Outsourcing certain areas of a business is an intelligent strategy utilized in many industries.
It is common for businesses to outsource their sales staff, their web design, their marketing and PR, or their cleaners. However, it can also be beneficial to outsource non-human aspects of a business like email hosting as well. Here are five of the main reasons why businesses leave their email hosting to the experts.
Depending on the size of your company, it can often work out cheaper leaving your email in the hands of a hosted exchange provider. Outsourcing your email means you don’t have to splash out on a server of your own. You don’t have to worry about maintenance, storage or paying for upgrades. In fact, a 2009 study by Rich Cannon indicated that the average business email user would spend more than 20 times less on email by outsourcing their hosting compared to hosting it themselves.
One of the reasons that businesses can save so much cash by outsourcing their email hosting is because most hosts will provide a fully scalable service. Many providers charge on a per inbox per month basis, so a scalable service is likely to be ideal for start-ups with speedy plans for growth. It would also be perfect for seasonal businesses or those who employ lots of temporary staff.
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The frustration of having to maintain their own email servers is reason enough for any business to outsource their email hosting.
Most hosted exchange providers have the expertise to run their email hosting service a lot better than the average company. Many will publish details of their server’s uptime and there are some who manage to keep servers online more than 99.9 per cent of the time. The majority will boast of ISO27001 certification, which proves they meet worldwide standards for information security as well. This can be comforting for potential clients, giving them the peace of mind of knowing they can rely on their email host.
Upgrading servers to the latest models can potentially be the greatest email-related expense that companies face, especially at the speed which digital technology is currently moving at.
Hosted exchange providers certainly need to keep their technology updated in order to avoid being outdone by competitors, which means that their clients have the benefit of constantly using the top-of-the-range hardware at no extra cost to themselves.
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For businesses looking at getting involved in mergers or acquisitions, hosted email makes perfect sense. IT systems are usually way down the list in importance when considering a merger and often the migration of these can cause a real headache some way down the line. Merging two email systems is a complicated process for those without the expertise in doing so and there are plenty of things that can go wrong.
Running them concurrently is simpler but would probably force the business to pay some licence fees twice. It’s certainly a lot simpler and cost-effective migrating the email of an acquired business to a hosted exchange.
Hosted email is likely to beneficial for most companies in some shape or form, but it’s important to remember that not all hosted exchange providers are born equal. Make sure to do your due diligence and sign a contract with an experienced provider you can rely on.
Disclosure: Thought Reach sells email marketing software
Cobweb is Europe’s leading provider of Hosted Microsoft Exchange services, supplying secure and uninterrupted access to applications, email and the internet for more than 5,000 business customers. Find us at www.cobweb.com