What is cloud email and why does your business need it?

Most businesses rely on email as a core IT service. Traditionally, organizations have favored managing email through on-premise servers and shared hosting platforms. While it is feasible to operate an internal email server, it often falls short for several reasons. These challenges can lead to significant disruptions in email delivery due to spam, blocking, or blacklisting by recipient servers.

Over the past decade, there has been a notable shift towards cloud-based email services - and rightfully so. By abandoning on-premise hosting and embracing cloud-based email, businesses can reap numerous benefits.

Cloud Email Defined

A third-party provider hosts cloud email, which is a web-based email service. Users can access their email account from any device with an internet connection, using a web browser or email client.

Organizational machines run software applications to host on-premise solutions. This implies that the organization is responsible for installing, maintaining, and securing the email servers. Conversely, cloud email offers more flexibility and affordability.

Benefits of Cloud Email For Business

#1 Does Not Require Large Financial Investments

You don't need to buy extra hardware or software unless you want hybrid redundancy. Your email resides in the cloud, ensuring backups even if a system fails. Cloud-based email hosting is a subscription service that provides cost savings for implementing and maintaining the environment. With this model, you can pay expenses monthly, quarterly, bi-annually, or annually.

Choosing cloud-based email hosting means you don't have to worry about hardware maintenance and upgrade costs. With a cloud-based email solution, your company incurs no capital expenses for managing email.

#2 Improved Productivity

There are no excuses for overlooking opportunities that enhance communication efficiency in our modern, interconnected world. Cloud email solutions facilitate seamless email communication for both on-site and remote employees, contributing to increased productivity. Improved team productivity is not only a result of the flexibility offered but also the integration with application suites.

Just like you would choose blog-building solutions that integrate with your existing stack to run a blog efficiently, it makes sense to use cloud email solutions that easily integrate with application suites to boost productivity and efficiency. Cloud email solutions also offer better uptime, as they leverage multiple sites for data storage.

#3 Improved Security

Your in-house server, despite having a local antivirus and backup plan, remains highly vulnerable. For example, backups may be forgotten, untested, or plagued with outdated virus definitions. Moreover, surviving a fire or flood poses significant risks to your on-premise server. Cloud-based providers dedicate ample resources to fortify their servers, as it is their core business. Consequently, your emails are shielded from spam, viruses, malware, phishing, and spoofing threats.

It happens that anonymity is also required from cloud email. If your business requires private email, you may want to create completely anonymous emails. The task of creating an anonymous email is quite achievable, although it will require an additional tool. All details are in the link above.

#4 Scalability

Email has become the predominant means of business communication, surpassing phone calls and meetings. As a result, the amount of information shared via email has become staggering. As companies grow, their demand for additional email storage space gradually increases.

Cloud-based solutions offer scalability advantages. Storage capacity can be expanded at a lower cost, unlike on-premise servers that often have limited hard drive space. Therefore, hosting your email with a third-party provider simplifies and significantly reduces the cost of increasing storage capacity without requiring any modifications to your existing setup.

#5 Easy Administration

You no longer have to maintain your own email server. Cloud email providers handle all server maintenance and administration tasks, freeing up businesses to focus on their core competencies. This also means more time to concentrate on your business’s critical needs. Additionally, cloud email providers typically provide 24/7 support, offering help with any email issues businesses may encounter, regardless of the time of day or night.

#6 Remote Access

Users or employees can boost their productivity by accessing their emails remotely, no matter where they are. The growing trend of employees working from home or using mobile and remote working options has made this feature even more valuable.

This model is supported by cloud-based email, which allows email access anytime and from anywhere. When employees are out of the office, they can conveniently access their emails from various devices such as tablets, phones, or personal laptops.

#7 Improved Trust

Businesses that utilize a professional email address can earn the trust and engagement of customers. A business email instills confidence in customers, assuring them that they are interacting with a genuine and reliable entity.

#8 Enhanced Marketing Opportunities

A business email address allows you to effectively reach your target audience through marketing strategies like email campaigns and newsletters. Email marketing has proven to be highly successful for online businesses as one of the top digital marketing strategies.

#9 Crafting a Business Email Signature

Every email you send benefits from a professional touch with an email signature. Generally, it includes your name, position, company, contact number, and other relevant details. Email platforms usually offer settings for you to customize your signature according to your preferences.

Conclusion

Businesses of all sizes can benefit from cloud email technology. First of all, this relieves the operational burden of maintaining the server, and secondly, it allows you to use the most advanced tools and technology capabilities. When a separate company handles email solutions, you get maximum security, a cost-effective product, and trouble-free service. Before transitioning to a cloud-based email system, it is crucial for businesses to meticulously evaluate both the benefits and risks involved. If your business needs to migrate to a cloud-based email solution, don't hesitate to reach out!