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 actual cost cuts.
Now, then, is a good time to look at the structure of your organization and take a hard look at what will change once your email is outsourced. Consider, for example, changes you might want to make in human capital. Are any of your employees currently engaged in tasks that will be taken over by the new email company? If so, carrying out the changeover without adjusting your existing status quo is a recipe for failure (and overspending). Consider rewriting job descriptions, combining positions, or moving people to different departments where they can continue to offer great things to the company. Assure your employees that you’re seeking to find the right ways to use their talents—and that you don’t want anyone’s time to be wasted on tasks that no longer need to be done or monitored.
Another sector you will want to check for new overlap is in terms of equipment and hard resources. Do you have excess computer equipment that you will no longer be using? Think about what you might be able to sell—or what space might be cleared out for extra storage or office space.
Properly handled, the switch from in-house email to outsourced email can be a great cost-cutting measure. It is important, however, that you manage things properly to guarantee that you’re getting the most money out of the changes you are making.
