One of the pieces of software the majority of businesses invest in when they start up is electronic mail. After all, it is a cheap, quick and effective form of communication. Plus, the fact that employees don’t have to leave their desks has a positive effect on efficiency and output. All in all, business email seems like the way forward, yet it might be holding you back.
Like all tech investments, there are pros and cons, and the negatives for email are very significant. Indeed, the following might leave the company vulnerable or on the scrapheap.
How many employees do you have? Dozens? Tens? Hundreds? Whatever the number, each one will have an email account that connects to the server. Now, this doesn’t sound like a bad thing because they need a connection to exploit the benefits. However, any feature that links to your servers allows a hacker to gain access through the back door. And, email accounts are a popular choice due to the number in any given company and the weak passwords. Although it doesn’t seem likely, a professional thief can gain access to the firm’s data and cause havoc through an email account.
One of the great features of business email is the fluidity it offers. Quite simply, anyone with an account can log in and connect with anyone in or outside the office. What an awesome attribute to have, right? Yes, it is as long as the connection is quick and up to date. Companies like Better Online do have services which ensure integration goes smoothly. However, not everyone picks wisely. Lots of firms choose poorly because they want to cut costs or don’t understand the importance. If you want a seamless office, you need the best products and services on the market.
Inside the office, there is nothing wrong with a short email that gets to the point. But, this isn’t true when you are speaking to people that don’t work for the company. Even though most people would think to change their tone, some don’t bother at all or are too set in their ways. The result is not good if your customers value professionalism. Simply put, it makes the business appear amateurish and will make a lot of clients think twice about the arrangement.
As soon as the email system is set up, the data it uses has to go somewhere. That somewhere is the business’s digital storage platform, which is not always good. If the storage solution can handle the extra pressure, there is no problem. But, if the strain gets too much, it will affect the entire firm. In layman’s terms, it will cause the servers to crash and go offline, reducing efficiency and output. You can invest in more bandwidth or better storage, yet that costs money and negates the cost-effective nature of email.
Email is by no means a bad tool to have, but it is not infallible. Before any business uses it, they need to think about the negatives and how to limit the damage.