Branding Your Email Address Is as Important as Your Business Domain

I’m likely preaching to the choir if you’ve ever heard me talk about email marketing. But, it’s worth stating again and again for every Small Business owner to hear this message loud and clear: if you have a Gmail, Yahoo,

Branding Your Email Address Is as Important as Your Business Domain - Web and BeyondI’m likely preaching to the choir if you’ve ever heard me talk about email marketing. But, it’s worth stating again and again for every Small Business owner to hear this message loud and clear: if you have a Gmail, Yahoo, AOL, Hotmail, or any other free email address that’s not [email protected], you are missing out on an amazing marketing opportunity. And, you’re likely hurting your professional reputation. I’d like to unpack how branding your email address is as important as your business website’s domain, and ways in which you can take advantage of a branded email address by getting and using it.

Professional Reputation and Legitimacy

Think about the ubiquity of email in business today. And you’re telling people implicitly to visit AOL or Yahoo instead of your company’s website by not having a brand-enabled email address. As well, some people look down on your business or don’t see you as stable by using a free email service.

As an example, I get at least one email a week from a purported Small Business owner asking me if we can help them with their website and whether we “take credit cards.” It’s the strange way the senders write their email messages that make it a dead giveaway that it’s a scam, but their email addresses are always from generic email services. Identifying this kind of scam spam is important for everyone receiving email today. I see email from those I don’t know and I immediately don’t give them as much credibility because they so similar to those that aren’t legitimate. We all only have so much time in the day to manage our email and if you decrease your legitimacy factors to not only spam filters, but to the humans trying to identify you as a real business, having a professional email address is vital.

Furthermore, when you create a branded email account and their accompanied aliases, you can setup DMARC records for your email accounts (as well as DKIM and SPF), which is an email-validation system so that when mail exchange servers receive, they know it’s coming from you (or third-party services you’ve approved to send on your behalf, like your email marketing software). This increases chances you get into the inbox of your intended recipient in the first place.

Proper Email Boundaries

Turn off your email when you are away from the office, whether for just a few days or on a multi-week vacation. That’s simply a free bit of life-work balance for you as an entrepreneur.  However, setting good email boundaries and expectations is a form of customer service (which is, in my opinion, a part of the marketing department in small businesses). When you use your personal email account for business email, now you have conflated those two roles in your life. This makes it difficult when you wake the screen on your phone in the morning on vacation and you see an “important” email message from a client. Instead of that client getting a professional automated response noting that you’re away and when you’ll respond (logically), you react (emotionally). Responding to email messages when you’re in work mode is always going to be better than reacting when you’re trying to rest and rejuvenate.

I personally don’t check my personal email accounts that often, but when I’m on vacation I turn off my work email accounts and switch my personal email accounts to notify me as messages come in. I’m usually traveling and wanting higher engagement with my friends and family at those times, and having a separated business email account structure gives me the comfort in knowing those email messages coming in are the right context for me at any given time.

As well, using a branded email, I can add the appropriate persons in my company to contact in my absence via my autoresponder “away” message, or I can forward specific client emails to staff, should they be able to help in my stead.

Marketing Your Website

Your website is where sales happen. And, it takes time, energy and resources getting visitors to your business website. So, why would you squander the marketing opportunity to expose your website domain name to people with whom you share your email address? When someone meets you and receives your email address, this is the chance to get them to become curious in checking out your website. But, you most often than not won’t ask them directly to visit your website. By, giving them a branded email to stay in touch, say, at a networking event, you have planted some curiosity for them to check out your website when they see [email protected]

For different marketing campaigns you can set up forwarding email addresses (which are not real email accounts, but merely fronts for forwarding inbound email along to another email address of your choice). So, when leads and potential clients email you from a business card, flyer, postcard or brochure, you can identify from where they learned about you and/or your business.

As well, your email is more memorable when it’s [email protected] When you give someone a generic email address, like [email protected] or [email protected], it’s harder to remember why they were going to email you or what your name or your business name is.

A good rule of thumb: whenever you have an appropriate chance to share your website domain name, do so.

Present Yourself (as Bigger or Smaller) Depending on your Business Situation

With branded email, you can create accounts such as [email protected], [email protected], [email protected], and [email protected] These represent departmental emails that go to the correct person for handling inbound messages. In a Small Business, all these hats may be centralized to a few people, if not one person–you. But, your clients don’t need to know that!

Also, as I do, I have separate public and private email addresses. I use my public email address for all public-facing marketing materials, such as when I present to audiences at workshops and seminars. However, I have a private email address that’s only used between my staff and me so that those messages can be segmented and focused on our client needs, and not distract me from all the other email I get every day. This public-facing email is also a shared account with my assistant so email I don’t need to deal with can be processed and organized while I’m in meetings, presenting seminars, or teaching workshops. The remaining, non-time sensitive email messages from the public email address will then we be waiting for me when I get to it.

Branded Email Is Low-Cost and High-Value

I think a big concern for most business owners, established and startup alike, is that branded email is going to cost a fortune. And, the reality is, that most branded email today is very cost effective.

By hosting with a proper email hosting service provider, you get technical support. Email is important for your business and free email services don’t have any guarantees about their uptime. But, your email hosting provider will be able to give you 99.9% uptime guarantees.

As you might imagine as the Google Small Business Advisor for Productivity, I’m a huge fan of G Suite, Google’s business productivity suite. It includes almost every type of software a business owner needs today to get started and grow their business over time; what’s not available in G Suite proper is possible through an integration partner in the G Suite Marketplace. But, to our topic at hand, every G Suite license comes with branded email powered by Gmail. This is substantially and substantively different than consumer-grade Gmail as G Suite email is your business data, owned by you, private, no advertising, and secure. Yet, it has all the features you have come to love about Gmail; it does have the ability to turn off features you don’t like. As well, for those who are in a Microsoft-preferred ecosystem, you can get business email through Office 365 Business Premium or Exchange.

Also, W3 Consulting’s Web Services provides 100 free email forwarding aliases for departmental email addresses (as I indicated above, such as [email protected], [email protected], etc.) with the purchase of any domain registration or Managed WordPress hosting purchase. These will forward to one or several email addresses in your company that cover the appropriate roles. If you’re using G Suite, you can create these within the Admin Console as Groups.

Protecting your Brand with Employee Emails

When you hire new employees, you want them to use your company’s email address when corresponding with clients. This not only positions them professionally and legitimately as acting on behalf of your company, but it also gives some protections for you and your employee.

When an employee leaves, you don’t lose control over that email account. You can change the email alias (which is the yourname in [email protected]) and direct it to your email or another employee’s email account when an employee resigns or the business terminates an employee. This continuity with your client communications is very important in marketing and other operations management areas of the business.

How to Create a Branded Email Account for your Business

It’s increasingly easier to get your branded email account set up for your business today.

If you didn’t know, you can have branded email without having a business website yet. I recommend that you have your business’ branded email account set up as soon as possible when you are starting out. You can plan and launch your website thereafter, but it’s never too early to get your audience aware of your business website’s domain.

So, here are the basic steps to getting your branded email account for your business.

  1. Register a business domain name, which you want to use for your business and email.
  2. Decide on your business email hosting provider, whether that’s G Suite or another email hosting provider.
  3. Set your domain’s MX (mail exchange) records in your Domain Manager to direct to your email hosting provider.
  4. Now, choose an email program that you want to handle your email management on desktop and mobile. From your email hosting provider, get the email setup information so you can establish control over the branded email within your software on both desktop and mobile.
  5. Create a professional email signature for your email account, and you’re ready to go!

Do you have any questions about branding your email address? How about creating a branded email address? Feel free to contact us, or comment below, and we’ll be happy to answer questions or direct you to a resource that can help!

The Importance of a Professional Headshot

Your headshot says a lot about you. Do you look like a confident person? Do you take care in your appearance? Do you seem like a professional? These are all questions that hiring departments may think of or clients may wonder when choosing you. Whether they are looking at your LinkedIn profile or choosing your services based on the quality of your business card it may have more to do with your headshot than you might think.

Stand Tall No one sees confidence in a person that slouches. Stand up tall when having your headshot taken so that your posture is expert. If this is difficult for you, try squaring your hips and lifting your chest. Then imagine a string pulling you up like a balloon lifting you into the air. Nothing says confidence like good posture.

Smile Like You Mean It Some of the best headshots come from your natural radiant smile. Like the kind of smile where you just laughed. So fake it. Laugh and you will find your natural smile comes shines through.

Color Palettes for Your Skin, Hair and Eyes I love power colors for those in leadership roles, or those seeking leadership roles. Reds can come off as very attention grabbing and classic. Oranges however, depending on the skin tone could be very off putting. When choosing your palette look at a variety of options and hold the colors up to your face. To they make you look washed out or on the contrary do they draw attention to your eyes and make them pop? You want to find out what your color palate is first and then create your look from there. Do you look best in vibrant colors or earth tones. If you are uncertain which color palette best suits you, bring a few options to your session and go over them with your photographer.

Professional Headshots

Simple is Best Again, play up the textures and add in a necklace, some earrings or a nice watch but make sure you are remembering “simple”. You can really over do it with loud patterns like stripes or circular patterns on your shirt or blazer. For those of you that wear makeup, this is a time for the lipstick and mascara. Clean makeup is best as well. Leave the glitter and shimmer at home and opt for matte colors that accentuate your natural look.

High Resolution vs. Web Resolution If you want to print your headshot for promotional purposes make sure you get a release to do so as well as high resolution images. Likewise, if you would like to use your headshot online you will want a web resolution image. Make sure you are clear with your photographer to ensure that you get the images that you want at their best quality for the purposes that you intend them.

Your Photographer Can Make You Lose Weight Instantly Before you get too excited, understand that your photographer is not going to accompany you the the gym or prescribe you a cleanse for days leading up to your session. But, your photographer does know some tricks of the trade that can make you appear more thinned out. For example, say that you have been blessed with not one but two chins, we can remove that for you. And I am not talking post processing so much as when we take your headshot we can manipulate your profile to remove your double chin and overall bring the viewer into the image. A good photographer can photograph you in a way that makes the observer look for a few seconds longer at your headshot.

And sometime those extra seconds, that make you stand at the forefront of all the other applicants, make all the difference.

 

You can reach me at:

(202) 681-9848

[email protected]

http://www.shotinthedarkphoto.com/

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Editorial Calendars for All

You launched a blog, a newsletter, or Twitter account. You had some great topic ideas, and you wrote with great gusto for a week. Then…nothing.

Calendar Work got busy. Sitting down to come up with an idea and writing about it was too daunting. You abandoned it, even though you know it would be a great way to market your business.

But here’s a great way to sustain your effort: An editorial calendar. A what? An editorial calendar is a tool to plan for periodic, relevant, and channel-appropriate communications with your target audiences. You can use one of the many calendar templates available online (including through WordPress, the site of this blog), but you can also create a simple spreadsheet or list. The key is not what it looks like, but how you use it over time.

I use a very simple editorial calendar for my e-newsletter—and have managed to put together an issue every month for more than five years.

Recently, I talked with Dori Kelner, managing partner of Sleight-of-Hand Studios, about how she works with organizations to set up and adhere to an editorial calendar.

Audience and Goals

According to Kelner, basic questions come first:

  • Your target audience(s)
  • Your business objectives
  • Issues that are of interest to them (and not just what you want them to know about you!)
  • Channel(s) to best reach them (blog, Twitter, newsletter, etc.), ideally based on research.

Content can be static (for example, About Us or Contact Us on your website) or dynamic (blogs with new postings, tweets, Facebook posts, and the like). Most content these days should be dynamic. That’s where the calendar comes in.

Creating the Calendar

Using the format that works best for you, develop a calendar of how you will review and update/change the static content (maybe quarterly) and create dynamic content (way more often). Consider:

  • Which channels to regularly use, based on your audiences
  • How often to create (or curate) content
  • Topics
  • Who will do it

Kelner recommends a 4-month planning horizon. Be specific in your dates and assignments. Don’t propose, for example, twice-weekly blog postings. Instead, write out which dates each week, the general topics, and who will write them.

Be realistic, based on available resources. For instance, if you can’t keep up a weekly newsletter, make it biweekly or monthly. Use tools such as Twuffer to schedule tweets that you write in the morning over the course of the day.  

Keeping the Calendar

This is tricky, but it’s why the specificity of a calendar is your friend.

Honor the dates on your calendar as you do other project deadlines. Depending on the size of your business, you may be doing all the content yourself or coordinating the work of others. Either way requires time and attention.

And here’s another important part, Kelner said. Don’t run through the 4 months, then come to a full stop. At the end of the first month, plan for month 5, and so on, so you always have a flow ahead of you, and the task is more manageable.

Tracking

Use analytics to see any changes in traffic to your website. Chances are, if you are true to your calendar, you’ll see spikes in traffic when you post new content and dips when you are AWOL.

p.s. I will be blogging monthly on writing topics that are relevant to small businesses. Yes, I have set up an editorial calendar, but leave a comment here if you have a question or topic you would like me to cover that would benefit you.

 

Google for the Small Screen (Google Mobile Web Products) [events]

Google Mobile Web ProductsGoogle for the Small Screen (Google’s Mobile Products Overview)
March 8, 2012
10:15 – 11:15 am

Who in the world thought you could have the world on your mobile phone?!  Deploy Google Mobile products in your business to give employees access to information anywhere, anytime.  Let Ray Sidney-Smith show you how you can literally have the world at your business fingertips!  Join us for this free one hour webinar.

To register, go to: https://www1.gotomeeting.com/register/974369169 or call 703-778-1292 for more info.