avoid spamming

You work hard and follow all the genuine process to maintain a good relation with the customers and other connections. What then goes wrong that even after giving the heart and soul to the business and serving customers, spam complaints are received?

What if you’ve followed all the terms and conditions, sending mails to only your opt-in database, but still your mails are dropped in spam? One may face this situation and then it becomes a challenge to get good results in genuine mailing. The other question is what is genuine mailing.

Avoid Marked as Spam

Whenever an email is sent, it is up to the receiver/subscriber to give their instant opinion. You cannot bind everyone to read all your mails. Even if somebody report you spam, it is not necessary that you’ve done something wrong. It may be like the audience is not interested in the content you’ve sent.

There is no full proof way to find the perfect reason behind but we may follow certain measures to watch out before scheduling the next email campaign.

  • Ask for the permission before sending mails

Subscriber mailing is the mailing performed on the email ids that subscribed for the services, newsletters. The customer gives you the permission to send mails for the specific service he/she is interested in.

Asking for the permission will help judging your subscribers as after you’re permitted you may assure yourself that your mail will be opened and read. The chances of your mail marked as “Report Spam” will be low, will be connected with you for a long duration waiting to here from you at regular time intervals.

Do not flood your subscriber with newsletters every now and then. Make it a consistent and slow process and double check before sending that you are sending mails for which subscription was done. Make sure to fragment your audiences from the start based on the subscription process they’ve followed.

Never forget to follow the SPAM act that is different based on the area in which you’re sending mails.

  • Show who you are

Never keep the necessary details hidden from the mail. Let your receivers know who you are and open the mail without marketing it spam or deleting it without bothering to open it.

There are certain necessary variables you may mention in your email newsletter or promotional mail

    1. From email address (company’s corporate email id)

    2. From Name (Company name)

    3. Prominent logo in the header

    4. Proper linking with your main website

    5. Address in your footer

The above are some primary variable, which are must to be in your mailer. The secondary ones can be noticed as per the client behavior and introduces later for a better response.

  • Practice sending relevant information

Nobody have spare time to read a mail that is not having its interest. Try serving what you’ve promised to. Avoid copy-paste process to get better and original results.

Clients may open your mail but then if not interested will move it to trash. So, keep a keen eye on every mailer you are sending to find out which content was interesting for average number of clients and which is not. Avoid sending content that is rejected with minimum click through and open rate.

An online survey also may help get the view of your readers and schedule the future campaigns.

  • Send the mails for which the person subscribed

Irritate a customer once and its finished. Consider yourself when you are breaking the promises. You will not like to receive the information about a service for which you’ve never subscribed.

Make a loyal relation with your subscribers and send what you’ve promised with them. This will create a long permanent relation instead of a short bitter one.

For sending a new mailer prepare a common mailer for all your subscribers. Mention about your new services and let them choose if they want to subscriber.

  • Do not load your subscriber with UL number of mails

Follow a consistent timetable to schedule the campaigns. Make it daily, weekly, monthly depending on the relevancy of the content. Do not forget to provide the option to opt for daily, weekly or monthly newsletters. This will help you fragment your audience and send future mails.

Never bother your audience by sending mails everyday even though they have subscriber for weekly newsletter. You will end up marked “Report Spam”.

Follow the rules and respect the emotions of your subscribers to follow a proper and fruitful mailing.

  • Opt-out process must be easy

It is not necessary to stick to a single service all your life. In the techno world we daily come across new service for better promotion than the previous ones.

So, if someone does not want to receive the mails for the services they have once subscribed, let them quit and make it easy for them. Keep it open from your side. You’ll comfort your subscriber and surely gain the trust to get them back. Let your customer remember you as a perfect client.

  • Send quality mails

You’ve designed a mailer, written a genuine and original content but there are some key points, which are mostly avoided, or the designer is not aware of the consequences.

    1. Avoid using spam words and phrases

    2. Avoid caps and punctuation

    3. Avoid sending attachment

    4. Avoid using capital letters unless it is very necessary

    5. Avoid flash images, too much colored text

    6. Keep your mailer full HTML based with inline CSS only if required

quality emails

  • Follow CANSPAM Act

Every country carries its own CAN_SPAM Act and follows the rules based on the country you are targeting to send the mails to. CAN_SPAM rule for India will not work in Canada. Want to know more

Allow yourself some time to study the rules specially when you want to target international clients.

Ignoring the Act will effect your reputation affecting your brand domain, email id and if you’re listed in blacklist then you’ve to start from the start to build your reputation again which is a gradual process.

  • Segmentation

Fragment your contact list as per the services and subscription process. Focus on each contact list separately and get the statistics separately.

You may then survey the results and focusing on each of your subscribers. You may gain the proper attention if you follow the genuine and smart fragmentation.

  • Survey your readers periodically

Create a bunch of questions for your subscribers based on their subscription type. Prepare the survey based on the service involved. This will help you gain a feedback from your subscribers and you may also get new ideas to further improve your services and support too.

Make it a continuous process and follow at a fixed time interval. This is another best method to get the reports about the product and service apart from the open and click-through ratio.

  • Subject line must be interesting and engaging

Force your subscribers to open your mail every time. This is not an easy process and hence gets a team to decide the subject line of your mailer. It can be treated as a soul of your mail that will decide your open rate and then your content will decide your click through rate.

There are some guidelines to follow to create a perfect subject line:

    1. Make a subject line of up-to 50 words

    2. Do not use the spam keywords and phrases like “Limited Offer”, “Free”, any adult content etc.

    3. Avoid using CAPITAL LETTERS and punctuation marks

    4. Match your subject line with the content of your mailer

    5. Use personalized subject line.

  • Check your domain status to check on the reputation

Here comes the technical part. Engage your technical team to do this job of finding if the domain is either blacklisted or of low reputation. Your vendor may too help you track the status for you and guide you how to remove this. This is very necessary to keep your domain clear of any kind of blacklist and avoid spam issues.

Toll free numbers have been popular in India and all across the globe since 1967, simply because these numbers are affordable and have a lot of benefits.

When toll free numbers were first introduced, the only distinctive feature that made them a preferable choice was- a customer could make free calls, without paying extra, from anywhere within the country. This definitely encouraged customers to access business organizations easily, but the scope of toll free numbers was fairly limited.

However, the service has matured significantly over decades, making it extremely popular in emerging markets like India. With multiple options like routing incoming calls and vanity numbers, toll free number service in India is viewed as a tool for expanding business all around the world.

toll free number service india

Here is how toll free service can support entrepreneurs in India, improving their brand image and bond with customers.

Cloud Toll Free Telephony

There are service providers in India that have cloud infrastructure. These service providers offer toll free service bundled with advanced features like Interactive Voice Response (IVR). They also allow business owners to avail smart features like voice mail to provide better services overall.

Vanity Numbers

What’s better than advertising your products through your business contact?

Vanity toll free numbers allow business organizations choose customized and eye-catching numbers that are easy to memorize. This definitely increases the probability of customers remembering you and getting back to you. Now with auto and manual number generation options, business owners have a huge helping hand to select their toll free number.

Customized Routing

Another advantage of using toll free service in India is you can keep track of your customers. With customized routing options, business organizations can monitor incoming calls as well as control all outgoing calls. With the recent advances in the field, a wide range of features and options, ranging from simple to complex, are available. Business owners can choose the routing system that suits their needs.

Falling Rates Is A Plus

With so many toll free service providers in India, service rates have come rallying down. Most service providers don’t have setup charges- it means you just have to pay for the services you are availing. Plus, you also have the option to pay for only those services that you need. How reasonable is that!

cloud solution

In VPS hosting you will get a physical server with dedicated IP address & resources. VPS server hosting is an easy, modern & advanced way to partition of physical server into multiple virtual machines. According to market experts, VPS going to be the king of hosting technology because of its features & functionality as dedicated server at low prices. There are some leading hosting providers offering cloud VPS solution for small sized businesses, medium sized enterprises & web professionals. To know more about VPS, Read our article- VPS hosting: Everything You Need to Know

In this platform, you get control & flexibility of server at very affordable prices. VPS provides independent server so you don’t need to worry about privacy. Below mentioned are some reasons why should you choose cloud VPS solution for your business.

#1. Fast Setup

It is very easy to set up. Companies will deliver VPS within few minutes of order placement. Faster setup time means more time on the business, and less time having to deal with the technical issues of a website. In managed server, you don’t need technical knowledge.

#2. Cloud Based Service

Your personal server hosted in the cloud. Cloud is an on demand service. You can customized your plan according your needs so you only have to pay for what you use. With cloud environment, you don’t need to buy a server.

#3. Save Money

VPS solution will save your business money. Small companies don’t have a big budget to go with dedicated server. In vps server, you will get dedicated resources like RAM, disk space, bandwidth etc. It is less expensive than dedicated server. VPS provides benefits as dedicated server at reasonable price.

#4. Control

Users have complete control or command over their server. Users have complete access of their private server, they can install & run any application on the server. Users can access their server from anywhere at anytime over the Internet. You can setup multiple users or team members on vps to share application (Collaboration).

#5. Performance

In VPS users get dedicated resources, so website can’t be affected by load or traffic of other websites. So, website performance will be improve.

#6. Scalable

It is a scalable service. You can upgrade your service, plan & resources according your business needs. As we mentioned, Many hosting providers cloud vps solution; so you will get service on demand & pay as you go.

#7. Security

Security being a common & big deal in technology world for every business owner. You have root access with dedicated IP address, so your private information or data will be safe. VPS have multilayerd protections system. So you don’t need to worry because vps is a secure choice for business.

#8. Availability

For any website or business, it is very important to available 24/7 online for their users. VPS offering great uptime (99.9%) & high performance with 24/7 customer support. So, you don’t need to worry about website downtime. Hosting provider companies offering support via phone, chat & email.

We have already given a brief overview of IVR, how this system works and what are the associated benefits- You will also get the details about cloud telephony and different industries where this service will prove advantageous.

What is IVR?

Interactive Voice Response (IVR) refers to technology allowing interaction between human and computer via telephone. IVR system can read touch-tones & voice input using DTMF (Dual Tone Multi Frequency), and provides relevant information. It is a smart technology that can handle a large volume of inbound calls.

This application is used for many purposes such as- phone surveys & polls, office call routing, Check bank account balance & transactions, call center forwarding, checking movie & venue schedule, etc.

Why to use IVR?

What do you think about IVR? Do you think it is a waste of time and money and not necessary for your business. Do you think your users will turn away if you will greet them using the pre-recorded IVR message?

All these are some common myths for the SMB person who do no believe in new technology and do not take risk by deploying new service in the existing panel. IVR will give your incoming callers an even and sweet response as compared to different emotions of a live person. Your business will be at ease with a proper identification, fragmentation, forwarding etc.

So, do not run away from IVR, try it and deploy ASAP to experience the best possible results and conversions and add some attitude to your brand.

We will now discuss some key points which one must consider while using the IVR and dig out best ROI.

reasons why you need ivr

# Easy setup

All what we need to start is an Internet connection and the browser. Record your greeting message in an attractive voice and upload in the panel. Your provider will be at your services to setup the system and in that case you only need to record the voice and your providers will manage rest.

# User friendly

Easy fragmentation is a plus point here where you may create proper branches of like sales, support, accounts etc. Ease your customers and let them divert to the concerned department in first attempt. Also, your vendors will be at your service whenever you need them, as IVR setup is a fully managed panel.

# Automated customer support

Pre-recorded voice greeting your incoming call will make your users feel the automated system. Some of the persons need not to attend all the calls and then transfer to concerned person. IVR will do this for you.

System will divert the call to the most qualified person as per the issue of the client. Be easy and fast.

# Personalized experience for customers

Record as many messages as you need and keep swapping them. This will make your customers feel fresh and unique every time they call. Also, you may records calls containing personal greetings for specific users.

# Reduce call transfer failures

Create multiple departments and divert to respected departments number. It is easy and direct call transfer process with no failure possible. Probability of call transfer is least.

# Improve your professional value

Greet your customers more professionally and improve your professional side and creating different departments will heighten your professional value among your users.

# Good service, maintain efficiency of company

IVR make sure to transfer the call to the department requested by the user. Thus avoiding confusion and thus avoid call transfer to wrong person and then loop goes. Correct transfer will maintain efficiency of your staff too.

# Cheap & Saves your time

Choose the plan best suiting your company economy and hence it becomes a plan of all SMB. This setup thus saves your time which gets wasted by unnecessary call transfers.

# High revenue

Easy setup and operation with good management will increase efficiency and hence heighten the revenue.

# Good option for multiple department

Make as many departments as you need and add it in your IVR system. It’s an easy and efficient process.

# Proper statistical report

Track all your reports easily containing the call details, calling numbers (incoming or outgoing), call duration with even the recording of calls.

# Easy call forwarding

Your IVR will forward your calls to concerned department who best fits the enquiries by the user.

# Choose your language

Records the message in any language and enter it in your setup as per the regional users your business carry. Make your customers feet at home with greetings in their own language.

# Increase customer satisfaction & loyalty

This IVR setup somehow helps build your customer satisfaction and loyalty.

Don’ts in IVR

IVR though is a useful setup but while using it and to generate more and more revenue there are certain terms to follow. This will surely prove helpful.

  • Unnecessary lengthy introduction

  • On-hold recording must be variable to rid your users from getting bored of the same message

  • Unnecessary menu options. This will confuse your listeners.

  • Keep them on hold with a patient hold message. So, try using more than 2 hold recordings

  • Annoying on-hold requests by playing a bore ringer instead of redirecting them to the correct person

  • No clear option to quit the IVR

  • Not updating the IVR recordings and using the single recording for a long time

  • Too fast or too slow recording

  • No instant call back option and no clear option to find the call back menu option

  • Options not clear or using a lot of options in menu

  • Align the options with the best one to appear first following the rest in order

  • Using long a tough words in your IVR instead of being simple and formal

  • Keeping the users on hold for longer duration

  • Support/sales etc. person not ready with all information of incoming call and thus leading to get the user start over again

  • Using a recording without brand reflection in it

IVR Uses

IVR’s are commonly used by the company call centers to handle huge bulk of calls and hence is necessary to maintain the support and sales requirement.

  • Handle a huge bulk of calls

  • Handle the calls at cheaper rates

  • Welcome the callers with always a sweet and calm voice

  • Handle the calls in on and off business hours

  • Keep your callers updated about the updates or offers (insert the message in hold music or add another option)

  • Improves sales and support services

Benefits of IVR

  • Intelligent IVR system will help your users reach to the correct agent as per their unique requirement

  • A better way to run the survey or introduce new offers and updates by adding just one option

  • Get a feedback from your user easily

  • Keep staff efficient and responsive from anywhere as they may handle the calls from landline, mobile, desktop

So, go ahead and choose a vendor who provides a fully managed system of IVR reducing your task to the least and you may enjoy the benefits.