A business email system is the most important communication avenue for your company. Email is the primary form of communication for most businesses, and you must have a hosted email system that makes you look good. Consider the suggestions below when searching for a new email system. Ignoring the most basic form of communication in business today does nothing to attract your customers in the future.
Email From Your Website
The emails you send must come from an address that is the same as that of your company website. Your business may use the address www.thenameofthisbusiness.com, and you need to have email addresses that appear in a similar form. An email address like firstname.lastname@example.org helps people understand who they are communicating with.
A business colleague has scant little time to spend deciphering where your emails are coming from when you use a generic service. Email services may be less expensive, but the money you save creates frustration for those who must read your emails.
Secure Email Hosting
You must use an email service that secures the information from each email. Corporate espionage is a reality in the world today, and you need an email system that will help you protect each message. Email security uses a secure server when you are sending emails. The secured server uses the https prefix when you send email online, and you will connect to the secure server from a desktop application.
Email Storage And Sorting
The emails you send and receive must be stored in a format that looks much like the web mail you use for free. A complicated email system will waste time in the office, and an unorganized inbox will not help your employees sort through their messages. You must work very hard to find an service that allows for organization at every desktop.
You need storage space that rivals the biggest email services in the world. Your employees cannot afford to spend time every day deleting old emails, and there comes a time when their inbox is too full to use. Your employees cannot delete all their old emails, and you will run into problems with boxes being full. A customer or client who receives an auto-reply saying that their message was not delivered because an inbox was full will not be pleased. You will frustrate your customers, and you will lose business.
An email service for your business must be as fast as possible. Employees who are uploading files need a way of getting their emails sent quickly, and slow download speeds could ruin a whole day’s worth of work. The same is true when documents are sent to your company. An employee who cannot immediately open a large file cannot respond to their manager or client. Productivity slows in the office, and you will leave customers wondering why it takes you so long to get your work done.
Your employees need a system that fully customizes their messages. There must be a form that allows employees to make their own signatures, and you must insert a generic message about email privacy. Each email sent from your offices will give the recipient more than enough information, and you will send custom emails that are clearly from your business.
Email Archiving Compliance
You may run a business that must abide by government regulations regarding email archiving. The archives of your emails must be kept in a secure place, and you must have instant access to your emails. Free email systems cannot archive in a way that will keep you on the right side of the law. A hosted email system will help you archive to prevent loss of important emails that you must produce in the future, and you are given administrator access to the archives.
A business email system provides you with more than enough options for communication. Your customers and employees need to send and receive emails from a system that is made just for your business. The suggestions above show how complete one of these systems must be, and you may select an email service that will provide you with every option and possibly more.