Email communication is a vital tool for small and large enterprises. Unlike in the past, most external and internal communications are done over emails, as the method is faster than calling. Whether you prefer Outlook, Zimbra, or Icewarp as your default mail solution; you need an email hosting service to go live and be able to use the email solution. Though there are multiple email hosting services in the market, not all suit your business requirements. That said, the blog post discusses ten factors you must consider when choosing email hosting services.
Selecting An Email Hosting Services – 10 Factors To Consider
Business communications often contain confidential data that needs to be accessed only by the designated recipient. Any slack in email security can result in data breaches, unauthorized access, and monetary loss. Having said that, the security of your email hosting service should be your foremost concern when selecting a provider. Avoid free email hosting services, as they lack the necessary security features that reputable email hosting service providers offer at reasonable prices. Instead, go for email hosting that is compliant with HIPAA and FISMA regulations for maximum security.
2. Administration and Operation
Email is the backbone of business communications, as crucial information can reach multiple users across the globe in a single click. Ideal email hosting services give businesses total control of their email environment through round the clock chat, email, and voice support. Exceptional email hosting providers, for instance, provide comprehensive support ranging from installation, troubleshooting to maintenance. On top of that, reliable email hosting providers offer an interactive, easy to use web interface for users to create problem tickets within seconds and the issue can then be resolved by the dedicated technical support team.
3. Flexibility and Compatibility
Business owners can’t afford employee productivity to take a backseat and therefore, an email solution needs to have enterprise level syncing with multiple devices for on the go operations. No matter whether your employee strength is a few hundreds or even a million, each employee must be able to access calendars, contacts and shared folders in a few clicks, irrespective of their physical location. Moreover, your email hosting provider must be able to offer bundled benefits to help you scale with growing business needs without having to switch multiple email solutions.
4. Optimum Storage and Archiving Functions
Watching that “mailbox full” message is a frustration that many business users face every day the moment they log in or during the work hours. Cluttered mailboxes kill business productivity, as a business user needs to delete messages first to make way for new messages in the inbox. If a business user accidentally deletes a crucial email, the agony is better left unsaid. Reliable email hosting providers offer a decent email storage along with archiving capabilities to ensure you longer need to deal with a cluttered mailbox and email recovery. Having these capabilities help business do away with storing bulky .pst files and focus only on the areas that matter.
5. Service Availability
Many businesses out there work on “follow the sun” model that requires email services to be up and running all the time without any latency or other significant issues. Even one hour of email downtime may cost a thousand dollars or more, depending on the organizational size and level of business operations. Business owners should therefore go for email hosting services that provide a financially backed SLA of 99.9 percent uptime. No matter what the hour is, trusted email hosting providers ensure email services are up and running, and any glitches are addressed on priority.
6. Pricing Models and Budget Considerations
When it comes to choosing the most suitable email hosting service for your business, one of the pivotal factors demanding careful consideration is the pricing model and budget constraints. The selection of the best email service provider can significantly impact your organization’s communication efficiency and overall financial health. It’s imperative to dive into the intricacies of pricing plans offered by various email hosting services to make an informed decision. Assess your specific requirements, such as storage, user capacity, and additional features, to ensure you strike the right balance between cost-effectiveness and service quality. Remember that partnering with the best email hosting service provider that aligns with your budget can lead to enhanced productivity and seamless communication, ultimately benefiting your business in the long run.
7. Scalability for Growing Businesses
Another vital aspect to contemplate when selecting an email hosting service is scalability, particularly for businesses with growth aspirations. As your company expands, so will your email communication requirements. Therefore, it’s crucial to choose an email hosting service that can seamlessly accommodate your evolving needs. The best email hosting service should offer flexible options to easily add new users, increase storage capacity, and adapt to changing demands without disrupting operations. Scalability ensures that your email infrastructure can keep pace with your business’s growth trajectory, preventing potential bottlenecks and ensuring uninterrupted communication. When evaluating email hosting providers, prioritize those that offer scalability, as it can be a decisive factor in supporting your business’s expansion plans.
8. Data Backup and Disaster Recovery
Email hosting services play a pivotal role in safeguarding your organization’s invaluable communication data. Therefore, it’s crucial to assess a provider’s data backup and disaster recovery mechanisms. Look for a business email hosting provider that offers robust, automated backup solutions to protect against data loss due to unforeseen events, such as hardware failures or cyberattacks. Additionally, having a reliable disaster recovery plan in place ensures that your email communication remains accessible even during crises. This will help enhance the resilience of your email infrastructure and ensure uninterrupted business operations.
9. Collaborative Tools and Integration
The email hosting service of your choice should seamlessly integrate with other essential software and applications used in your business, such as calendars, document sharing, and project management tools. This integration fosters enhanced productivity and streamlines communication within your team. Collaborative features like shared calendars and real-time document editing can significantly improve workflow efficiency. When choosing email hosting services, assess their compatibility with your existing software stack and the extent to which they can facilitate collaborative work within your organization. This way, you can create a more efficient and connected work environment for your team.
10. Customer Support and Service Level Agreements (SLAs)
Email hosting services are the backbone of modern business communication, and any downtime or technical issues can have a significant impact on operations. Robust customer support is essential to address potential problems promptly and efficiently. Review the provider’s SLAs to understand the guarantees they offer regarding uptime, response times, and issue resolution. A dependable email hosting service should have 24/7 customer support, responsive technical assistance, and well-defined SLAs to ensure minimal disruption to your email services. Prioritizing strong customer support and well-structured SLAs can be the difference between a smooth email experience and potential business interruptions.
The Bottom Line
Your business continues to grow and so does the level of your email hosting services. As millions of emails are exchanged every day, the likelihood of falling prey to hackers and web attackers is quite high in the absence of reliable email hosting. If you think low-priced email hosting can help you cut down business overheads, you need to reconsider, as free email hosting lacks the required features that are necessary to drive and protect your business communication. If you are looking for competitive email hosting services, i2k2 Networks has got you covered. Our IT professionals are dedicated to assisting you in every aspect of email hosting. For details, fill out our contact form or call us at +91-120-466 3031.