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How to Select the Right Business Email Platform

What business email platform your organization uses will dictate everything from employee productivity and collaboration to data security. Email is at the heart of business communications – the total number of business emails exchanged on a daily basis will hit 320 billion in 2021!

You want to make sure you choose the right platform – one that will empower your teams to work efficiently while keeping risk to a minimum.

Not sure where to get started?

Here are the considerations you should keep in mind to help you select the email platform that will best serve the needs of your business.

Does Your Email Platform Offer Enough Storage Space?

With business email, you’re going to need generous storage space because you’ll archive a lot of your email communications. Archiving makes it easier to recover lost emails in the case of a natural disaster, accidental deletion, or data loss due to a cyberattack. It’s also a must for compliance reasons. A business platform’s archiving solution should offer regulatory compliance for FRCP, SEC, GLBA, HITECH, and SOC.

Make sure the email platform you use offers adequate cloud storage space for your business. The bare minimum that’s recommended for small startups is 2 GB of email storage. Even if you start with 2 GB, make sure your provider can offer you more space when you scale. Better yet, start with a platform that offers unlimited storage to make scaling easier.

Does Your Platform Help You Stay Compliant?

For heavily regulated industries such as finance and health care, selecting the right business email platform can make or break your business. For example, each unintentional HIPPA violation can cost your business from $100 to $50,000. And, if you fail to meet GDPR standards, the potential fines could be catastrophic.

To stay compliant, in addition to archiving, ensure your business email platform has robust encryption capabilities that will keep information safe. Look for a platform that offers encryption for both in-transit and at-rest data. With encrypted emails, no one – from competitors with malintent to hackers looking for data – can see the information in your email messages.

How Easily Can Your Business Email Platform Connect with Other Tools?

Of all your business tools, email is one that you’ll want to be at the heart of your operations. If you can seamlessly send email messages from your productivity and collaboration apps, you’ll see smoother workflows and enhanced productivity.

With an integrated platform such as Microsoft Exchange Email, you can sync your contacts and calendars and access your emails from any device. Users will be able to quickly find both old and current information, allowing them to get up to speed on projects quickly and manage information as needed.

Exchange Email works with the other productivity apps in the Office 365 Suite, including SharePoint for collaboration and co-authoring documents, Power BI for sharing data insights, and the Office Suite of tools including OneNote and Skype for Business.

You also want to be able to sync your email platform with third-party apps – just ensure it allows you to control which apps your users are connecting to. Office 365 uses a program called App Permissions as part of the software’s Advanced Security Management tool to help your IT team stay on top of which third-party apps have access to Office 365.

Does Your Email Platform Have Built-in Defenses?

For today’s security threats, businesses require a multi-layered approach to email protection. In 2018 alone, businesses lost $1.2 billion to compromised emails. A secure platform helps to protect your business data and your customers’ data.

Look for a platform that offers anti-spam filtering and continuous updates to weed out phishing emails. Your platform should provide malware protection as well to protect your files from viruses whether they are stored in the cloud or on your business servers.

Intermedia Email Protection gives you total control over your email with advanced email security to protect against sophisticated, real-time email threats. It includes proactive features such as Intermedia LinkSafe™, which stops users from accessing known phishing sites or webpages with malicious code, and multiple tier-1 antivirus solutions.

Choose an Email Platform that Can Grow with Your Business

When you select a business platform that offers the storage space, built-in security tools, compatibility with other apps, and compliance features you need, you can get the most out of business email.

But, the fundamentals are only the beginning. As your business grows in size and complexity, make sure your platform can grow along with it. At Intermedia, we can help you get the right solution for your business’s current needs, but we also make it easy to expand with more services, devices, and more users. Reach out today to learn more about how the right business email platform can empower your business.

About Kirsten Barta

Kirsten Barta is Sr Marketing Communications Manager at Intermedia