Adam Moskowitz, a Boston-area independent consultant and author of Budgeting for Sysadmins, says, "If a sysadmin can’t show that fighting spam is costing the company money, then that sysadmin has no business talking to management about the problem. If the sysadmin doesn’t understand and can’t demonstrate how fighting spam affects the company’s bottom line, upper management certainly isn’t going to be able to make the connection."

Does all this seem insurmountable, given your company’s resources? If you aren’t willing or able to manage the e-mail and spam measures yourself, outsource it. Plenty of hosted e-mail service providers can handle part or all of a company’s e-mail system. According to Limoncelli, "The spam system has to be upgraded constantly. This can fill an entire full-time position. If you don’t have that kind of staffing, the best solution is to let someone else handle it."

4. Understand the Basics of E-mail Technology.
Administrator Micheal Espinola Jr. says his primary wish is for "top management to understand the mechanics of how e-mail works. Then, and I believe only then, would they be able to grasp the concepts that elude most users of e-mail." When management has the right information, Espinola believes, it can make excellent decisions, but a lack of understanding can severely hinder that ability. "If the admin is wasting time troubleshooting or improvising because of subpar technology, it takes away from time spent for the productivity issues of others."

This doesn’t mean you have to become a guru on the subject; just learn enough to understand what your e-mail administrator is telling you. Michael Silver, network administrator at Parkland Regional Library, emphasizes, "A great deal of difficulty arises when trying to address spam—and e-mail problems in general—if the people involved don’t have a good understanding of how the mail system works, including a basic understanding of the different protocols, services, etc. I don’t expect [CIOs] to know the ins and outs of configuring sendmail, but [they] should have a basic understanding of terms like POP, SMTP, IMAP, MTA and MUA." Added an admin named Eric, "If the CIO knows and understands the mechanisms of how e-mail is received and sent, then explaining the need for additional servers, bandwidth, storage, redundancy, etc., is accomplished much more easily. ... Once you understand that, you get a very good insight in the shortcomings of the SMTP protocol and how/why spam is becoming such a huge problem and cost nightmare."