Did you know that the average office worker gets an average of 120 emails a day? That number is probably greater if you have a high-ranking position or take on several responsibilities.
It’s hard to manage so many emails without staying glued to your phone to respond to each and every one. That’s partially why the average worker has 200 emails sitting in their inbox.
It may be time to address the situation by creating separate email accounts. It doesn’t matter if you’re a solopreneur with a blog or have a business with several employees.
New email ideas are necessary to keep the flow of communications organized and efficient. You don’t want to miss out on any opportunities because an email got lost in the shuffle.
If you want to master your email accounts, keep reading. You’re about to learn ways to create and name new accounts for your business.
1. Know It’s Time for a New Account
How do you know it’s time for a new email account? You might find that one email account gets overloaded with questions that distract and take away from productivity.
For instance, you might get a lot of customer service questions about a product. You may want to delegate service and support to a virtual assistant or temp worker.
You can create a new email address just for support, which allows anyone in the organization to handle and respond to inquiries.
2. What’s the Purpose of the New Email?
Email address names can be tricky to create. You want to have something creative and professional at the same time. You can create separate email accounts based on the purpose of the email.
Customer service can be support@, sales questions get directed to sales@, and so on.
Think about the purpose of the email account and what you want it to say about your business. Think about who needs access to the account as well.
3. Choose Your Domain
You have to choose a host for your email accounts. If you have your own domain name and self-hosted website, you can set up a new email address through your host.
An alternative is to use Gmail, Yahoo, or Outlook. All of them are viable options, but if you want to build credibility for your business, an email address with your business domain is best.
A business email address that ends with gmail.com is suspicious to most consumers.
4. Keep the Naming Convention Consistent
This is especially important in business. You want to have a consistent naming convention across the organization. That makes it easy for people to remember email addresses.
It’s also easy for people outside of the organization to guess what someone’s email address is. That may or may not be a good thing.
It’s easy for people to find anyone in your organization. It can also attract a lot of spam and unsolicited sales emails. You’ll have to make sure that you have spam protocols in place in your company before you move forward.
5. Keep It Short
A common mistake that people make with separate email accounts is that they try to fit too much information into the email address.
When you create email address names, you want to keep it short and sweet. Use a simple naming convention that keeps all email addresses short.
6. Add a Location
This tip is relevant for people who use an email service provider like Gmail or have their own domain but several locations.
You can have a location to differentiate between locations. For example, you can combine a title with a location. This would look like manager.location@gmail.com or sales.location@gmail.com.
This helps you know which locations get the most contact and interest.
7. Backup and Delete Old Email Accounts
Should you delete your old email account? To leave an old email account unattended and ignored poses a potential risk.
You could use an email service provider like Yahoo! or Gmail. Email addresses frequently get targeted by hackers because they can use it to send spam and other inappropriate emails to your contacts.
The best thing to do is to have the old email address forward to the new one for a few months. Once people are used to corresponding with the new email address, you can delete Yahoo email account or whatever account you use.
8. Publish Your Separate Email Accounts
Let’s say that you have an email address to handle privacy concerns from website visitors and you have your own email address with your name.
That might look like privacy@domain.com and your.name@domain.com. These email addresses have two distinct purposes, so they should get published in different places.
The privacy email address should only be listed in your website’s privacy policy. You ensure that the emails directed to this address only came through that webpage. It also implies that it’s an important email about a data privacy request or concern.
Your email address should get published everywhere else, such as on business cards and email signatures. This is your primary address.
New Email Ideas to Handle the Volume of Emails
If it’s time to have separate email accounts for your blog or business, you have plenty of new email ideas to work with. Be sure to know the purpose of the emails.
A simple email address that’s short and easy to remember is best. If you have more people on your team, keep the naming convention consistent across the organization.
For those migrating services, keep a backup of old email addresses and delete those old accounts. You limit the risk to your business and can move forward with your new email addresses.
Now that you have a handle on your separate email accounts, check out the other articles on the blog for the latest technology tips.
