as it sounds, sometimes fraudsters spoof these links with a malicious one that might give away your personal information that is stored on the device.
It might give away your IP address and even the history of transactions that you have conducted. This data might be inclusive of but not limited to your financial information.
4) Use anti-spam filters – These are the filters that directly clean out the spam emails and permanently block them from your account. You can find many filters like these at a click of a button on the internet, which will help you keep your inbox restricted only to the emails that matter to you the most.
5) Too good to be true – Have you received a sweet business deal in your email, and it sounds too good to be true? Beware of these emails. These scammers try and make a formal business proposal to you and ask you to submit your business details and your financial details so that they can send you an initial payment to get started. However formal it may seem, take a breath first and then investigate.
How to investigate, you may ask? First, you can run a quick check of the name they are using with Nuwber. Online databases allow you to type the first and last name of the person and get his/her contact details and other information. However, if they have only provided their address, you can hover onto the address search and see for yourself if that company even exists in the first place.
This tip will ensure that you do not send your sensitive business information to scammers. Quick advice? No one gives money like this for free before meeting in person, so trust your gut before signing any contract.
6) Report Spam Emails – If you are constantly receiving spam, it’s also about time to start reporting. Almost all email services have an option to report the mail as spam or junk; always click that. If there’s no option, copy the email address and report it directly to your email service provider. Additionally, you can also report emails like this to The Federal Trade Commission at ReportFraud.ftc.gov.
7) Use a Virtual Assistant – As a business, if you feel that none of the options are working for you and you are constantly getting overwhelmed by the number of emails you receive, then it’s time to hire a Virtual Assistant. The assistant could help you with specific administrative tasks, help clean up spam, organize your inbox, make sure that you only have eyes on emails that require your attention, and so on.
Nowadays, it’s easy to get a Virtual assistant from over the internet on an hourly basis, making it very convenient for you as a growing business.
8) Never post your email address on public forums – The scammers know their ways of gathering various emails from businesses, and the first place they target is the public forums.
Advice is that you get a third-party service for routing your mails, so even if you have already got your emails posted on forums, then the spam mails can be directly filtered using AI and will get deleted before they even reach your inbox.
9) Use Unroll.me – As a business, you might have subscribed to other fellow businesses’ deals and offers to keep track of what’s happening in the market, but what if you want to unsubscribe?
A free website like Unroll.me can instantly search your inbox after you enter your email and make suggestions on what you should unsubscribe from with just a few clicks. It shows a list of brands that you have provided in your email in a user-friendly way. Give it a try!
CONCLUSION
The above tips will help you minimize spam emails in your inbox by following simple steps. Making a new email account and not sharing those emails publicly always seems the best option. Hiring a Virtual Assistant is always up on the table if you are constantly growing and want your work burden reduced.
But can you stop spam altogether? Regrettably, the possibilities of this happening are slim to none. No one can ever achieve a zero-spam inbox, particularly as a firm owner.
Spam is likely to be an issue in your business email, but we can try and keep it to a minimum.
Now that you know how hard it might get for anyone to clear out spam from their inbox, it’s vital that you also work with unquestionable integrity and send out emails to the people who have signed up for it. Pledge to not share your email list without the consent of your consumers.
Also Read: 6 Advantages of Outsourced IT Support
