Why should sales teams follow these email protocols – News Couple
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Why should sales teams follow these email protocols


The sheer volume of spam and phishing scams that made email servers begin to work carefully to keep spam and scheming emails out of prospects’ inboxes — and sometimes, your messages can get caught up in the fray.

Fortunately, there are best practices that you can include in your emails, so your email servers know you’re legit. This is called email authentication and it is essential for your business. Here we will take a look at the main authentication protocolsYou have to understand to make sure your emails reach your prospects’ inboxes.

What are SPF, DKIM, and DMARC

Tech people love their acronyms, right? For the rest of us, it left us very confused. There are three terms you need to understand to master your emails – SPF, DKIM, and DMARC.

SPF or Sender Policy Framework

No, this has nothing to do with protecting you from the sun and everything to do with protecting you from spam. This is an authentication protocol that lists IP addresses that can send email messages on behalf of specific domains.

It basically says, “These are the email addresses you’ll see email from for these websites…and only those email addresses.”

DKIM or Domain Key Identified Mail

DKIM uses encrypted authentication (don’t worry, you don’t need to know what that is) to verify domain identity. This means that it adds a digital signature to every email that says, “This is who actually sent it, and nothing was changed or altered in transit.”

DMARC or Domain-Based Message Authentication, Reporting, and Matching

DMARC is an authentication, policy, and reporting protocol for email. Not only does it prevent domain spoofing and phishing, it tells your email server what to do with emails as they arrive – so these deceptive little bugs don’t get into your inbox. The domain owner will instruct the system to take one of three actions:

  1. Nobody: No action will be taken and the message is delivered as normal.
  2. quarantine: The message will be placed in the spam/junk/quarantine folder.
  3. to reject: The message will be rejected or bounced.

If you have ever fallen for a phishing scam, you can appreciate these safeguards put in place to protect your personal information.

Why sales teams should follow SPF, DKIM and DMARC protocols

Now that you know more about email security than you thought you knew, why is it so important? As a salesperson or sales manager, relationship building is everything. You may have heard the statement, “People deal with people they know, love and trust”

Put on your consumer hat for a moment. Would you be excited to work with a company that appeared to be “superficial” under any circumstances? No! of course not. You want to work with someone who seems to be above the board in every possible way and email correspondence is no different.

Following the appropriate SPF, DKIM, and DMARC protocols will help you:

  1. Reach your horizons. You can craft the most impressive marketing masterpiece ever to decorate the digital landscape. But, if it gets flushed to your spam folder or trash, you’ve wasted your time and money. Making sure it actually reaches the intended recipient is the most important aspect of email marketing.
  2. Develop a relationship with potential clients. We mentioned contact points earlier. You probably know how many times you need to appear in front of a potential customer before they want to buy from you. Although you may not even talk to these potential clients, having your name appear in their inbox on a regular basis will help build the relationship necessary to make an eventual sale.
  3. Earn the trust of potential customers. Just imagine you have a salesperson vying for your attention. You may have spoken to them on the phone or in person. However, when you go to clean up your junk at the weekend, you see quite a few of their emails right there. Your email server didn’t trust them enough to deal with them… so why should you?
  4. Protect your brand. The flip side of the trust coin is that you never want a criminal to disguise your visit and put your clients or potential clients at risk. Following these protocols not only helps you reach the people you want to reach, but it prevents your contacts from falling prey to phishing scams and protects your brand.

How to follow SPF, DKIM, and DMARC protocols

Now that you understand how important it is to adhere to these protocols for the benefit of your customers and your business, how can anyone without an advanced degree in technology be able to protect themselves?

This is not a simple process, so it is better to have an IT department and an email admin who can help you. If not, your email hosting service may be able to walk you through setting it up. First, you’ll want to determine if these protocols actually exist. Here’s how to find out if your domain is using SPF, DKIM, and DMARC:

Use an SPF, DKIM, and DMARC test tool like Mimecast’s DMARC Analyzer. After running this SPF, DKIM, and DMARC scan, you will have a better idea if you need to go ahead and set up your company’s DKIM authentication protocols.

If you use Hubspot as a CRM, you can use a DMARC policy so that it automatically follows these protocols.

Protect your digital assets

No matter what product or service you’re selling, being a trustworthy source that protects their current and potential customers is essential to success. Preparing these protocols is a journey, so you’ll need to make sure that senior management is on the job and ready to transfer the money and time needed to complete this project.

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