A Company Email System is Critical To Your Sanity

Would you have an employee use their home address to receive customer payments? Probably not. Receiving payments is critical to the business. You don’t want payments going anywhere that doesn’t belong to you. Well, that is exactly what happens employees are allowed to use personal email addresses for company business. Business critical activities are happening somewhere you have no control.

Stay In Control of Company Email

I’ve discussed the importance of branded business email before. And I’ve even talked about why email is worth paying for (you do want to make sure that customers and potential customers are getting your emails, right?). Now, I want to make sure you understand that the contents of emails exchanged with employees of your company are just as critical to your business as getting payments. Email contents that are sent to an email address not belonging to the company, don’t belong to the company. If you’re conducting business and using email, you need a company email system. Yes, you – with 1 employee or 10 employees, you NEED a company email system. And, you can get it for as little as $50/year/account.

Everyone Needs a Company Email Account

Why is it worth money to pay for email accounts? Even accounts for interns and assistants? Here’s the list:

1. When that employee is no longer with the company, you need to retain ownership of the information in that email account.
2. You also want control over the email addresses that employees use to interface with your customers.
3. Providing employees with company email addresses means you control access to the email account. And you can remove access when an employee departs.
4. Company email addresses feel official. This means that it is more likely that employees will treat it as official.
5. Depending on your email system, company email addresses can also retain records about email activity.
6. It is your company, your brand, and you need to ensure it is represented well. No matter what the communication method.
7. Heaven forbid that something happen in the future and you are legally compelled to provide communication documents. You aren’t going to be able to easily do that for email accounts not under your control. (if at all)

If you aren’t already using a company email system (no, individual Gmail accounts you create do not count), then I hope I’ve given you at least a couple reasons to start.

Got questions? Looking forward to hearing from you in the comments…