Today, most business documents exist in electronic form. To speed up and simplify the work with correspondence, there are awesome email services for every taste. The introduction of a certain mailing service at the enterprise allows reducing the routine processes associated with exchanging documents.
In addition to saving time, corporate mailing services reduce the risk of data loss, speed up working processes, and improve interaction within the company, as well as with contractors. However, if you don’t have enough resources to invest in the deployment of the autonomous mailing service, here are the five criteria for choosing among the existing options:
1. User-friendly Interface
The user interface is the main tool for the interaction with the service. The time it takes to train employees to work with it, as well as the number of problems in the future and the time spent on correcting them, depends on how convenient the interface is.
Therefore, if after some time, you decide to transfer your business correspondence to another service, you will need a third-party tool to massively import eml to Outlook.
2. Setting up Accesses of Different Levels
As a rule, documents in the company have different levels of confidentiality – from public to super-secret, which contain financial data and other important information. If you use the mailing service within a larger software ecosystem (like Gmail or Outlook), it should provide the ability to configure roles and access levels for individuals and groups.
3. Ability to Work Together
The larger the company, the lower the likelihood that only one person will work on the documents. Collaboration simplifies and speeds up the creation of important documents, as well as their approval by management.
For boxed solutions, integration with popular products is either included in the main package or can be easily purchased additionally. Therefore, make sure that the service allows working together within a single ecosystem.
4. Creation of an Auto-Updating Archive
The average lifetime of an important document in a company is three years. The most significant documents can be stored indefinitely. To perform this function, the service should have enough storage space and provide the ability to create an archive, set up personalized access to it, as well as automatically create a backup copy after a specified period.
5. Remote Access
It is important for you to have remote access to your correspondence out of the office or on a business trip. Therefore, it is crucial to make sure that your service is available in as many countries as possible. Sometimes, staying in touch with your business partners is critical, even if you are on vacation. Make sure that your mailing service allows you to do it.
Since the start of the global pandemic, many companies have switched to remote work. Choosing a reliable mailing service has become crucial for everyone. The above-mentioned tips will allow you to make the best choice!