How To Choose The Best Email Provider For Your Small Business

Man Typing Email

Can you imagine trying to do business today without the use of email? Of course you can’t. It would be nearly impossible to operate in the business world without the use of email. That is why it’s so important for you to make sure you outfit your company with the right email provider. Many of the top email providers have similar abilities and features. But there are a few things to take into consideration when trying to choose the best email provider for your specific organisation.

Here are some key points to keep in mind when you are trying to find the best email provider for your small business.


Key considerations to remember when choosing your business email provider:

Zoho Mail IconYahoo Mail IconOutlook IconGmail Icon

  • Security

Many of the worst virtual attack attempts come via email. Increasing your email security is an important responsibility that needs to be taken seriously. One of the first things to do when considering an email provider for your small business is looking into the platform’s security features. While this is important for every company, it can of particularly vital for businesses that handle sensitive information such as medical records. Certain compliance regulations might require your company to have a dedicated hosted email platform for security reasons.

  • What you need it for

Some small businesses don’t require much from their email provider. They might just need to send simple emails to clients and other stakeholders and use rudimentary scheduling tools to keep things oraganised. But other small businesses might need an email provider that comes with other important features such as increased storage and compatibility. If you work in an industry such as architecture, graphic design or another field that requires the use of rich text images or photography, you might need an email provider that allows you to send larger attachments without having to resort to outside business apps and programs. Figure out which features are most important for your situation and go from there.

  • The rest of your system

Not all of the top email providers will be able to sync up perfectly with your system. Hopefully you are taking advantage of the great benefits of the top business apps and programs available to you. But unfortunately not every single platform and program works hand-in-hand with others. For example, your customer relationship management (CRM) system might not always be perfectly compatible with every email provider. If you have a business app or program on which you lean heavily, you might want to make sure it can communicate with the email provider you’re considering before finalising your decision.

  • Implementation and migration

Before making your final decision, it’s a good idea to take into account the impact a new email provider will have on the other parts of your company. If you go with an email provider that requires the use of third party servers, you might have to reconfigure some of the other aspects of your operation outside of aforementioned infrastructure such as your CRM system. Things that rely on email, such as scheduling tools, email marketing campaigns and website buttons that are integrated with your email provider could be impacted. See how such things will be affected before you make your change. It’s almost always a better idea to fit your email provider to your overall system as opposed to having to redo everything to fit a new email provider.

  • The ability of your team

In addition to the technical aspects of the email provider, you need to make sure you get a system that you and your team can use. Email is a major part of some of the most common tasks workers have to undertake every single day. Because of this, the usability of the system, including everything from the simple drafting of messages and attaching files to easily searching for old emails, is of the utmost importance. Find a platform with a simple interface or one in which you can find an easy training course for you and your team, such as Microsoft Outlook training from Saxons.

Choosing the best email provider for your specific company is something that should not be taken lightly. While many platforms have a lot of bells and whistles that can greatly enhance your team’s ability to take care of business, you want to be sure you find a system that fits not only your infrastructure, but also the progress you’ve already made and the workers that make up your team. Taking a big-picture approach to figuring out the best email provider for your small business will save you from having to make another change down the line or altering your established processes too much. Keep these tips in mind and find something that works best for you and your organisation today.