Stop the leaks
10 email automation mistakes that quietly kill performance.
How many times when presenting to clients do we hear: “Put Email of the list, we got that covered”. Unfortunately, throughout the years, it is evidently not the case. Providers such as MailChimp and ActiveCampaign make the first steps very easy, but cloud the actual meaning of Email strategies, thus indirectly limiting invested time and effort in Email automations.
Email automation should work like a well-oiled engine. Quietly humming in the background, generating revenue, nurturing leads, and saving hours of manual work.
LOVE IT!
But for many clients, something feels off.
Results flatline. Spam complaints tick up. Revenue per send drops. And no one’s quite sure why.
Often one flaw is found and labeled as the culprit. Falsely so, because more often it’s death by a thousand small misstep. Think of; workflows that grew too complex, data hygiene that slipped, or testing that never happened.
Are so you already side-eyeing your colleagues when reading this?
No worries, there is good news.
These mistakes are fixable. Especially if you know what to look for.
Let’s unpack 10 mistakes that quietly kill performance, we start with five most-common, and five more we see in international automation setups, afterall, that's what we specialised in.
Each one comes with a fix and a way to measure improvement. Because nothing’s more satisfying than watching that inbox placement score climb back up.
Mistake 1: Too many automation steps
It usually starts with good intentions. One welcome email turns into three, some even make a whole “Welcome” serie that ensures you getting six or so emails before you actually get their newsletters.
Then someone adds a branch for high-value users. Then another for free trial users. Before long, your once-sleek flow looks like a spiderweb.
Why it matters: subscribers get lost or overwhelmed. The more steps, the more drop-off, and the harder it becomes to track what’s actually working.
Fix it: ruthlessly simplify. One goal per flow. One CTA per email. Expand only if the data proves it's worth it. Not only easy to do, your colleagues will appreciate you for the neatness.
What to observe: Watch the unsubscribe rate and where people exit your flow, that’s your cut-off.
Mistake 2: Emailing too often
Here’s a familiar story: marketing wants to boost engagement, sales pushes for promotions, and before you know it, the same user gets six emails in five days.
Or even more familiar, when you warn about the alarming number of sent mails, you hear: “It’s a numbers game, the more - the better.”
The result: A tsunami of complaints, spam flags, and a reputation dip that hurts all your future sends.
How to Fix it: set frequency caps. Let inactive users breathe. And if you can, ask users how often they want to hear from you.
What to observe: complaint rate and inbox placement (not just delivery). Also look on which mails you get more interaction, Sales or Marketing. At least, you can settle that internal struggle.
Mistake 3: No segmentation
Sending the same message to everyone is like shouting in a crowd. Maybe someone hears you. Probably, they just walk away.
Why it happens: segmentation feels complex. Or maybe the data is corrupt (here’s a lifeline). But without segments/lists, you can’t deliver relevance.
How to fix it: start simple, segment by lifecycle stage or last action. Add nuance over time.
What to watch: monitor the click-through rate per experiment and look at the conversion by segment. Eventual it will nuance out.
Mistake 4: Not testing or optimising
We’re sorry, but whatever your (grand)mother said, your gut feel is not a strategy. And yet, many automations run for months without a single test.
No subject line experiments. No holdouts. No send-time tests nor A/B testing. Which means you’re not learning what actually works.
How to fix it: Ten years ago it was THE hot topic in Marketing, now almost all online tools have A/B test functionalities. Thus create a lightweight test calendar. A/B test subject lines, layouts, CTAs. Use holdouts to understand the real lift. It really doesn’t take much, probably one meeting.
What to watch: Check the performance delta between variants and control groups.
Mistake 5: No clear CTA
We bet that you probably thought something down the line of: “this message is so clear, it feels silly to add a CTA,” and we also bet that that email had a very low click-throug rate, didn’t it?
So that actual issue? Most likely too many links, vague messaging, or no hierarchy. You’ve buried the CTA—and with it, your conversion.
How to fix it: define one job for each email, is to inform, is it to convince, or is it to gather information. Design around those goals, and make the CTA impossible to miss like this:
Watch: primary CTA click share.
Mistake 6: Ignoring deliverability basics
A/B tests and clever copy mean nothing if your email never reaches the inbox. And yet, many teams skip the setup.
Most common mistake when starting a website or online business is thinking your new domain is warmed, meaning you just roll in every inbox without effort. Unfortunately, that’s not the case, due to a lot of spammer, spyware and crawlers (if you reading this, thanks. Regards, the world).
You have to include Sender Policy Framework (SPF), DomainKeys Identified Mail (DKIM), and Domain-based Message Authentication, Reporting, and Conformance (DMARC).
How to fix it: Setup your Domain Name System. It sounds very technical, but in this case, AI is your friend. Use this prompt:
Act as an email deliverability expert and technical writer.
Create a clear, step‑by‑step beginner’s manual for setting up SPF, DKIM, and DMARC in DNS.
Assume the reader has no prior knowledge of DNS or email authentication.
Explain:
What SPF, DKIM, and DMARC are and why they matter
How they work together
How to create and add each DNS record (with examples)
Common mistakes and how to avoid them
How to safely roll out DMARC and test everything
Use simple language, short paragraphs, practical examples, and a reassuring tone.
Avoid jargon or explain it immediately.
Follow current best practices.
What to watch: Check the inbox placement, bounce rate, and spam complaints. If you get a +98% delivery rate, you are on the right track.
Mistake 7: Letting data drift ruin personalisation
There’s nothing like “Hi [FirstName]” or worse… the wrong name(!) to kill trust. Broken merge tags, empty product feeds, outdated preferences, users notice or image that don’t load. In a world where being genuine is already difficult, this would definetly be the last nail to the coffin.
Why does it happens: Simple, there’s no data guardrails, no pre-send checks nor testing. Sorry, that’s you(r colleagues) to blame.
How to fix it: validate key fields before send. Refresh feeds regularly. Set alerts for null values and failed personalisation and test, test, and test!.
What to watch: keep an eye out on error logs and template incidents.
Mistake 8: Treating automation as “set and forget”
Automations age, but not like fine wine, and offers expire. What worked in 2021 may look stale today.
Without proper ownership, workflows just… sit there gathering dust and sending outdated information.
How to fix it: Put it in your agenda: review flows quarterly, keep an experiment backlog and check it monthly, and archive what underperforms. It doesn’t work, and it’s not gonna. Stop being stubborn.
What to watch: Check cohort revenue per recipient, and conversion over time.
Mistake 9: No lifecycle map across channels
Email says one thing, Google/META Ads says another , and CRM something else. Who’s right, who’s wrong. The customer journey fragments, and performance drops.
How to fix it: create a shared lifecycle map across teams. This is when there is no “i” in team, and where Teamworks comes forth. Define each channel’s role. Coordinate timing and suppress overlapping messages. Consider making an overall dashboard for departments to share.
What to watch: Keep checking the cross-channel attribution and conversion drop-off points.
Mistake 10: Forgetting market and culture norms
Same flow, copied across 10 countries? Tsch, tsch, tsch…How many times do we have to tell, that doesn’t work.
That’s how you miss the mark. Tone, frequency and offers that land in the US may fall flat in Germany or Japan.
How to fix it: Read this. Afterwards, localise key flows, adapt incentives & messaging, and proof points. Lastly, run cultural QA like you do for copy.
What to watch: As almost always, unsubscribe and conversion rate by market.
Need a second set of eyes?
SproutOut Solutions offers hands-on audits to help you identify which of these 10 mistakes might be quietly draining your email performance. We’ll review your setup and hand back a no-nonsense to-do list you can action straight away, because momentum matters.
FAQ
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Start with deliverability and data health. Check SPF/DKIM/DMARC, bounce and complaint rates, then scan templates for token errors or stale feeds.
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Quarterly as a baseline, monthly for high-volume welcome or cart flows, and immediately after major product or pricing changes.
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Begin with lifecycle stage, engagement level and one behaviour signal such as category interest. Add more only when a test proves incremental lift.
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Reduce frequency, add a preference centre, and clarify the value of staying subscribed in your next two sends.
