As with picking any new software, there are plenty of things to consider before taking the plunge.
Usability is extremely important, especially if you’re going to have a large amount of staff transitioning onto the new platform.
Ask your potential service provider questions like: Does your platform have a steep learning curve? Will you provide online training? What online resources are available to users?
You should also take note of the extras you’ll get with the service you choose. Many listed will not only provide email but also document editing suites, advanced email security and business add-ons such as accounts and invoicing management.
If you don’t need any additional features, you could save some money by just going for a standalone email.
One decision you will face is whether to go for webmail or desktop. See our guide below for an overview of each.
Emails are stored on an online server mailbox meaning an internet connection is required to access mail. Some businesses prefer this over on-premise email hosts as it offers flexibility and doesn’t take up any physical storage.
Webmail usually provides greater storage space and in most cases unlimited storage is still pretty cost effective. However, because webmail services do not work offline, reliability can sometimes be an issue.
Emails are stored on-premise, meaning you don’t need an internet connection to access your emails. For some businesses, this is a big plus because it means multiple email accounts can be open at the same time without signing in and out of accounts. As desktop email doesn’t require an internet connection it won’t fail in times of poor bandwidth, gaining a point for reliability.
However, syncing devices is more time-consuming than webmail, data is stored in one place so is potentially vulnerable, requires maintenance and you are linked to an operating system that is restrictive if your business runs both PCs and Macs.