Outsourcing Email Management Companies are Getting the Message
Email is a company’s lifeblood. Everyone from the corner office on down depends
on it and expects 100 percent availability. They schedule meetings, assign tasks,
answer questions, receive product orders, check progress and exchange friendly
greetings - all with the click of a mouse. Communication among customers, employees
and business partners has never been easierUntil something goes wrong.
An employee inadvertently opens the door to a virus that downs the entire system A
heavy day of email volume overwhelms the allocated storage, impeding performance
of other mission-critical IT functions Corporate counsel has asked that you
turn over all emails from July of last year to settle a patent dispute, and you’re
not even sure if you have them. All the while several of your staff members are
spending hours trying to solve these problems, while the more strategic and forward-thinking
projects get put on hold again.
Managing corporate email systems has become a nightmare for companies and an
expense that seemingly knows few bounds. Email systems grow so fast that what
should be one of the most strategic tools at our disposal can quickly become
an out-of-control beast that refuses to be tamed.
In fact, according to the Radicati Group, the number of mailboxes is expected
to increase by 20 percent or more, and volume per user has grown by 53 percent
over last year. No wonder system management is such a daunting task.
There’s more at stake than convenience. Vulnerabilities are exposed as email
volume grows, new viruses attack and CAN-SPAM-like government regulations become
more convoluted. A downed email system interrupts business, slows productivity
and disrupts potentially critical communication. And companies can be held financially
liable for viruses that are inadvertently spread by an employee, or for questionable
or inappropriate content transmitted from their systems.
Who’s managing the Email Store?
Most larger companies still place the responsibility of managing their email
systems on already overburdened and under-budgeted IT departments, expecting
them to expand systems, prevent virus attacks, filter spam and develop archiving
solutions - all with shrinking budgets and dwindling staffs. Most of the smaller
companies don’t even have that luxury; it’s strictly do-it-yourself.
Some companies have never investigated how much maintaining their email systems internally is costing them - in actual dollars, hardware costs, IT resources, personnel time and lost revenues and/or productivity when the system is not available. The costs are high - it seems there’s no end to the complexity involved in maintaining a corporate email system.
Most are increasingly heterogeneous, with end users across an organization using different versions and various email platforms - making management and maintenance time-consuming and more complicated than necessary. IT experts are forced to spend enormous amounts of time maintaining a non-strategic - albeit crucial - function while critical business objectives are set aside to meet the urgent email needs.
Meanwhile, system managers are constantly fending off attacks from new viruses and worms, and trying to beat back the influx of spam on already overloaded email inboxes. According to a study** conducted by the Pew Internet and American Life Project, 25 percent of Internet users have had their computer infected by a virus, most likely from an email message. They are coming fast and furious, and most companies are ill-prepared. Spam and virus filters are not very good, catching a lot of false positives and dumping potentially important email.
Free Up Your Personnel
A full 60 percent of the costs involved in maintaining a corporate email system come down to personnel, so it makes sense for midsize companies to consider outsourcing. Concerns that made companies hesitant in the past - worries about the consistency of an external data center, and fears that service providers wouldn’t be able to support a globally hosted infrastructure - are non-issues today.
A study* by The Radicati Group, released in November, finds that corporations of all sizes are increasingly deploying hosted email solutions as opposed to in-house solutions. The analysts estimate that hosted email currently accounts for about 67 percent of all email accounts worldwide. This trend is attributed to complex in-house messaging solutions, spam and virus problems, storage pressures, compliance requirements and other driving factors.
Outsourcing management of a corporate email system is where another company hosts your system and is responsible for complete reliability and security - can be a wise decision for companies of any size that want to streamline their email operations and relieve their internal IT staffs of the burden. With the right email management services partner, outsourcing will save time, money and lost productivity by:
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