5 reasons why managing your own email system is a waste of resources

Everyone agrees that email systems are mission-critical to just about every business.  Email is relied upon for the majority of communication and file sharing that occurs at most organizations.  If there is an email system outage, every department instantly knows about it.

However, most organizations use email exactly the same way. Their users want to communicate, manage contacts, and update calendars. There is nothing proprietary to how the system is deployed. Yet they spend an incredible amount of time and money managing the service.

Instead, almost all companies would be better off outsourcing their email systems. Here are five reasons why managing your own email system is a waste of resources:

email system hosting - Exchange Hosting1.    Staffing

Email is one application that users depend on 24/7/365.  They are connected to it at their desks, on their tablets, and on their phones. It’s extremely costly to maintain an IT staff with the expertise to keep the email system running and address problems as soon as they arise. Valuable IT personnel are better utilized on projects that improve a company’s competitive edge.

2.    Infrastructure

Procuring the infrastructure, including servers, storage, security appliances, and software licensing is expensive. And then the equipment and software needs to be constantly kept up to date. Significant capital and operating expenses can be eliminated or reduced by outsourcing the corporate email system to a third-party provider.

3.    Training

As new versions of server operating systems and email server software and associated patches are released, system admins need to be retrained on the latest functionality and support issues. One of the major causes of unplanned email downtime is during these upgrades, due to unfamiliarity with potential system conflicts. Likewise, IT staff charged with protecting the email system from security threats must devote a considerable amount of their time staying current on new cyber threats and security practices.

4.    Threat protection

As of 2013, 69.6% of all email traffic was spam-related, much of it carrying malware and phishing attacks. It is becoming almost impossible for individual companies to maintain state-of-the-art threat protection in house. Would-be perpetrators are developing new and innovative ways to penetrate target organizations on a continual basis. Outsourcing the email system transfers this burden to a third party which specializes in deploying and protecting email systems.

5.    Improved support levels

Email-related support requests often receive slow response from internal IT staff, resulting in lost productivity. Many organizations also struggle with slow on-boarding and off-boarding of employees with respect to email access because these requests are given low priority.

An email system with better service at a lower cost

Working with an industry leading, enterprise-class email provider addresses these issues and more at a comparable or lower cost than running your own email environment. A quality provider employs a highly trained staff that specialized in email systems, 24x7x365.  They deploy best-of-breed infrastructure that is always kept up-to-date. And the email system is constantly monitored to detect and eliminate issues before they arise.

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