Has your email ever gone down for any length of time? What did you do?
Bite your fingernails down to a nub worrying about when it would be available or stretch out in a lawn chair and take a nap? More than likely you worried yourself sick about when it would be back up and what it would look like when that happened.
It’s a fact that email has become mainstream for most small business owners. Some rely on it for their very business existence. That means you should protect it like you would a million bucks in the bank.
According to the Information Technology Solution Providers Alliance (ITSPA), here’s what you should be doing.
Know your size and set a limit. Some businesses are more likely to need large capacity e-mail programs, especially with images, graphics and multimedia. Adequate memory and a fast server can help accommodate the transfer and storage of larger files. Setting a limit for the capacity of your company e-mail inboxes and asking employees to clear out their stored e-mails on a regular basis will help ensure that your e-mail continues to run smoothly.
Get organized. Most e-mail programs allow users to create folders for filing messages by topic, client and task. Create a system that makes it easy to keep track of unanswered messages, high priority requests and response deadlines.
Protect against worms and viruses. While e-mail is now a staple of nearly all business, it´s also the easiest way for hackers and information thieves to infiltrate computer systems. The good news is that there are a number of programs available to protect your business from crippling worms, viruses and data theft. It´s important to be vigilant about updating these e-mail security programs to be sure that you stay a step ahead of potential threats.
Keep the good, filter out the bad and the ugly. In addition to blocking viruses and worms, it´s important to create comprehensive e-mail filters that sift through your incoming e-mail and deliver only the messages you want to see. While some spam is harmless, it still slows down your program by clogging the system with unwanted and large file-size e-mails. A spam filter will do the sorting for you so you only see the messages you need.
Archive and back-up. For many businesses, e-mail programs house the data most crucial for day-to-day activities. Contact information, product orders and client requests all come primarily through e-mail at many small businesses, and it´s important to back-up this data regularly in the event of a disaster or disruption in service.
How many of those items did you say, “Yes, I do that” to? One, maybe two? It’s time to put a system in place to protect your email, one of your most critical business resources. Don’t put it off. Do it now.
What other suggestions do you have? Leave me a comment.