How Realtors Can Use Auto-Responders Correctly

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By Mike Barnett

RISMEDIA, Feb. 20, 2008-Today, with e-mail becoming a primary form of communication, we have learned that you must respond quickly to an inquiry because that is what is expected from the sender of the e-mail. In fact, some studies indicate that a response for requested materials (maybe information on a listing) is expected within 17-20 minutes.

The Internet has created a “now” mentality where everyone wants almost instant results. Because many don’t check e-mail frequently enough to keep up with demands of the Internet-empowered consumer, and because most real estate professionals are on the go, the use of auto-responders has become the choice of many to “reply quickly” to inquiries. While auto-responders are an excellent tool, they are not appropriate in some instances. One of the main problems with the use of auto-responders is that they are sent as a reply to each and every message that arrives in your Inbox (that is their basic function).

While we still want to have the appearance of a fast response, we might not want an auto-response for each and every piece of inbound e-mail.

For instance, let’s say you are a member of an online community. When you receive an e-mail from the community, an auto-responder will be returned to the community.

How is this bad? Well, most communities will delete members who use an auto-responder as they clog the system with irrelevant postings, so you can’t even be a member in those communities. What most communities do, in fact, is not accept postings in e-mail format, forcing the user to go to the Web to contribute to the community. If you do use one of the few communities that allows e-mail contributions and auto-responders, you are forcing the community editors to have to create rules to block your auto-responders (which is not easy to do for each and every member). This is the main reason why most large communities don’t even allow e-mail to be sent from members with auto-responders.

So, how do we subscribe to different communities and still use auto-responders? We can do this with three steps:

1. Create an alias address.

2. Create a new mailbox.

3. Create a rule. Here is an example.

Let’s say you are a member of RealTalk (or just signing up for the community). If so, I would suggest you create an e-mail alias for the community like community@YourDomain.com or in this instance, realtalk@YourDomain.com. Then, I suggest you create a mailbox for your community. Maybe in this instance we can call it RealTalk.

Lastly, you then create a rule to send e-mail that is addressed to this community (RealTalk@YourDomain.com) to the RealTalk mailbox.

The difference being that the mailbox “RealTalk” will not have an auto-responder, so you can be in good graces with the different communities and their managers.

You say that your e-mail host doesn’t allow for aliases or mailboxes or rules? If not, then I suggest visiting http://e-mailProducts.InternetCrusade.com and checking out our e-mailPlus product. Or, you can call us at (866) 377-0627. e-mailPlus is the real deal with unlimited aliases, unlimited mailboxes, unlimited rules (in fact, unlimited most everything).

I am sure some of you must have questions about the use of auto-responders. If so, don’t hesitate to send questions to mike@e-mailHeaven.RealTown.com or visit the e-mail Heaven public community on www.RealTown.com to review other questions and answers. Mike Barnett is CTO and vice president of technology for InternetCrusade.

RISMedia welcomes your questions and comments. Send your e-mail to: realestatemagazinefeedback@rismedia.com.

For more articles by Mike Barnett, don’t miss:

• How to Know If You’ve Found ‘the One’  
  Deciphering What Works Best for You: POP or IMAP  
  Managing E-mail with a Handheld Device

Discussion Forum

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"I'm not going to give my house away."	15	Racheli
#1 Thing you MUST know about your website to make $$$$ online	1	RealEstateMarketingNerdscom
My Space Page?	6	RealEstateMarketingNerdscom
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Role of realtor in real estate business	1	RomiSam11
A Listing and $2.00 will get you on the subway!	3	JoeCline
Online bidding for all Realtors	2	JoeCline
Yeah Right ,You Can Always Refinance	2	JoeCline
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