Your company’s email: what happens when it doesn’t get there?

by Marcy Hoffman on February 11, 2011

When your emails aren’t received: how long could your business survive?

I read a comment on LinkedIn that, having operated a number of small businesses, that had me scratching my head. The conversation centered around the problems that companies are facing using Yahoo or Gmail free (and premium) email services. The comment, regarding using these services:

“ I feel this is done by companies who are too ignorant or lazy to set up their own email. Even a one-person operation can easily set up Webmail, POP3 or IMAP, complete with virus and anti-spam filtering……………”

Lazy? Ignorant? I have never met a small business owner (the SBA classifies any company with up to 500 employees as a small business) who doesn’t feel as though they invented the word ‘multi-tasking’.  Added to the multitude of  tasks required in operating a business, managing employees, dealing with customers, SBOs are expected to have a proficiency in all forms of new media including Twitter, Facebook, LinkedIn,SEO, SEM, blogging, and the like).  To handle all this, SBOs uses a host of tools but email remains the primary form of communication for any business, of any size.

So what happens to your business if your emails aren’t received?

Some interesting facts about email from Email Marketing Reports

  • If email were a country, its 1.4 billion users would make it the largest in the world. Bigger than China, bigger than the populations of the USA and European Union combined.
  • 247 billion emails are sent each day. That’s one email every 0.00000035 seconds.
  • In the time it takes you to read this sentence, some 20 million emails entered cyberspace.
  • Every second, the world’s email users produce messages equivalent in size to over 16,000 copies of the Complete Works of Shakespeare (assuming a 30KB average email size).

And this: [Aside 1: When you see email stats like the above, you gain a new appreciation for the work of those  companies and organizations managing email.]

So when a SBO is offered a service that is used by billions of business owners, a service that doesn’t require a working knowledge of POP3, IMAP, spam filters and the like, shouldn’t every SBO grab it?

Sad to say, no. Because sometimes offers that seem too good to be true, are. The mega-companies including Gmail and Yahoo, provide a mass webmail service and for expediency’s sake, do not separate their email routing between paying customers and free service members.

What does that mean to a SBO? That a critical email between your company and your customers may not be received- and you will never know it. Larger companies, government agencies, educational institutions and organizations use sophisticated Spam filters and when your email provider send out your email from a mass server, chances are excellent that your email will be designated as Spam and never get through- and never get kicked back to you.

This is not about sending out marketing emails:

  • It is about meeting the marketing manager of a chain of stores at a networking meeting and, after being asked to send him your company’s information

o      And it never gets there

  • It is about being asked by that college that finally, wants to buy your goods, to send your pro-forma

o      And it never gets there

  • It is about responding to a RFP that took weeks to prepare

o      And it never gets there

There are affordable, stable and secure solutions that do not require an IT tech to implement, buying hardware or honing up on POP3, IMAP, etc. After discovering, just in time, that their main customer was not receiving their email, Mia Copeland, VP of Contracts at Eagle Technologies, LLC, immediately began to reach out to the email service providers to find a solution. InfoStreet was one of the suppliers who helped navigate the series of requirements of providing a small business a service at an affordable cost for a worry free email application.

“Even a one-person operation can easily set up Webmail, POP3 or IMAP, complete with virus and anti-spam filtering……………” Perhaps, but it is much easier, safer and more efficient to let companies such as InfoStreet provide this critical service and save your time doing what you do best- growing your business.

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