If you’re in the process of getting a new business off the ground, then signing up for an email provider is an important task on your to-do list. It’s tempting to stick with the standard app that comes as part of your OS, but looking a little further afield is likely to serve your business well and ensure you get maximum bang for your buck!
Use the guide below as a checklist before signing up for an email provider for peace of mind that you’ve covered all the bases and choose the most suitable option for your needs.
The Budget
As a start-up business, every cent counts, and this is as true when selecting your email provider as it is for everything else. So, begin by thinking realistically about the budget you have available, set against the features you’ll need for your business to run smoothly.
Many email clients and apps offer a free basic tier, so you can get an idea of how they work and their suitability before signing up for a paid plan. This is a good option as it allows you to confirm that the client is the best one for you and means that you can easily upgrade as your business develops to access a wider selection of tools and features.
The Features
And talking about features…different email providers offer different tools and features, so think about what is likely to be most helpful for your start-up on this score. Would a client that offers messages that work like email chat, without all the annoying repeating headers and signatures cluttering up the screen, fit your business better than ‘traditional’ email messaging? Or would an app that supports video conferencing and real-time collaboration be helpful?
When choosing an email provider, consider your day-to-day working practices and the little things that could make these run more smoothly, and go for the option whose features support this or could best support productivity.
The Compatibility
Checking that the email platform is compatible and can integrate with the other apps and tools you use in your business before signing up for a plan is vital – and can save you a lot of hassle and money.
Pro tip: look at the fine print carefully for any subclauses that could limit you from using the platform the way you want to – now or down the line – such as subdomain requirements regarding setting up email addresses for different departments that could scupper future plans.
The Storage Space
To avoid the frustration of having to too-frequently clear out your inbox to free up space in order to receive new messages or split an attachment into multiple files as it’s too big to send in one go, make sure you check out the storage space provided with the email client you’re considering.
There is often a big difference between the storage space available on free plans compared to paid options, so weigh this up against your budget, too, when making a choice.
The Security
A cyberattack can be devastating for any business and a start-up concern particularly, costing dearly in money, time, and brand perception. A key consideration when choosing your email client is the security the platform offers. A basic requirement should be the deployment of SSL encryption: you can easily check if this is the case by having a look at the address bar. There should be ‘HTTPS’ – rather than just ‘HTTP’ – at the beginning to show that SSL is being used.
Ideally, the app should incorporate other security features, such as anti-phishing and anti-malware tools, as well as other tools to help protect your account against spam, viruses, and other cyber threats.
You may want to also consider an option that offers enhanced data protection features and that enables you to set two-factor authentication on your account for even greater peace of mind.
The Customer Service
Finally, think about the nature of the customer service provision your business needs. Is it acceptable for a provider’s customer contact center to be only available during office hours, or do you need to be able to get a hold of a representative 24/7? What about the means of getting in touch with customer service – is there live chat available, or can you only get in touch via telephone or email? Is there a comprehensive range of self-help guides available online?
Checking out as many online reviews as possible from both current and past customers is a great idea to help you get an authentic idea of the type of service you can expect from the provider.
The Bottom Line
When it comes to choosing an email provider, there are several important things to take into account to ensure that you get the platform that’ll serve your business well. As a bonus tip, think, too, about the next stage of your business and whether the provider you select can scale with it. By considering all these things, you’ll find the provider that’ll do well for your start-up in its early days and beyond!
