How does Spam affect your Business?

Spam emails are frustrating. They fill up your inbox space, waste your time, and sometimes they are the carriers of unwanted viruses and malware. However, this doesn’t even compare to the people that were misfortunate enough to believe in some of those claims that looked legitimate and lost their money or privacy.
   
Since spam emails are one of the most annoying things each and one of us has to deal with on a daily basis, we knew we had to include them in Mailbird’s B2B communication guide. In this chapter, we are going to focus on the methods you can use to minimise the amount of spam in your inbox.
 

According to Spam Laws, 14.5 billion email messages per day are spams, which accounts for 45 to 73 percent of the entire email traffic. If we analyse these shocking numbers, it quickly becomes understandable why businesses focus on minimising spam. Unwanted emails interrupt the workflow of the whole team, and they affect work productivity. Furthermore, they can pose a considerable risk to the security of the company.
 
Constantly deleting spam emails is a tedious task, and it’s like giving your employees a time-wasting exercise, which is not even pleasurable. It takes 16 seconds for each of your employees to delete one single spam email!
 

Simple ways to fight spam

 
No matter which email provider your company is using, or if you still have a free account on Gmail or Yahoo Mail, spam remains a problem. However, with a paid business package, the filters are stronger, and thus the spam is reduced. Of course, some providers offer better spam filters than others, but sometimes some of those emails still end up in your inbox. That is why we compiled a list of simple ways that can help you fight the spam that pollutes your inbox.
 

Strengthen your email filters

 
You can do this by yourself by opening the settings page of your email account and choosing the junk or spam folder settings. Your email provider has configured the basic settings here, but you can strengthen them a little bit to fit your purpose. There are a couple of levels of filtering that stretch from “Low” to “Safe lists only.”
 
If you choose the highest level of spam filtering, your employees will receive emails only from the Safe Senders List. Even though it may look like a good idea, choosing the highest level could be damaging your email management, and that way you will block all possible leads. We recommend you stay in the golden medium and strengthen the spam filters enough, but not too much to prevent email flow.
 
You also have an additional option, and that is purchasing and installing spam-filtering software, which is developed with preventing spam in mind. There are a lot of great products on the market today like Clean Mail Home 4.6.1.3, Spambully 4, Mailwasher Pro 2010 6.53 and others.

Use domain privacy

 
Businesses that use a private domain do have an advantage when it comes to spam filtering. Not only are the email address and personal information protected, but if anybody wants to see your information, they have to post a request, which is forwarded to you. The fine line here would be to have one email address which is public and opened for customers and clients to reach you. You can use a generic address like [email protected] or [email protected], and conceal the email addresses of your employees.
 

Don’t respond to spam

 
This one is a no-brainer, but we have to mention it. First, because sometimes, spam looks very real and professional, and that is the reason why people fall prey to hackers. Moreover, because if you engage in any type of communication (or even if you just open the email), that will motivate the spammers even more. After that point, they will keep on sending you more emails and follow-ups, which are unwanted and potentially dangerous.
 
One of the last email scams that rocked the B2B communication world were the “ransomware” attacks that occurred across the globe. These hackers used emails to send a virus, which encrypted the files on your computer and thus made them unusable. A lot of businesses had to pay a ransom to get their files back.
 

Block email senders

 
With only one additional action in the upper menu of the email, you can block spammers, and prevent them from contacting you again. This is not a method of reducing spams, but rather a method of prevention once the spam has found its way into your inbox. Even though you won’t be blocking the spammer itself, but one of his email addresses, the blocking action can lessen your inbox a little. Using the block feature in your email account can help you keep the inbox tidy.