As bulging inboxes around the world indicate, email is an essential tool for every company. In many situations, it's surpassed the phone as the communication method of choice, because it's easy and versatile.
Because there are several ways to get a business email system, it’s important to establish your requirements first, then work out the best way to meet them.
As well as estimating how many email addresses you need, you should consider how you want to access your email. Will you want to log in when you’re away from the office, or receive emails on a mobile phone?
Many email services limit the size of attachments and the number of messages you can store, so you also need to consider the volume and nature of messages you will be handling. Sending automated or bulk marketing messages (like a company newsletter) usually requires special software too.
Once you’ve settled on your requirements, there are three main ways to get business email:
You’ll also need to give people in your business some way of accessing their email. This is usually done by installing email software onto each computer. If you already use an office suite, it may well include email software. The most common business email software is Microsoft Outlook.
You’ll probably want email addresses which end in your company’s domain name (like yourcompany.com). Check this is possible with your chosen email system. Some suppliers restrict how domain names can be used or require you to transfer your domain to them.
Don't ignore the potential of mobile email access either. Most email services have mobile features built in, so you can send and receive messages from mobile phones.
For all but the simplest business email systems, it’s worth consulting an expert - like your IT supplier – to ensure your email system fits your needs.
Once your company email system is up and running, there are some key issues to consider:
Ongoing business email management needn’t take too much effort, but you need clear procedures for certain situations. For instance, when an employee leaves, you may need to ensure their emails get forwarded on to an alternative member of staff.