Sales & Marketing

What to Look For in a Business Email Account

Business Advice | 29 June 2023 | 10 months ago

There are a lot of things to organise when you start a business, one of which is setting up a business email account. There are a lot of business email providers to choose from, which can make it difficult to choose the best one for you. In this blog, we have taken a look at what you should consider when searching for the perfect email account for your business.

Instead of rushing into things, weigh up the security, reliability, storage, features and pricing options offered by your chosen provider.

Security

One of the most important things to look for when you are choosing an account for your business email is security. You need to make sure that your data is protected, as it’s likely that you will be sending and receiving personal information, identifying details and confidential documents. This is why you should always look for providers that offer impressive security features, such as virus scanning, phishing and spam protection, encryption and malware protection. There are a lot of business email providers, and you should look for one with a good track record of keeping user data safe. This means that you can relax and run your business, knowing that your email account is being taken care of by experts.

Reliability

Regardless of the industry that you work in, you need a business email account that you can rely on. If the server goes down, your emails won’t get through to you, and this could potentially paralyse your business until the problem is solved. If you have a deadline or a deal to close, delayed emails could have a hugely negative impact. Look for a business email provider with a reliable infrastructure and a high uptime guarantee, as this reduces the chance of you being without your email account when you need it most. Downtime can negatively impact communication and productivity, so choose a provider known for having a stable and consistent service.

Storage

Unless you are someone who wants to periodically delete old emails, you will need to choose a business email account with a lot of storage. When you are looking for a business email account, assess the storage capacity that’s being offered, and consider your needs. Think about how much storage you are likely to need now, and how much this need could grow in the future. You should also think about other people working in the business, and how much storage they will need. Make sure that the email account can accommodate attachments and large files, as you are bound to have documents to send.

Features

Though a lot of business email providers are similar, they do offer different features. Some of these you will need, and some of these you can probably do without. When you are looking for a business email account, consider who offers what. Features such as web hosting, calendars and task management can come in handy when you are trying to keep on top of a busy business. You should also consider the email provider’s compatibility with other tools and services that your business regularly uses, such as customer relationship management (CRM) software or cloud storage platforms.

This type of integration can streamline workflows and improve efficiency, and it saves you having to manage multiple subscriptions at once. Instead, everything can be handled as part of your business email account. Customisation is another feature that can change the way you use a business email account, and some providers offer more customisation options than others. The ability to create aliases or email forwarding can be helpful, which allows you to manage multiple email addresses and direct them to a single inbox.

Price

It’s important to choose a business email account that ticks every box, and price shouldn’t be your number one concern. However, it is something to keep in mind when you’re making your decision. It’s a good idea to research the market and know that you are not overpaying for a service that you could get cheaper elsewhere. After all, running a successful business means being aware of your outgoings, and saving money wherever you can.

Compare the pricing plans of different email providers, considering the features and storage that you get for the price. Choose a provider that offers a balance between affordability and the features that your business requires. Conversely, avoid free or extremely cheap options, as they could be too good to be true.

Don’t underestimate the importance of having a business email account, as it’s one of the key ways of showcasing your professionalism. Using a business email account with a custom domain adds a level of professionalism and credibility to the way that you communicate with customers, clients and stakeholders. It shows that you are a legitimate, trustworthy and respected business. A business email account is also a fantastic marketing tool, especially if you incorporate your brand into your email addresses. This consistent branding reinforces your brand identity and helps create a cohesive image for your business.

Using a business email account instead of a free email service, such as Gmail, gives the impression that your business is established and professional. It shows that you have put the time and money into organising a business email account. Customers and clients are more likely to take your communication seriously and view your business in a positive light.

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