Whether you’re setting up a startup, starting a business as a freelancer or leading a mature organization that has yet to embark on a digital transformation – sooner or later you will have to choose a mail service provider. So what should you pay attention to? Not only to the price. Yes, this decision is important for the budget, but most of all it will affect the quality of cooperation and communication in the company in the coming years.
The sheer volume of offers from different online mail service providers can be a headache. Therefore, we present the most important advantages and criteria for choosing paid mail for companies that will help entrepreneurs make informed decisions.
Why is it worth having an email with your own domain?
Mail in the corporate domain is the basic office work tool that employers provide to their subordinates. Why is email with my own domain better than a free mailbox?
Employer brand
Companies must take care of their image not only on the outside. Part of your branding efforts should be directed at current and potential employees. A reputable employer can count on a large number of applications for new positions as well as the loyalty and commitment of employees. Good strategy of employer branding is primarily a transparency, high organizational culture and fluent communication, but not only. Work tools also influence the company’s reputation as employers.
Would you recommend your friends to an employer who requires you to use your private email box for your job duties? You must start each contact with a client by explaining that you are writing on behalf of the company, although this information should be included in the email address. You are in a losing position against the competition and you know that your performance is partially underestimated by the company’s saving on the mail provider. In addition, deep down you feel that since professional work tools do not fit into the budget, you cannot count on significant increases or bonuses. This is not a work environment that is advantageous for development.
Credibility
An email address is a digital showcase of a company, especially in remote working conditions, when most of the communication takes place via the Internet. A good first impression is important not only for large companies, but also for freelancers.
Imagine that after placing an order for translation, you find two offers in your inbox – one from the address janek.tlumaczy@gmail.comand the other from anna.nowak@translate.me. Anna’s offer is as good as Janek’s offer, but her advantage is that it immediately displays the domain of its website. Thanks to this, you can quickly learn about its specialization, view the portfolio and read customer reviews, which gives you immediate confidence in it.
Ads and spam
Most free boxes are free only because producers monetise users’ attention by selling ad space to marketers. Paid email is not only an address in the corporate domain, but also a guarantee that intrusive ads, spam, or even spoofing attempts will not distract employees.
Control and security
The employer should always have supervision over company and customer data that employees process as part of their daily duties. The only method of maintaining control over business correspondence is to equip the employee with email with his own domain. By choosing paid email for companies, you gain access to the administration panel, where you can, among others:
- Add and remove user accounts,
- Manage company domains,
- Create aliases of email addresses,
- Set up email groups,
- Manage connected devices,
- Run two-step verification,
- Set up security alerts,
- Define the rules for archiving correspondence,
- Recover data deleted by users.
What features should paid email have?
We already know how important email with your own domain is for the image and proper functioning of the company. So it’s time to discuss the most important features and additional benefits that your mail provider should offer:
- Subscription based payment system – no upfront investment, you only pay for as many accounts as you need and you can withdraw at any time.
- Easy to scale – you choose the email right after setting up the company, but remember that it is a decision that will last for many years. Increasing the number of accounts and expanding your packages should be easy, because the email system will grow with your business.
- Office application package – file editors are often available with company email. In a modern company, the best tools that are always available via the Internet (see differences between web applications and local programs).
- Calendar and additional communication tools – email correspondence is still the main channel of communication in many companies, but applications that enable synchronous information exchange are also needed – e.g. chat and video conferences.
- Adequately large cloud space for files – a convenient place to store the archive of correspondence and business files.
- Availability of all functions from anywhere in the world – this feature of office software is especially important in the era of remote work.
- Advanced security control options – data protection in the company should always come first, so it is worth choosing a service that provides administrators with an extensive but easy-to-use email system control tool.
- Technical assistance – before making a decision, make sure you have direct contact with someone who will be ready to help you in case something goes wrong. Many manufacturers, such as Google, have a network of local partner companies to support customers. The official partner of Google in Poland is Fly On The Cloud.
Which corporate email should you choose?
We recently posted a short ranking of paid mail services on the blog, where Gmail turned out to be the winner. Paid email from Google is a service called Google Workspace – Gmail in the corporate domain is just one of dozens of reliable tools available in each package.
Why is it worth having an email with your own domain?
Mail in the corporate domain is the basic office work tool that employers provide to their subordinates. Why is email with my own domain better than a free mailbox?
Find out more about Google Workspace in the articles on our blog:
And if you already have Gmail on your own domain or in the free version, learn about the best way to keep your correspondence in order:
As an official Google partner, Fly On The Cloud implements Google Workspace, configures the email system at the customer’s request and offers full technical support in Polish. Contact us, to see all packages and available discounts.
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