Outsource Your Email

Final Words

2008-06-13T12:01:00.000-07:00

Hopefully, this ebook has helped you learn about the benefits and inner workings of outsourcing your company's email. Even if you ultimately decide this is not the right course for your business, or that it isn't the right way to cut costs at this juncture, you know have a much better understanding of one of the main methods of technological outsourcing and cost reduction available to businesses

Finding the Right Help for Email Processing

2008-06-12T11:59:00.000-07:00

It goes without saying that you don’t want an unqualified stranger processing your email. When it comes down to handing over your email to a third party, you want to be sure that the individual (or organization) is the right one for the job. While your goal is the hand-off relatively simple tasks, this still means that you’re going to have another set of eyes looking at your documents and making

How Will Pre-Screened Email Increase Productivity

2008-06-11T11:56:00.000-07:00

When your email is pre-screened, you can choose to have only the most important messages get to you. Think of the kinds of messages that populate your inbox. Notifications of meetings, repeats of information you already have, minutes of last week’s meetings... the list goes on and on. By having a third party filter your email, you can assign the tasks of noting schedule changes, tossing out

Why Outsource the Handling of Email

2008-06-10T11:54:00.000-07:00

In business, time, as the saying goes, is money. Today’s businesspeople are spending increasing amounts of time simply keeping up with the huge bulk of email that descends into their mailboxes each and every day. While modern spam-screening features and junkmail-jamming tools have made a big difference in the quality of material that gets to your mailbox, it’s not uncommon for an entire morning

Outsourcing Emails and Handling Responses

2008-06-09T11:53:00.000-07:00

If you’ve gotten this far through the text, you’ve read a plethora of information about effectively outsourcing your company’s email services through companies that will help you with servers, virus protection, and overall technical know-how. At the end of the day, however, this approach does not affect the amount of email you and your company will receive. In businesses where email is a main

Managing Staffing Issues

2008-06-08T11:52:00.000-07:00

If your organization is anything less than gargantuan, having an in-house email connectivity department can be impossible. You might not have enough volume to warrant a full department of specialists to keep at your beck and call. What often happens, then, is that organizations rely on a single individual to keep systems up and running. Consider, for example, how often you depend upon the storied

Lists and Backups

2008-06-07T11:51:00.000-07:00

Build Better Black/White Lists If, like many companies, you struggle with an onslaught of unwelcome email on a day-to-day basis, you know that it is important to filter out unwanted messages before they even make it to your inbox. For many companies, this can go above and beyond the filtering of spam (a services also offered by most email outsourcing companies). Instead (or additionally), you

Why Stop Now? Going One Step Beyond

2008-06-06T11:50:00.000-07:00

Additional Services and Considerations Outsourcing your company’s email represents a fairly major change in the way of managing day-to-day business. In addition to the upsides to outsourced email listed above, you’ll also want to consider how the following possibilities might add to or enhance your business. Newsletters and Updates If your company regularly provides customers or associates

Its All About Support

2008-06-05T11:49:00.000-07:00

In the end, what differentiates a good company from a bad company is the customer service and the level of customer support you receive. A great outsourced email system isn’t worth a dime if you receive no support and have to navigate through errors and problems on your own. You might as well have kept the email server in-house if that’s the case. However, a good outsourced email company will

Your Step-By-Step Transfer Guy

2008-06-04T11:48:00.000-07:00

With everything situated and prepared for the big move, it is only natural to want to know or have some sort of game plan to get through the transfer. Every company has their own unique methods of transferring data and keeping things organized, but the following should suffice as a general outline of what to expect: 1. All data is transferred from

Moving Old Emails

2008-06-03T11:46:00.000-07:00

This process can be either extremely easy or extremely difficult, depending on what your old mail server was like. If it is a fairly standard server, then the outsource company can use automated software to transfer old email messages and configurations to the new server. However, if your old email server was extremely outdated or contained something out of the ordinary, a more manual approach

Route Filtering

2008-06-02T11:46:00.000-07:00

This method of outsourcing is not quite as comprehensive as the previous one. All the external company does in this case is filter your email before routing it to your server. You will still need to have an in-house mail server for this system to work. However, this method eliminates the need to install virus protection, spam filters and content filters. This takes some of the burden off your

Managed Infrastructure

2008-06-01T11:44:00.000-07:00

This option basically involves the outsourcing of your email in its entirety. The outsourcing company will manage every aspect of your email services including security, spam protection and backup systems. The company takes care of everything that an in-house administrator would have done. You should be able to feel at ease knowing that this company is taking care of all of your email

Moving Day

2008-05-31T11:43:00.000-07:00

Okay. The time has come to move your current email system over to the outsourced company and you don’t know where to begin. Luckily for you, these companies typically take care of all of the transferring and you won’t have to lift a digital finger. This doesn’t mean you should be clueless about the process. That’s why this section is devoted to showing you just how the company you’ve chosen

Cutting the Necessary Corners

2008-05-30T11:42:00.000-07:00

If you’re preparing to make a switch in your email system based on the above information, chances are good that one of your main goals is to cut down on overall operating costs. You’re looking to outsource your email in order to find a more cost-effective way of doing business. What often happens, however, is that businesses enact a cost-cutting measure—and then fail to follow through with the

Set Up a Temporary Service

2008-05-29T11:39:00.000-07:00

Before you venture into transferring all of your email accounts over to an external service, you should set up backup accounts in the meantime. While this is not a necessary step, it can be useful in case there is any sort of delay between setup and full use. For instance, if you find that you’ll be transferring your email networks over the course of a week, you will need a backup account or

Back Up Everything

2008-05-28T10:57:00.000-07:00

Whenever you’re using anything involving computers, it is always a good idea to back up important files. Whether you use an external hard drive, Zip disks or any of the other radically changing and expanding backup media available today, it is absolutely vital to make backup copies of all important emails, attachments and even your mailbox. In some cases, you will not be able to transfer your

Preparing for the Move

2008-05-27T10:53:00.000-07:00

Before you even consider moving your email network over to an outside company, be sure that you have everything within your office in order. Here are some tips to make the move smooth and easy and to ensure nothing goes terribly wrong after the fact: Brief Your Employees It is never a good idea to surprise your employees with anything. That’s why it is so vital to communicate to your employees

Once You've Decided to Outsource

2008-05-26T10:52:00.000-07:00

It may not seem simple or feel right to outsource right away. That’s okay. It’s normal to feel out of place with something new and different, particularly when it comes to something that can affect the productivity and bottom line of your business. But keep in mind that outsourcing really is the new paradigm in business processes, which is why beginning with email can help so much. The shift of

Top Outsourcing Companies

2008-05-25T10:51:00.000-07:00

If you’re serious about transferring from an in-house server or email system to an outsourced one, you should definitely check out the following companies. They are a great place to start looking for the right contractor for your business. Mail2World - mail2world.net This company serves some very large businesses, including ICQ and iVillage.com. You can view their services as well as detailed

Look for the Lock

2008-05-24T10:49:00.000-07:00

Security You know that little padlock that appears somewhere on your browser when the website you’re visiting has become encrypted? You should see this symbol whenever you are asked to input personal information. If you do not see this symbol when doing so, do not submit a single thing. Your personal and corporate security are worth much more than taking a risk on a company that failed to

More Tips for Spotting a Good Website

2008-05-23T10:48:00.000-07:00

Consumer Information. This can be anything from notes from satisfied customers, to reviews or even a standing with the BBB. Generally, you just need to see some reassurance from others like you that this company is, in fact, authentic. If you can’t find anything like this on their site, feel free to search the Web for any information on the company itself, the owners or even those who have used

Tips for Spotting a Good Company Website

2008-05-22T10:44:00.000-07:00

The appearance of a company’s website can provide a good idea of whether or not they are worth your time and money. However, don’t get caught up in fancy graphics or elegant designs. While these are signs of professionalism, they are not always the signs of a truly successful company. If you’re looking for a way to spot a decent and up-front company through their website, look for the following:

The Latest and Greatest

2008-05-21T10:43:00.000-07:00

The Newest Software Any company you deal with should boast the newest, cutting edge software. Whether it is security, messaging, or other software aspects of email management, do a little research to be sure that the outsourcing company is not cutting corners, particularly in the realm of software that will keep your email data safe. Going one step beyond, is the company flexible when it comes

Bandwidth and Storage Space

2008-05-20T10:42:00.000-07:00

High Bandwidth As stated before, bandwidth is much like a pipe through which information flows. The smaller the pipe, the less information can flow in a given period of time. Much of the time, in-house servers do not have a wide bandwidth and are forced to dramatically limit the size of files that can be sent or received as attachments. While this may be reasonable for some offices that only