Simple rules to follow when committing to an email app for your business

If you’re looking for an email app for your business, then you may be confused about the best one to go for – there are now so many options available, each having its own perks and downsides. The app that might be perfect for one business may not, for example, feature the tools that could really benefit another.

Follow these simple rules when choosing an email app for your business – resist committing to one until you’ve been through and checked off each of these steps so that you’ll have peace of mind that the one you’ve selected is the most suitable.

Consider Current Use

Before installing an app or signing up for a new web-based email platform, think about how you’re currently using your email account and how you anticipate using it shortly – or how you would ideally like to be making the most of it now.

Important elements to consider include whether you want to be able to manage multiple email accounts from one platform, whether you want to be able to manage contacts via the app, and whether you have organization-wide distribution lists that use a specific email address. All of these things should inform your decision.

Now think about some of the standard email platform features: folders, the ability to set rules, and auto-replies, for example. How are these currently being used by yourself and the team?

How You Want to Work

There’s no longer a one-size-fits-all approach to email apps and how they should function and behave. If you’d like something a little different from traditional emailing, think about an option like that, for example, offered by Spike, that combines the uncluttered, friendly, easy-to-view style of instant messaging with all the tools and features you’d expect from classic emailing- and lots more. If you’re interested, users can even access free webmail with Spike, which facilitates remote working and comes with video conferencing and collaboration tools as part of the package.

Check the Security Credentials

Next: don’t sign up to an email app or platform before checking where they stand on security and data safety. End-to-end encryption should be used for both incoming and outgoing messages, but it’s important to review the app’s privacy policy, too, to make sure your data will be handled properly and in a way you’re happy with.

Things to check for in this regard are how they handle user data and whether the app is independently audited. You could also find out the type of encryption being used and whether or not the code is open source.

Some platforms offer sophisticated spam, phishing, and malware protection, as well as anti-spoofing tools. to guard your inbox against hacking and other threats and keep your data safe. If this is something you’d like incorporated into your new email client, be sure that it is, as this enhanced level of security does not usually come as standard.

Storage Requirements

Before installing an app, determine the level of storage that you need: this is likely to depend on the size of your team and the type of your business. When choosing an app or platform, pay careful attention to any limits that are set on the number of users and storage caps that are in place. Think ahead, too: if your business is likely to grow in the future, you should find out whether the option you’re considering can expand your storage facility.

To help you make the best choice, find out how much space the inboxes of each member of your team are currently using up; it’s also vital to take into account the level (if any) of support requests that come through via email, and whether you’re planning on using the account to send out mass marketing messages.

Compatibility and Integrations

Be sure to choose an email app or web-based client that will fit around the working practices of you and your business. This means selecting an option that’s user-friendly, high functioning, and that integrates with the other software or tools that your team is currently using – both desktop and mobile.

If you have employees who will be working remotely, check that the app or platform is supported by their device. It’s also crucial to find out whether you’ll be restricted in terms of how many emails your business can send in a day.

Smooth Migration

And just before you take the plunge and commit to a new email app – ascertain the nature of the migration process. You’ll need all of your previous emails, conversations, attachments, and related files moved over to the new account, and it’s therefore important to choose a client that makes this as hassle and stress-free as possible.

Find out how this will work before signing up: questions to ask include whether the new platform will provide any tools to specifically help you to migrate over messages and whether this migration can happen in the background while you get on with work. If your team’s devices will be potentially out of action for hours, you’ll need to schedule this to cause minimal disruption. Some options will complete this transfer for you to make things even easier.