No matter what stage of getting a business up and running you’re at, email should be an important part of your communication toolkit.
Email serves as a primary channel for both internal and external communication, making it crucial to select the right email app for your burgeoning business.
This comprehensive guide will walk you through the key considerations to take into account before you decide what email app to use to ensure you choose the perfect email app to meet your business’s unique and growing needs.
Table of Contents
Understanding Your Business’s Email Needs
Your choice of email app should align with your business’s objectives, size, industry, and preferred communication and collaboration styles, among other things. Here are some key factors to consider:
1. Business Size
The size of your business plays a significant role in selecting the right email app. Small businesses may find basic, free email apps sufficient, while larger enterprises may require more advanced features and scalability.
2. Industry Specifics
Certain industries, such as the healthcare, finance, and legal industries, have specific regulations and compliance requirements when it comes to the apps they can use, especially in terms of security and data protection. Ensure that the email app you choose can accommodate these industry-specific needs.
3. Collaboration Requirements
Consider how your team collaborates and what it needs in terms of real-time collaboration features, like shared calendars, to-do lists, and document sharing. Having various collaboration tools integrated into your email app can go a long way towards boosting productivity.
4. Scalability
Think about your business’s growth potential — will your chosen email app be able to scale with your needs, or will you outgrow it quickly? Scalability is a critical factor for long-term success.
5. Security and Privacy
Emails often contain sensitive information, so ensure your chosen email app offers robust security measures like data encryption and that it doesn’t monetize or distribute your data in any way.
What Features To Look for in an Email App
Once you’ve considered your company’s overall email needs, it’s time to look for an email app with the specific features that will meet those needs:
1. Email Storage
Consider how heavily you rely on email to get an idea of the amount of email storage your business requires. Most email apps offer scalable storage options, but you should choose one that aligns with your current and future needs.
2. Spam Protection
Effective spam filters are vital to maintaining a clutter-free inbox. Ensure your chosen app has robust spam protection and priority email filtering to reduce distractions and help maximize your team’s productivity.
3. Mobile Accessibility
If your team works remotely or on the go, mobile accessibility is crucial. Choose an email app that offers a user-friendly mobile experience (in addition to web and desktop versions) with synchronization across devices.
4. Collaboration Tools
Collaboration features like shared calendars, task lists, and collaborative notes/docs can greatly enhance productivity by turning your email app into a unified workspace. Determine which collaboration tools are essential for your business and select an email app that provides them.
5. Security
As we mentioned earlier, email security should be another top priority. Look for features like end-to-end encryption, minimal data storage, and data backup to safeguard your business’s sensitive information.
6. Communication Features
It’s also ideal if the email app you choose for your business offers other ways to communicate and connect with teammates and third parties, such as video meetings and audio messages. This limits the number of other apps you need to communicate effectively, saving time and money.
7. Integrations
Chances are you already have an email provider of some type that you’ve been using to get your business off the ground. Choosing an email app that integrates seamlessly with your existing email account and syncs with things like its calendars makes migrating over very easy.
A Word on Budget Considerations
Your budget is another critical factor to consider when choosing the right email app for your business. Email apps come with various pricing models, including free, subscription-based, and per-user pricing.
Evaluate the total cost of ownership, including ongoing subscription fees, storage costs, and potential IT expenses, and choose an email app with a pricing plan that makes sense.
Final Thoughts
Selecting the right email app for your burgeoning business is a crucial decision that can directly impact productivity, security, and collaboration.
By understanding your business’s unique email needs and considering essential features and budget constraints, you can make an informed choice that aligns with your growth objectives.
Remember that the perfect email app is one that seamlessly integrates into your business operations and empowers your team to communicate efficiently and securely, ultimately contributing to your business’s success.