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    I’m the founder and CEO of Rocket IT. I also speak to professional groups about social media, cloud computing, and building great businesses. Outside of work, I enjoy spending time with my wife and two kids. I also love discussing God, family, business, technology, leadership, marketing, photography, design & cars.

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    Matt Hyatt

    A Blog by the Founder and CEO of Rocket IT

    Hello. I’m the founder & CEO of Rocket IT. This is my blog.

    Entries in Email (3)


    Understanding Why Your E-Mails Land in Spam Folders

     Spam algorithms are constantly changing in an arms’ race against spammers. Annoying e-mails about “miracle vitamins” are only the tip of the spam iceberg. The algorithms (processes or sets of rules followed in calculations, usually by a computer) to fight against each oncoming wave of spam have to adapt as the spam adapts. As hard as companies work to combat spam, the spammers work just as hard to find new ways around the algorithms. And sometimes your e-mails can get caught in the crossfire. 

    Even when your e-mails have gone through to others’ inboxes before and contain little to no marketing, your messages can still end up caught in the spam filter. So how does this happen? 

    Spam algorithms are updated on a pretty constant basis, specifically so things that have slipped through them before won’t continue doing that. But the spam filter settings for some recipient servers can also be more aggressive than others. 

    Many major providers judge the spam factor of your e-mail based on engagement between you and the recipient. If they immediately delete your e-mails or mark them as spam, the engagement score is going to be very poor compared to recipients who regularly respond and click through links, and your engagement score with those recipients can affect your message going through to other recipients using the same service.  

    These providers keep track of the behavior sent by specific ISPs and domains. So it isn’t just your e-mails’ engagement that affects your outgoing messages; e-mails going out from other accounts on the same domain or ISP will affect this as well. 

    Other providers also employ a spam score system to figure out how likely it is that your e-mail is spam based on the content. If your e-mail surpasses a certain level, then your e-mail is sent off to that junk folder. This systems looks for phrases like “money back guarantee” and “click here now” that are used frequently in spam e-mails. 

    These spam systems also share what they’ve learned with each other. Blacklists are often shared or posted.

    Spam algorithms that catch e-mails will always be changing. This is one arms’ race that will not end, but you don’t have to be a victim of spam filters. If your clients are finding your e-mails in their spam folder, ask them to add your domain to their safe senders list. This should ensure that your e-mails get through to them in the future. If your domain has been blacklisted, you should contact the administrator and request that your domain be whitelisted. You’ll have to follow the protocol in place by that administrator, but if you have an IT company or department, they should handle that for you.



    About the Author-

    Michael Bearchell lives with his wife and three children in Gwinnett County. He is an Inside Support Technician at Rocket IT and has found out the hard way that it is tough being a New York sports fan in the south.





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    How to Win Against Your E-Mail Inbox

    If you’re anything like me, you’re used to facing down your e-mail inbox like others face down dragons. When you’re up against a crowded inbox, it’s hard to know where to get started (or even find the energy). Have faith. It is possible to go from packed to clutter-free.

    The first step is to set aside time to declutter your inbox. With everything else that demands your attention, this can be a huge hurdle. But even taking fifteen minutes to sort out things, like what needs immediate action, what doesn’t, and what won’t even need a response, can make all the difference.

    When I first tackled this, I spoke with Eric Henderson, Rocket IT Services Manager and resident Inbox De-Clutter King. He recommended only keeping e-mails that still require a response in your inbox. If you can knock an e-mail request out in under two minutes, then do that and immediately shuffle that e-mail into the appropriate folder or archive it. And, if you’re worried about missing something that requires action, you can set flags with reminders for yourself.

    If you have too many e-mails coming in that require action, then create a folder specifically for those items and a rule to sort them automatically. This is great for all those newsletters you want to read eventually, just not right now. You can also use them for any sets of e-mails you have coming in regularly that fit specific variables, like one common topic or sender. You can even sort your e-mails out by clients.

     To create a rule in Outlook, go to Rules in your navigation bar and click “Create Rule”

     From here, you can create an Outlook rule based on sender, subject, and other variables.

    Don’t be afraid to archive old e-mails. They’ll still be there when you need them. Trust me, you’ll save a lot of time utilizing the Search feature in your archive when you need to find something than you will scrolling around in your inbox to see what’s new and what isn’t.

    You don’t have to spend every morning knee-deep in e-mails. Your Rules option and Archive button are about to become your new best friends and strongest allies in keeping the e-mail demons at bay. Trust a former resident of the inbox pit of despair; your mornings are about to get a lot more manageable. 



    About the Author-

    Jacque McFadden is the marketing specialist at Rocket IT. She graduated from Oglethorpe University in Atlanta, and returned to Georgia after spending a year in Austin, TX. 



    Interesting Insights from 5 Million Emails

    Baydin, the makers of an email plugin Boomerang, recently analyzed over 5 million emails that were sent and received by Boomerang’s users.

    Out of the 147 messages the average email user receives every day, only 12 require “substantial work.” Those 12 messages which require “substantial work” take up approximately 90 minutes per day!

    Most people think others read a majority of their email messages around 9AM, however people say they want to read their emails between 5-6AM. You are more likely to get a reply if you send non-marketing emails either before work or during lunch. If you are sending marketing emails, the recommended time to send those is at 6AM.

    To grab someone’s attention and increase the probability of a response, use the 7 words on the right in your email titles, and avoid the 7 on the left.

    • Apply
    • Opportunity
    • Demo
    • Connect
    • Payments
    • Conference
    • Cancellation
    • Confirm
    • Join
    • Assistance
    • Speaker
    • Press
    • Social
    • Invite

    Baydin’s findings were summarized in an easy to understand infographic on popular digital media website Mashable. While not all of us get 147 emails a day or prefer to read our messages at 6AM, the insights are still very interesting!