Email is a popular as a method of communication between people living far. But it often creates major problems if the underlying tone or syntax of the mail is misinterpreted at either end. During email, hindrance occurs if the parties involved are in a different state of mind. Thus, even the slightest dissimilarity can create communication gap between the sender and the receiver, and things could get out of control leading to a full blown argument. It is also important to note that a message could be misunderstood by the reader due to incomplete sentences and misreading of writers’ tone. Emotions depicted in an email can be interpreted differently when read by different people, and in different tones. rr com
Below I’ll be discussing about few of the most common problems that prevent your organizations associates from getting your messages, and how you can take corrective measures.
1. Emails never get opened
This is the top most problem that leads to communication gap. You might be consistently sending information to your donors but the email might not be read every time. And if this problem occurs on a frequent basis, your organization needs to change the mode of communication. If you want your mission to successfully reach out to people, find out the most preferable mode to get in touch with your donors.
2. Getting caught in spam filters
It is absolutely possible for newsletters and emails to get into the email spam filter. These filters are designed with a view to reduce the amount of junk a person receives in the mail inbox. And to know how not to land in the spam filter you must understand how these filters identify what is spam and what not.
· The goodwill of a particular IP address
· Reputation of sender domain
· Relationship of the recipient with the sender
· The quality of the message, kind of words and tone used
· Safety of the links included in the email
· The ratio and quality of images attached
To get your email directly into the inbox, you need to create high-quality content without many links and images, which should be professionally formatted and proofread. Avoid using too many exclamation marks and long phrases.
3. Bounced emails
There are several reasons why your emails may bounce back, such as non-existent email addresses, old deactivated email addresses, unavailable servers, and full mailboxes.
In such cases, the intended recipient don’t even know you tried to reach out to them. Undelivered emails means you need to try it again later when the server is back up or the inbox of the recipient is clear. An auto response will provide you with instructions, as to when can you reach the targeted person again later.
4. Email blocked by ISP
In order to protect PCs from viruses and malicious software, people usually keep antivirus tools installed.
Likewise, Internet Service Provider block emails from certain addresses if they resemble a spam or are send to too many invalid addresses. Therefore, this results in disadvantage for your organization. There are certain tools available which allow you to track the delivery status of an email, letting you know whether your email was opened or not, and provides you with the ability to track emails and control the overall email procedure, which includes sending, reading and responses.