Tips for Handling Too Many e-Mails – Spam Junk Mail and Mail Related Risks

Tips for handling “too many e-mails” fall into two broad areas:
 
1. Eliminating unwanted spam and junk mail and reducing mail related “risks”
 
2. Improving email efficiency – using automated processes
 

The following covers the elimination of unwanted  – spam/junk mail and reducing mail related risks.

 
There are simple practices to effectively eliminate spam and junk email and reduce risks. This begins by creating and having more than one email account for you; separating your business and personal/family email. You should have more than one business email in-box: business private and business public
 
This is not an option! If you use a single email account for business and personal email you will have all sorts of avoidable problems. Let’s focus on your business email.
 
Set up minimally two business emails:
 
Private Business email
 
Public Business Email

  •  Your private business email should not appear on the business website. Use either a general inbox such as info@emailhost on the website or your Public business email.
  • Never publicize your private business email to media, such as giving it to a newspaper or say it on the radio. This is what your public email is for.
  • Never use private business email when soliciting or hiring people, especially if using employment websites like Monster, CareerBuilder or Craig’s list. Job wanted sites are posted to by millions of businesses. All email on job sites as scanned by spammers.  Again only use the “info” email or the anonymous reply features on all job sites.
  • Never use your private business email for social media, Facebook, Linked-In, Twitter, and such. Use your company’s general mailbox or your public email.*
  • Never give your private your email to people that are not trusted.
  • Advise staff as policy not to share your private business email to anyone without approval.
  • Your private business email should not appear on your business card. Use the public email.
  • Do not use “unsubscribe” to unwanted junk mail, if it asks for your email!**
  • When you choose your private business email name, do not use your full first and last name. It won’t remain private long! It is better to use your partial name. Using your full first and last name and adding a number after it is equally bad, for private email.
  • Have the mindset that your private business email is like a password. Be protective with it.
  • If you subscribe to any e-news/newsletters; NEVER use your private business email to subscribe. The advice is to look to see if they offer an RSS feed or news feeder service. Get your news/newsletters from feeds or news aggregator services…not through your email, private or public, unless this is the only way some are delivered…and use your public email for these.

 
*If it is too late because you already set up your social media and get too many notifications impacting your email, there are ways to repair this for each social media service. A simple way to is going to www.notifymenot.com  This service is easy and self-explanatory taking you to the current management tools for each social service. Furthermore, because these social networks continuously change what you fix today, the social media may break and put you back on notification lists.  Expect it!  You need to return not less than quarterly to revisit each social network administrator tools settings.   For example, if you find that suddenly you are getting a lot of notifications from Facebook or Linked-In, go to Notify Me Not to fix this again. This is a real time saver!
 
**Use sender spam blocks and email domain blocks in your email set up and options. Some email like Outlook have a simple drop down! This much better and take less time. Using “unsubscribe” increases your spam . . . if it asks for your email.