Email, Email, Email, you can’t live with it, you can’t live without it.Email has been as revolutionary to the way we do business as the internet, the telephone and the stamp. But with all things revolutionary they tend to be rushed into use without a great deal of thought or planning. To be fair really, how can you plan for something when you’re not entirely sure how you’re going to use it, what it’s going to do for you and what administrative nightmares may arise?
Email has been around for so long now that we all know what it is, and many of us will use it on a regular basis and a lot of the time, as an individual this works fine.
In business however, when you have a lot of emails coming in to a number of addresses shared by a number of people, managing the way you deal with your emails can become a headache.
The scenario usually starts when you get your internet connection installed, and your ISP asks you what email address you would like, or it could be your web designer setting up your first email account. Either way you’re usually put on the spot, and more often than not will have spent absolutely no time prior to that conversation thinking about the email address you would like.
So now you have your email address, perhaps This e-mail address is being protected from spambots. You need JavaScript enabled to view it and you have 2 computers accessing the same account. The same emails come in on both computers, but how do you know if your colleague has either responded to it, or filed it safe, or working on the issue. Are you not sick of that conversation, you know, the one that goes “Hey Sharon, are you working on that email from The Widget Company?” Well what happens if you come in the next day and Sharon isn’t there. There’s an email waiting and you don’t know whether to do anything about it or not. Wouldn’t it be nice to have an email account whereby if someone changes it on one computer or files it into a subfolder that those changes appear within seconds on the other, regardless of whether it is switched on at the time or not? How about having a coloured flag system, say if you’re working on something you can flag it red, so your colleagues know someone is working on it, and then set it to green and file it away when done? Perhaps you could even have a colour code for each member of staff so you know WHO is working on it...
Another simple, but nightmarish issue with sharing an email account on separate computers is usually the inability to see what has been sent in response. The sent email may only appear on the computer it was sent from. So how useful do you think it would be to not only have ALL sent items from any computer from that account appear for everyone, but have each message “Tagged” with the name of the responder, so now you look through the sent items and you have “Sent by Sharon Smith on behalf of This e-mail address is being protected from spambots. You need JavaScript enabled to view it ” on every email sent by Sharon? Wouldn’t that be great?
But not only could you share limitless shared email accounts, but at the same time have access to your own personal account, and not only that but you could access everything while working from home, client site or hotel room (read: hotel bar!).
So what about contact details? How do you keep a record of all the email addresses, telephone numbers, fax numbers etc for the people you regularly do business with. Don’t tell me, either your beige office walls are now wallpapered with print outs, or you use some archaic software system in which nobody is really 100% certain how to use, how close am I? Remember, we’ve seen it ALL before!
This doesn’t have to be an issue anymore, for everyone in your business that has an email account will have access to a live company contact list, as well as their own personal contact list.
The list goes on – look at each other’s calendars, see who’s booked out a shared laptop / projector / meeting room.
The service I’m referring to is our professional email system for businesses, or the official name: Hosted Microsoft Exchange 2007.
We don’t want to bamboozle you with technical jargon and a thousand choices. We offer one service, one package at one price – the key is simplicity and we are determined to stand by it. We could offer you 3 packages with different this that and the other, but we don’t – because that’s complicated! Sure, if it turns out you need more space than first anticipated then that won’t be a problem, you can have more, but at least you won’t need to pay for this until its absolutely certain you need it.
And the final advantage is this – we have direct, physical access to our servers, we can touch them, switch them off and on or stroke them romantically. Now we’re all done here, I think I’ll go write my first Mills & Boon!
We look after everything for you, manage the transfer process, copy everything over, install your Outlook 2007 licence on your computers (if needed – you may already have it installed - otherwise its included free of charge) this keeps everything as simple and easy as possible, and massively reduces the risk when compared to similar businesses who expect you to do all that techie stuff yourself.
The specific features and specification is below, if however you’d like to skip this and get set straight up just call 0191 645 3433 or complete the form at the very bottom, there’s no time to lose!
- Email Sharing and Group Inboxes: Allows your business to have shared accounts for departments like customer services and sales, whereby a number of staff members may need to have access and respond to received email. Email sharing also ensures that if one of your staff members goes on holiday or is off sick then someone else can be granted access to their mailbox to ensure anything important is handled promptly.
- Shared Calendars: Now it’s easier than ever to schedule a team meeting, with advanced scheduling options available in Outlook and Exchange 2007 you simply select who needs to be in the meeting and the system will give you a time when everyone is available!
- Resource Scheduling: Not only can you see when you’re team members are available, but you can check availability of resources such as meeting rooms, projectors, laptops and other shared equipment and book them out for your meeting – never face a double-booking issue again!
- Email Backup & Restoration: Your email is fully backed up and secure, a basic requirement which is rarely in place for most email systems, and the consequences of this have been faced by almost all businesses losing important emails. Whether you need a whole mailbox restored or a single email, this is no problem and can be requested in a single phone call.
- Outlook 2007 Email Client: Ensuring you face no large software costs to facilitate your new service, we supply a full copy of MS Outlook 2007 for each of your user accounts.
- Remote Web Access: Remote and home-based working is becoming more commonplace for a variety of reasons, from legislation through to reducing office space requirements. Whatever the reason, your staff will be able to gain access to their email accounts from any computer via our secure web-portal.
- Shared Tasks: Make it more simple to assign tasks for a project throughout your team, and allow the necessary people monitor the progress and updates of each task.
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