Email is a popular method of communication between people who live far away. But it often creates major problems if the underlying tone or syntax of the mail is misunderstood on either end. During email, a stumbling block occurs if the parties involved are in a different frame of mind. So even the slightest difference can create a communication gap between the sender and the receiver, and things could get out of hand and lead to a full-blown argument. It is also important to note that the reader can misinterpret a message due to incomplete sentences and a misreading of the writers’ tone. The emotions depicted in an email can be interpreted differently when read by different people and in different tones.
Below I’ll discuss some of the most common issues that prevent associates in your organization from receiving your messages and how you can take corrective action.
1. Emails never open
This is the main problem that leads to the communication gap. You may be constantly sending information to your donors, but the email may not always get read. And if this problem occurs frequently, your organization needs to change the mode of communication. If you want your mission to reach people successfully, find out the most preferable way to contact your donors.
2. Getting caught up in spam filters
It is absolutely possible for newsletters and emails to get into the spam filter. These filters are designed in order to reduce the amount of junk that a person receives in the mail inbox. And to know how not to land in the spam filter, you need to understand how these filters identify what is spam and what is not.
· The goodwill of a particular IP address
· Sender Domain Reputation
· Recipient’s relationship with the sender
· The quality of the message, type of words and tone used
· Security of links included in email
· The proportion and quality of the attached images
To get your email straight to the inbox, you need to create high-quality content without a lot of links and images, which needs to be professionally formatted and proofread. Avoid using too many exclamation points and long sentences.
3. bounced emails
There are several reasons why your emails can be recovered, such as non-existent email addresses, old email addresses disabled, unavailable servers, and full mailboxes.
In such cases, the intended recipient doesn’t even know that you tried to contact them. Undelivered emails mean you have to try again later when the server is backed up or the recipient’s inbox is empty. An automated response will provide you with instructions on when you can get back to the target person at a later time.
4. Email blocked by ISP
To protect PCs from viruses and malicious software, people often have antivirus tools installed.
Similarly, the Internet Service Provider blocks email from certain addresses if it looks like spam or is sent to too many invalid addresses. Therefore, this results in a disadvantage for your organization. There are certain tools available that allow you to track the delivery status of an email, letting you know if your email has been opened or not, and giving you the ability to track emails and control the overall email procedure, which includes send, read and replies
5. You’re texting too often
No one likes to be distracted from their daily routine or feel like they’re getting spam. So if you send them daily emails, they will either unsubscribe or drag your emails directly to the trash.
It’s obvious that you’d like to engage your donors and subscribers enough that they remember you and your work, but that doesn’t mean you’ll bombard them with so many angry emails. There’s no hard and fast rule on how often you should send an email, but it’s a good idea to stick to once a week.
6. the matter is important
The subject line of your email plays an important role. It makes the first impression of your email and therefore it should be a good one.
Make sure your subject line is relevant to the email and is clear and to the point. Avoid using unnecessarily difficult words.
When it comes to sending emails, keep the following tips in mind:
· Be clear and brief – Write short and simple emails without grammatical errors. Be crystal clear. Emails should not be too long or contain confusing paragraphs.
· The subject line should not be too clever– Witty and catchy themes are tempting, but to grab attention, keep subject lines short.
· Don’t be too promotional. Always be careful what you write and how. Lines like “We need your help, it’s urgent!” could be too promotional.
· correct – Before sending your email, check it once, it can add perspective on how well it will be received by the recipient.
· Wait – After you have finished writing and reviewing your email, please wait a moment before sending it and think about any information that needs to be added or removed from the email.
7. Make sure you don’t limit your goal
Would you interact and behave with your parents as you do with your friends? Probably not. Human beings are social animals, and it is human psychology to change their manners accordingly while communicating with different people.
Therefore, it is important to note that the same emails with the same content are not sent to everyone. Different groups have different goals, ideas, values, and cultures. Leaving them blank with the same identical emails would not work. Accordingly, spill groups, even if the purpose of the email is the same, change the tone and content of the mail.
