Strategies for Managing Business Email

Strategies for Managing Business Email

Considering how vital email is to the communication of businesses in every industry—and the pitfalls of email, from security risks to safeguarding data and team efficiency—having a corporate email management strategy is a must.

Here are the elements of a strong email management strategy for any size team.

Establish and Communicate Sound Security Policies

Some security measures you can put in place at an administrative level. But it’s also essential for all your employees to be on board with basic security precautions that they can take on an individual level.

Some of the basics include:

  • Understanding and avoiding common phishing schemes
  • Setting a secure password
  • Rules about personal use of company email
  • Avoiding opening unfamiliar attachments
  • Expectations around opening company email on public WiFi networks
  • Rules affecting email security when using personal accounts on company computers

It’s essential to define specific rules about email security practices every employee should take at an individual level—and make sure everyone understands and adheres to them.

Educate Your Team About Email Productivity Tools

Sound email management also includes helping your team stay productive and in control of their inboxes.

Depending on your email service provider, you may have access to any number of apps and features to streamline your inbox. These may include labels, categories, folders, and integration with 3rd-party productivity apps such as Slack, Asana, Google Apps, and more.

Whichever you choose—and a managed service provider can help you sort through your options—make sure your team is fully aware of all the tools and options at their fingertips for keeping on top of their emails.

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Calibrate Your Spam Filters

Most people receive upwards of 100 Spam messages every day. Sorting through those every morning will drag down your team’s productivity, and while most Spam filters catch a large number of these emails, many slip through the cracks.

However, you can customize most Spam filters to target specific words or senders, adding a layer of protection against email scams and filtering more junk emails out of your inbox.

The danger with these is that if you filter too aggressively, you might miss important work emails that get filtered into Spam. That’s why it’s so useful to have guidance in place that helps your team properly customize their Spam filters so fewer junk messages get through, but important emails do.

This will both improve productivity and reduce the chance of phishing emails reaching your employees.

Establish an Email Archiving Policy 

How long should your employees save their emails—and how should these emails be archived? It’s a more important and complicated question than you might think.

Emails are often essential evidence in lawsuits, investigations and audits, and may be subject to legal discovery. Depending on your industry and profession, email archiving and retention may sometimes be governed by law.

Companies should have sound email archiving policies that follow state and federal law as well as industry best practices.

Ideally, email archiving should all be done automatically, without any deletions done by human hand—which will reduce your liability if any of these emails are necessary for a court case.

How long any individual email should be retained depends on the nature of the email, the industry, and the laws it is subject to. An IT professional can help you determine an appropriate email retention strategy for your company.

Ensure Constant Support From an IT Professional

An effective email management strategy requires constant monitoring and updating to respond to ever-evolving security risks, regulatory developments, and improvements in time management tools.

A managed service provider can offer you dedicated IT services without the need to hire a full-time IT professional or build out your own internal IT department.

Call TeamLogic IT today at 770-847-9611 for a free, confidential consultation.

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