Recently, a few of our customers complained about spam filling their business email accounts.  Even after our support staff installed the best spam blocking hardware and software, these customers were still getting dozens of spams a day.   The customers asked why the spam cannot be stopped completely, when they should be asking what they are doing to cause all of this spam to appear in their business email accounts.  The main issue is that we are all lazy and want to make our lives as easy as possible, so we place all of our email into one email account.  This is where the problem starts and can also be solved.

You will never stop all of the spam if you do not make wise decisions with your business email address!  Every business person should have two email addresses, that's right, I said TWO (2) email addresses.  A business email address for business only and a personal email address for everything else. This should be the case no matter the size of your business.   A smart business person has two checking accounts, one for business and one for personal use, so why not use the same philosophy for your email.

To keep your business email address safe, place it on your business card and leave it there!  Never, never, never sign up for anything with this email address unless it pertains only to your business.  Do not use it for the coupon giveaway's at the grocery store, or the coffee shop, or online, or anywhere.  This is your business email address and you need to protect it like you would any business asset.  Yes, I said asset because that is what it really is.  Wikipedia defines asset as, "a resource controlled by the entity from which future economic benefits are expected to flow to the entity."  In other words, it will make you money if used properly.  Start today, by remembering that every time you give away your business email address for anything other than business, you are handing out a $50.00 bill.  That is what it will cost you in wasted time, aggravation, and the expense to get rid of lots of unwanted emails.  How many fifty dollar bills can you afford to give away today?

For all of those other requests for an email address, get a personal email address.  Most Internet providers give you several free email addresses with your account, or you can get a free Google or Yahoo email address.   Use this personal email address for the soccer team, the band boosters club, your hairdresser, the online coupon site or giveaway, and for everything else that requests an email address.  You will get spam in this account, but it is not taking time away from your business activities to handle it.

So what do you do if your business email account is already receiving lots of spam?  Bite the bullet and get your IT person or webmaster to build a new business email account for you.  Order new business cards and letterhead if necessary, but do it right now.  From your new business email address, send out an email to only your business relationships advising them of your new email address and keep the $50.00 reminder in mind when you send out these emails.

Next, create a new personal email address and send a similar email to all of your personal relationships explaining the situation to them.  From this day forward, use this personal email address for everything that does not pertain to your business.  If need be, get a batch of personal non-business cards made up with this email address on it to drop in the giveaway boxes at the local restaurant or club meeting, or band boosters club.  By separating the two email addresses you will reduce the amount of spam in your business email box  and make your business easier to manage.

About the Author:

Robert Tyler is the entrepreneurial spirit behind the Small Business Concern, NativeGeorgian Web Solutions and several other web based businesses.  He has run NativeGeorgian.com since the 1990's on the philosophy of small businesses helping each other to grow and prosper using true southern hospitality and christian beliefs.