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4 must-haves in setting up a business email like an IT pro

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Email haters, beware! A recent survey has proven that email is the top tool used for communication at work and will increase in importance during the next five years. The survey also showed that employees spend 3.2 hours each day checking work-related emails. A separate study by The Radicati Group declared that an average of 122 business emails were sent and received per user per day last year.

What does all this data mean? It’s a good reminder that email is, and will continue to be, a mission-critical application for any business—whether small or large. When setting up a business email solution, there are many factors to consider, especially if yours is a small or midsized company targeted to grow in the next few years.

Setting up a business email like an IT pro

To find the best email service for your business, only consider those that meet the following must-have criteria:

  1. Hosted email solution—There are two main options for business email setup: in-house and hosted email. For many businesses, the total cost of ownership related to in-house email does not make good financial sense. It might mean imposed storage limits, which are inconvenient to your employees, and it translates into your company being responsible for upgrades and backups.
    However, when you use a hosted email solution, email hosting services take the burden of operation from your IT team’s shoulders. Hosted email service for business users also can provide dynamic storage options and scale to meet your company where it is in its growth cycle.
  2. Adequate server space—Depending on how large your company is and how much email storage it needs, you will need to choose between shared and dedicated hosting. Many small companies start with shared hosting—which means your physical server is used by multiple tenants—because it is extremely affordable and still provides all the benefits of email hosting services, including security, reliability and privacy. When that shared server space is no longer enough, companies can scale up to dedicated email servers for business. There is often more customization available with a dedicated solution too.
  3. Mobile access—In today’s fast-paced business world, compatibility between your email solution and your workers’ mobile devices is crucial. Not only is it necessary for your employees to be able to access their business emails when away from their desks, it’s also important that you consider an email solution with mobile calendar and document sharing capabilities. In addition, make a selection that is consistently upgraded for mobile technology and allows for syncing with other devices.
  4. A solid provider—When selecting an email service for business purposes, the “who” is just as important as the “what.” Choose a company you can trust, with years of proven experience providing superb email hosting services. Specifically, look for a provider with a strong uptime guarantee, high reliability and fantastic security. The provider’s email solution should make your employees’ jobs easier, including features such as integration between the calendar, contacts and files; a shared calendar feature; and 24/7 support from experts.

It’s fairly evident that email isn’t going anywhere anytime soon. Organizations should take great care when setting up a business email solution in order to increase efficiency and have a positive effect on the bottom line.

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2 comments
  1. What hosted email actually means? Is it like email hosted on cloud? For example like Office 365 ?

    • Yes, “hosted” means an organization does not own and run its own email servers at its business location, but instead relies on email servers that reside at a site belonging to another organization. Thus, a hoster could be a company like RackSpace or 1 to 1, which offer to “host” Exchange servers that they run, for the benefit of a third party organization; or could be Microsoft via Exchange Online and Office 365.

      With respect to Exchange specifically, we usually refer to “hosted email” as the first option above, vs. EXO or Office 365. “Hosted email” in the first example is exactly the same admin and end user experience as if the organization owned and ran their own email servers, vs. the Groups/Delve/Graph etc integrations in Office 365.

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