7 Tips for Scaling Your Email Infrastructure

Your email userbase may be easier to handle. When the subscriber list does not have more than a hundred people. But as readership grows, it becomes increasingly difficult to maintain a stellar reputation and remain accountable.

7 Tips for Scaling Your Email Infrastructure

Scaling Your Email Infrastructure

Your email userbase may be easier to handle. When the subscriber list does not have more than a hundred people. But as readership grows, it becomes increasingly difficult to maintain a stellar reputation and remain accountable.

Therefore, at some point, email marketers and development teams need to review existing architectures that require scalability. Follow these tried-and-true tips to make sure your email marketing backbone can withstand the challenges of expanding. 

1. Create canned replies for quick send emails: 

It is common for marketers to stress about the importance of personalization. We want all customers to feel important to us and try to avoid generic copies as much as possible.

However, if you analyze your company's 'Sent Mail' tab, there will most likely be a lot of repetitive replies. Save your time by pre-designing templates for the most common interactions with customers to ensure you don't have to manually type 'sorry I'm unavailable'.

Here are some thoughts:- 

To explain why you are not answering:- 

Sometimes, a customer asks an in-depth question that you can't answer without alerting the team. Chances are, you get outreach emails on weekends or holidays too. To make sure you're not deprived of a potential lead, here's how you can use a predefined answer.

Hi [Name],

Thanks for reaching out about [topic name]. For now, I am going to look into it and get back to you with a detailed answer by Friday. Let me know if this is alright with you!


[Your Name] 

To answer user feedback:-  

This template will help you deal with criticism without risking the reputation of the company.

Hi [Name],

I appreciate your feedback and was interested to hear about your point of view. I can see what made you feel this way and would love to make the inconvenience up to you.

I hope we can discuss the [topic name] over a call or a meeting? Let me know which one works better for you. I believe we can work things out and continue the collaboration.

Take care,

[Your Name] 

To decline a irrelavant offer:- 

Sometimes we all get offers that are impossible to take. However, your inability to contribute to the project does not mean that you should break up with the opportunity provider. Instead, you can devise a polite and efficient reply to get in touch and make sure there are no hard feelings for the person on the other side of the email.

Hi [Name],

Thanks for reaching out to me with the offer. I would be happy to get onboard - however, I don’t have enough time to commit to new projects. I would be happy to share the contact of a professional who handles this type of project as well.

Would this help you in any way?


[Your Name]

2. make sure to have a lead capture form:

With the proliferation of chatbots, more businesses are jumping from the lead generation form to the dead bandwagon. Although similar board conclusions may be arriving too soon. 

In fact, 49.7% of people have named the email lead form as the highest converting marketing tool. Surprisingly, the multi-step capture forms proved to be more efficient than the one-step ones. 

To improve the efficiency of email marketing, focus on capturing more users through the sign up form on the site. Business owners comment that sharing a free lead magnet – eBooks, checklists and more – is one of the most efficient ways to collect user data and connect with potential leads

highest converting lead capture tool chart

3. Be consistent in sending your emails and make sure they are filled with regular content:

Email marketing is not good for low user engagement. It takes weeks to achieve a steady open rate and CTR because of the long-haul nature, email marketing campaigns require incredibly consistency to run. 

Instead of sending emails on a sporadic basis every other day, schedule all emails for a set day and time. Here's how email marketing consistency will help you make the most of a low-budget email structure:

  • Educating users and increasing their motivation to choose the product:-

    • Sharing learning material on a regular basis is a great way to continually push readers down the sales funnel, giving them confidence in how the product you offer will fuel personal and professional growth.
  • Standing out among competitors:-

    • In emails sent twice a year from two similar brands, a potential customer is more likely to choose an affiliate brand than a regular brand.
  • Warming up the IP and building a reputation:-

    • Sending small batches of emails It seems more natural to email hosting providers who go AWOL for months in a row and then churn out thousands of letters over a few days. Consistency is so important that even email clients promote it officially. The Gmail Sender Guidelines specifically mention the importance of a fixed email schedule.

4. Set up a reliable email testing workflow:

The more emails you send, the more mistakes you can make. Especially when it comes to transactional email. First you protect your client/customer with your test email. Separate your test environment from production, a real one. Use complex email testing solutions to test your scripts, message content, and delivery, while keeping your test data organized in one place.

  • check your template:- 

    • Verification of email content is reasonable enough, but don't forget the "From" address, subject line, and pre-title. Make sure the links are working properly. And display them in person to email customers.
  • Test personalization:- 

    • If you use any kind of dynamic content (such as the recipient's name), verify that the mail merge actually works. Your email marketing provider should take care of mail merges and scripts and it is your responsibility to keep the database up to date. 
  • Perform spam checks:-

    • Your job is to tell that your message doesn't land in the Spam folder. You can do a manual check or use a dedicated tool to assist you.

5. Use email marketing software to automate the process: 

The reason why email marketing campaigns fail is often because the marketing team sees every letter as a one-off, not part of the bigger picture. When you build a strategy for engaging with customers, keep in mind that one email is not enough to encourage customers to make a purchase decision.

Using email automation software helps business owners save type, get to know audiences better, and provide readers with content they never need. Here's how automation tools improve the efficiency of your campaigns. 

6. Improve the security of your servers: 

Whether it's malware, phishing attacks, or other types of threats, a fair share of email security risks are server-based. So building the defense line of email begins with securing SMTP and other servers.

Here are the tips you can follow to avoid third party attacks:-

  • Specify email relay parameters so that your email is not an open relay.
  • Set up an authentication algorithm to ensure that no third party can access the server.
  • Fake senders use Reverse DNS as a form of security. The algorithm will ensure that the sender's IP matches the domain in the domain name system.
  • Make sure no links in emails are broken or malware-infected by using spam URL real-time block lists. 
  • Keep a backup MX (email exchange) record. This way, you can always rely on a failover configuration and be sure that a domain can send emails consistently.

7. Facilitating opt-out:

We work hard to acquire new email clients. Naturally, we want to keep them for a long time. So all you marketers have to do is hide the unsubscribe button and remove it completely. This is not the right approach to long-term email marketing success.

For one thing, according to the FTC's CAN-Spam Act, a sender must provide a way for users to stop receiving future emails. You can be fined up to $41,484 for not following the guidelines. 

Even if the government doesn't fix you, sending messages to your readers is likely to damage your address's reputation. Instead of unsubscribing, an upset user will mark the message as spam, increasing your chances of ending up on the blacklist.

At the end of the day, it's in your best interest to let unaffiliated users go. Here's how you can opt-out without paying much attention to the 'Unsubscribe' button.

  • Encourage selective subscriptions :- 

    • If a user doesn't like some of the content you've shared, it's not. They don't want to hear from you at all. Instead of cutting ties with a reader completely, give him a chance to reconsider the terms of the subscription.
  • Get to know the why :- 

    • Even if a user wants to part ways with you, make sure you make the most of the time you spend together. For one, find out why a reader may no longer want to receive content from the company. Provide a list of the most likely opt-out reasons or encourage people to list themselves.
    • This data will come in handy when planning future missions; The marketing team will know what went wrong last time and prepare for a better outcome.

unsubscribe survey

  • Make sure the opt-out link is safe :-

    • Merely 'unsubscribing' is not enough - you need to ensure that the target page meets the webpage security guidelines (eg use of the HTTPS protocol) and is not broken or infected with malware. Otherwise, the user will get a system warning and will not be able to successfully complete the opt-out. 

malware warning

For more related information, then you can check out mailcot and vmayo

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