Before answering the question, “What is a cloud-based system for emails?” it is first necessary to understand a little about cloud computing in general. Cloud computing allows companies to rent access to computer services in an on-demand format, so they don’t need to own and maintain a data center or any large computing infrastructures. The computer services rented or purchased by the company can be as small and simple as a few applications or as large and involved as large-scale processing and storage capabilities.
Benefits of Moving to the Cloud
All business owners understand the importance of dependable email service to the day-to-day functions of their businesses. For many years, the only choice a business owner had for email was an internal email server that made use of independent servers. But more and more business owners today are becoming aware of the many benefits they gain when converting to cloud based email service.
Cost and Maintenance for Cloud Based Email Service
The first benefit of cloud-based email systems is the savings. A server represents expensive and complex technology that needs regular updates to maintain proper function. Converting to a cloud-based system eliminates variables in the cost to maintain an email system.
Cloud-based email systems also benefits companies by:
- Freeing up time for techs who no longer have to bother with email.
- Removing hardware that techs would have to maintain on a regular basis.
- Saving on the energy costs associated with maintaining an internal server.
Email Service Accessibility
Many business people and office workers know what it feels like to leave the office and only realize after making it halfway home they left their laptop at work. Not possessing their laptop can become a real problem if it is the only way to access the emails they planned to catch up on over the weekend.
Owners and employees of companies who take advantage of a cloud based email service can access their email from any location with the use of any digital device. This accessibility increases productivity and allows workers to perform job duties from remote locations.
Scalability of Email Services
The scalability factor with emails hosted in the cloud makes it possible for companies to increase their email use and capacity without the need to upgrade or make any major changes to their system. Companies that use a cloud-based email system find that it is a simple process to increase the number of user licenses available to workers and management. It also becomes a simple process for companies using cloud technology for email systems to secure a higher storage capacity and either raise or lower their computing capacities according to the specific needs of the business.
Dependability of Email Services
The improvement in uptime enjoyed by cloud users provides a more efficient email experience than is enjoyed by workers at companies that still use internal email servers. When emails are sent and received through the cloud, there is greater availability and dependability than internal email servers. It is not unheard of for a cloud-based email service to be up and running 99% of the time or more.
Email Security
Storage in cloud-based email systems takes place off the worksite and is highly protected. This means that the emails are more secure than they are when stored on internal servers. Companies that provide cloud-based email programs are able to devote more resources to security than companies that choose to house their own servers. This is because internal techs have many other tasks to worry about besides email security, so their time for this is limited. A company that focuses on email security, however, is dedicated to this task and keeping your company’s information secure.
Disaster Recovery
There are times when even the best efforts at security or maintenance will not be enough to prevent a system from becoming compromised. When these compromises take place, every bit of information stored in the email archives of workers or company executives is in jeopardy. It is easy to understand the drastic effect that this can have on a business.
Moving to the cloud to fulfill email needs eliminates the risk of losing any information stored in your email. If the device a worker uses to access email crashes, the worker can continue working on another device immediately since information storage takes place in the cloud.
Drawbacks to Email in the Cloud
When answering the question, “What is a cloud-based system?” it’s also important to look at the drawbacks. As with all things, there are some concerns for business owners who consider moving to the cloud to service their email.
Support Control
Companies that host their email servers at their place of business know exactly who they will call when there is a problem with the management and support of the email environment. When a cloud email server is used, the service provider is in total control of support efforts. Some business owners have a problem with possessing no control over who services their email system.
Offline Time With Cloud Email
Although a reliable email service provider will keep services online the overwhelming majority of the time, it is important to understand that time offline is completely offline. The sending and receiving of emails both internally and externally will cease until the problem is corrected. The good news is that finding another internet connection until the primary connection is online is not too difficult to do.
Administrative Functions
Most business owners will not want to spend their time managing mailboxes, users, and permissions. This fact makes it necessary for them to depend on their service provider to take care of requested changes.
Cloud Email Fees
While the fees associated with email services in the cloud are not exorbitant, they can add up for businesses that are not paying close attention. The need to pay attention to email usage is especially relevant for a growing business entity that may watch its fees grow as they begin to scale up operations.
The Takeaway
There are many factors for a business to consider before committing to a cloud-based email system. The cost considerations for these services are dependent on several factors that include the number of employees that will use the system, the sensitivity of data sent and received through the system, and any special security requirements the company interested in cloud-based services possesses.
Many companies find that after weighing the pros and cons of using the cloud for their email, the convenience, reliability, and security the cloud offers greatly outweigh any potential drawbacks. If you think you and your company may be ready to enjoy the benefits our email solutions provide, call Frontier Business Products today for your free consultation with a solutions specialist.
