Regardless of a business’ scope, size or industry, every business uses email.
Anyone who has worked with partners across business sectors and enterprises, or anyone who uses email as a defacto back-up when all else goes awry, will truly understand the necessity of the ubiquitous email warhorse.
Since email is not going away, how can you choose the right email service for your business?
Mathilde Collin wrote in Venture Beat that when it comes to redefining email not much can be done (or should be) about the interface.
Collin observed: A lot of startups are tackling the email client problem by renewing the user interface. The idea is to improve the user experience with beautiful, polished interfaces…[but]…to unclutter the email inbox, you don’t need to fix the interface, you need people to send fewer emails.
If you aim to spend less time with email then the interface isn’t going to do much to limit that time. Rather than prioritizing the interface, go deeper and look at the user experience. What are your employees’ needs and expectations?
It is highly likely that your employees’ email accounts serve multiple functions: as a portal to their calendar, storage for their project files or a gateway to their documents.
In other words, email serves as a strategic collaborative tool allowing teams of people to easily share documents, schedules and stay in contact at odd hours across large distances. Email is more than sending messages back and forth. Email is an essential business tool.
Before choosing an email service, business leaders should consult with members of each business area, to include finance and management. Learn what features matter most to your employees.
Tools and Features
- Security Since most of the workforce accesses email remotely on mobile devices, security is an important feature. Ensure that your email provider offers SSL (Secure Socket Layer). This security measure prevents unauthorized users from being able to read correspondence.
- Filters Filters are usually paired with security measures because spam filters help block suspicious communications. However, spam filters may fail to authenticate relevant emails. Filters should be able to discriminate between legitimate and illegitimate senders. Choosing a service provider who assists with filter set-up is a means to ensure that filters are authenticating emails correctly.
- Data Back-up Most users consider email a defacto back-up system. When email is used to store communication records, it is important to work with an email service that builds redundancy into its program and that data is stored in more than one location and that an archival protocol is in place.
- Mobility Does your email service provider’s API synch with the mobile devices your employees use? Consider tablets and other devices, not simply smartphones. Most email service platforms are compatible with a range of devices, but you definitely do not want to overlook the possibility of a mismatch, especially during the initial transition.
- Storage Find out how much data storage your employees need and expect. Most email providers offer 2GB of storage, investigate if your employees will need more.
However, some of these features may not seem useful to your employees. Learning which tools are most valuable to your employees, and making those tools easily accessible will amplify user experience, decrease user anxiety, and increase employee likelihood to utilize the tool or service.
Now that you’ve established that user experience has greater merit than an interface, and after you’ve polled your employees and learned how they use their email accounts, contact us.
Whether you need more than average storage, or less than average mobility, an email service provider is able to scale their service to fit your business’ needs.