Where is my email? Email Deliverability, SPAM and delayed messages!

Is email your best bet? Maybe not!

Email seems simple, and where would we be without it? It is hard to find a workplace today that doesn't rely on emails for communication, but things can get more complicated than you may think.  Although email has transformed the way we communicate and it’s been credited for increased efficiency and productivity, not all the changes that email has brought us are positive.

Have you ever sent an email in the heat of the moment and regretted it? Ever sent an email to the wrong person, cc-ed everyone instead of using bcc, or forgot to delete a thread that was for your eyes only underneath? If only you could delete or un-send that email.

Even if your writing has the best intentions, it’s still easy for the recipient to misunderstand or misinterpret what’s in your email. There is only text and no tone of voice or body language to help with context. A joke can be taken seriously, and a well-meaning but quickly typed email can be perceived as rude or aggressive.

From unintended tone to typos that change the message, misunderstandings are all too easy in email. It’s also true that many people treat email in a way that goes against the grain of what it was initially intended for: to communicate in long-form without using the phone.

Viruses, hackers and spam

We have a man named Ray Tomlinson to thank for initiating this new era of communication that we all enjoy. Tomlinson sent the first-ever email back in 1971 and decided to use the now universal @ sign to separate the recipient’s name from their location. He said it “seemed like a neat idea” and, “thought it was an interesting thing to do with a computer and a network.”

Watch his story here:https://youtu.be/XhXk3wzemR4

Although it was indeed a neat idea, and we could hardly picture life without it now, email has also become a standard vessel for viruses and malware that can infect a device and cause severe damage to the system. The increasing amount of email-targeted cyberattacks, such as the Microsoft Exchange hack highlights its vulnerability.

A virus usually gets loose when the recipient clicks a link or opens an attachment. Infected emails may come from an anonymous source or sometimes appear to come from a trusted contact. Sometimes it’s obvious, but not always. Hackers are getting smarter by the day.  

Emails are also a common target when hackers seek sensitive information such as financial, political, or personal messages or documents. If you don't use a firewall or anti-spam software, you can expect your inbox to get bombarded with unsolicited messages and expose your system to malware risks. Internet and email security issues may also pop up if you're using remote access.

Losing your data

Emails are highly vulnerable to data loss. It takes no time to destroy or delete an email, and some security threats are hiding in plain sight.  While, in many cases, email data loss is accidental or due to negligence, there, unfortunately, are also people out there who use email to steal company data for personal gain.

Stolen data can be used for business advantage, taken by a former employer to a new job, or to help them start their own competing business. It’s super simple for someone to email themselves a document without anyone knowing unless your business has preventative measures in place. When they do, the user will have complete control over the attachment so they can save, edit, and print it.

If you have legal, regulatory, or contractual requirements to prevent data loss or if you just want to retain your company’s intellectual property and critical information such as customer account lists, make sure to protect your email from both in- and outsider threats.

Email isn’t always instant

Everyone understands the frustration of feeling left in the dark when dealing with important communication. Did they get it? Did they read it? Why haven’t they responded yet?!?! Email can be delayed or never arrive, and that could be for all sorts of reasons. Delays can be caused by the size of the email and its attachments, network inactivity, hardware issues, or occasionally when a backup is in progress. Counting on an email being nearly instant is a bad idea.

Email may travel across multiple servers, starting with both the sender’s and receiver’s servers, but intermediate servers may also be involved. If servers are overloaded with mail, spam, or other tasks, they could simply be slow. If the email is not delivered instantly, servers will retry a couple of times before finally discarding it. If that happens, you should get an error message, but that’s not guaranteed either.  

Consider your email provider carefully

Mail service providers are often low cost and carefree. But when choosing a mail service provider for your business, things can get a bit more complicated. There’s a lot to consider, especially in these days of remote working. What are the spam filters like? How easy is it to keep your inbox organised? Can you access the account from other email clients?

What you need is a business-friendly commercial product that delivers power, functionality, and enterprise-level extras. Here at Bravesight, we use Google Workspace, formerly known as GSuite. It is highly reliable and offers custom and secure business email, along with a robust global infrastructure and advanced cloud security and data protection. We highly recommend it to clients that need email hosting as it offers a range of features and functionality that their rivals just can't match.

What’s the alternative?

The problem with email is not always the technology; it’s also the people using the technology. For your business, email is usually your smallest bill, but it’s not without issues. When it doesn’t work, you know about it, and so does your service provider. Whether it is sending or receiving, you can resolve most email issues by performing some basic checks.

When email is down or slow and something urgent, you can send a text message and use Facebook Messenger or Instagram DM. When you need instant team communication, you can schedule a Zoom call which you can also record. Then there are other communication systems available too, such as Slack, Discord and again, Google Workspace.

Many fast-paced workplaces have adopted instant messaging to replace emails for internal conversations. People’s inboxes get cluttered, and things get missed. When internal conversations are carried out through chat, the email inboxes become a focused platform that enables your team to serve clients more efficiently. The question remains though if it’s okay to ping the CEO.

Of course, you can also still do things the traditional way and pick up the phone. It’s often a much better tool, especially if it’s a new relationship, a sticky issue, something potentially sensitive or if you need to discuss something that could lead to more questions. Just make a call to instantly solve it as it will save their time as well as your own.

How Bravesight can help

We’ve been in the creative tech industry for a long time, since 2006, in fact, which means we’ve seen and heard a lot. We know, like no other, that minimizing your risk by managing your IT is far easier and more cost-effective than dealing with the mess.

If you’d like to have a chat with our friendly team about IT support, sales team training, digital marketing, e-commerce or if it’s time to upgrade your outdated workstations, don’t hesitate to get in touch. Yes, of course, you can email us: start@bravesight.com, but if you prefer a call or if you’re just not sure about emailing anymore after reading all this, the office number is 07 928 8867.

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