Business Class Email Solutions
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This document discusses business class email solutions and alternatives to using free consumer email accounts for business purposes. It outlines how email is critical for businesses to communicate with employees, customers, and partners. While free email works for personal use, it is unreliable and insecure for businesses. Microsoft Exchange is the most popular business email solution but requires upfront hardware and software costs. The document presents hosted Exchange and other cloud-based alternatives as more affordable options that eliminate upfront expenses. It also notes regulations around email archiving and data retention that different industries must follow.
![Business Class Email Solutions
⢠Choosing Alternatives to Exchange
ďś There are several other comparable products on the market similar to Microsoft
Exchange. Have your IT staff research all of the available options and make a
recommendation based on the individual needs of your organization.
ďś When deciding an alternative for Exchange, keep in mind the need for future
scalability as well as support for wireless devices issued throughout your
organization.
ďś Many of the solutions on the market today come with contractual commitments,
be weary of entering into long-term licensing contracts. Itâs very easy to find
service providers who offer Business Class Email Solutions on a month to month
basis.
ďś [Disclosure: My company offers an Exchange alternative called Plethware that
has all of the same features of Exchange at a fraction of the cost. We can also
deploy hybrid solutions where you have users on Exchange and other users on
Plethware.]](https://image.slidesharecdn.com/presentation-business-class-email-solutions-101023031721-phpapp02/85/Business-Class-Email-Solutions-26-320.jpg)
Business Class Email Solutions
- 1. Business Class Email Solutions
- 2. Business Class Email Solutions Cotton Rohrscheib ďś Few people try the last nameâŚ ďś Partner / Co-Founder of Pleth, LLC ďś Award Winning Web Development & Interactive Agency ďś Offices in Batesville, Jonesboro, and Conway ďś Our core products include: ďś Managed Web Hosting ďś Web Design & Application Development ďś Graphic Design, Print Production ďś Business Class Email & Groupware Solutions ďś Social Media Consulting ďś Host of âThe Cotton Clubâ Podcast & Blog ďś Rackspace Consumer Board of Advisors (NASDAQ: RAX) ďś Have been in the IT industry over 10+ years.
- 4. Business Class Email Solutions ⢠What We Will DiscussâŚ ďś The importance of Email to your Business ďś Why Free Email Accounts are Bad for Business. ďś Microsoft Exchange ďś Alternatives to Microsoft Exchange ďś Email and Your Industry (Regulations, etc.)
- 5. Businesses use different tools to communicate today than they did 20 years agoâŚ
- 6. Business Class Email Solutions Todayâs Business Communication ToolsâŚ ďś Cellular Phones and Text Messages ďś VOIP (Vonage) ďś Instant Messaging (MSN, Skype) ďś Social Media (Facebook, Twitter) ďś Email is still most widely used & accepted...
- 7. Business Class Email Solutions The Importance of Email to Your Business ďś Itâs assumed that you have email. ďś Interact with Employees or Team Members ďś Transmission of Sales, Product Information, etc. ďś Fastest Method to Transmit Information Globally ďś Interact with Vendors / Strategic Partners ďś Interact with Consumers / Customers ďś Technical Support, Troubleshooting ďś Pre-Sale Questions ďś No one sends Letters Anymore ďś Fax Machines are DinosaursâŚ ďś The Times Have Changed
- 8. Business Class Email Solutions
- 9. Business Class Email Solutions ⢠Wireless Devices ďś Being able to respond to Emails from your wireless phone allows you the freedom to move around in other areas of your business rather than being chained to your desk. ďś After hours situations happen more frequently than you might think, being able to address those instantly with your wireless device has tremendous value. ďś Most business class email solutions come bundled with synchronization tools that interact with your desktop machine, keeping your contacts and calendars synchronized.
- 10. Free Email Solutions are Bad for Business. Period.
- 11. Business Class Email Solutions ⢠Free Emails for Business?? ďśReliability. Free email solutions from Yahoo, Microsoft Hotmail, and Gmail are great for personal email accounts where missing an important message isnât going to cost you money. ďś
- 12. Business Class Email Solutions ⢠Free Emails for Business?? ďśReliability. Free email solutions from Yahoo, Microsoft Hotmail, and Gmail are great for personal email accounts where missing an important message isnât going to cost you money. ďśSecurity. Free email solutions are often supported by advertisements. This doesnât usually generate enough revenue for providers to justify the costs of added security. ďś
- 13. Business Class Email Solutions ⢠Yes, This Does HappenâŚ
- 14. Business Class Email Solutions
- 15. Business Class Email Solutions ⢠Free Emails for Business?? ďśReliability. Free email solutions from Yahoo, Microsoft Hotmail, and Gmail are great for personal email accounts where missing an important message isnât going to cost you money. ďśSecurity. Free email solutions are often supported by advertisements. This doesnât usually generate enough income for providers to justify the costs of added security. ďśPerception. Your email address says more about you and your business than you might think. Letâs ask ourselves some questionsâŚ
- 16. Business Class Email Solutions Itâs About PerceptionâŚ ďś What does your email address say about your credibility? ďś What does your email address say about the credibility of your company? ďś How does your email address look on business cards & marketing material? ďś Which of the following email addresses would you buy a car from? ďź [email protected] or ďź [email protected]
- 17. Business Class Email Solutions
- 19. Business Class Email Solutions
- 20. Business Class Email Solutions â˘ ďś The most popular and widely used business class email solution on the market. ďś Combines support for e-mail, calendars, tasks, notes, and contacts ďś Supports collaboration between co-workers with shared calendars, shared contacts, assigned tasks, etc. ďś Requires hardware purchase, lease, etc. ďś Requires software licensing, renewals, etc. ďś Requires dedicated IT Person or Service Contract to run in-house. ďś Most Exchange users in our area have Exchange in-house. ďś There are options to in-house Exchange that knock the entry costs and maintenance fees down dramatically.
- 21. Business Class Email Solutions ⢠Microsoft Exchange Costs ďś Corporate Account / Small Business w/ 30 Users ďś Hardware Costs & Equipment - $8000.00 ďś Entry Level Software Licensing - $2500.00 ďś Periodic Software Licensing Renewals - $500.00 ďś Spam, Antivirus, and Backup Solutions - $3000.00 ďś The Average Business w/ In-House Exchange has about $12-$15k invested. ďś Important to Remember⌠The stability of your entire email platform is dependent on the consistency of your internet service provider. If your internet goes down frequently, your emails could be held delayed dramatically. ďś The Cloud Brings Alternatives⌠There are several service providers today offering cloud or hosted Exchange Solutions for small businesses that only require a small monthly fee per seat, or account.
- 23. Business Class Email Solutions
- 24. Business Class Email Solutions ⢠Microsoft Exchange in the Cloud ďś Same Exact Functionality as In-House Exchange ďś No Investment in Hardware Needed ďś No Software Licensing Required ďś Reduced Headaches for your IT Staff ďś Flexible Storage Scalability ďś Inexpensive Point of Entry, Affordable Monthly Fees
- 26. Business Class Email Solutions ⢠Choosing Alternatives to Exchange ďś There are several other comparable products on the market similar to Microsoft Exchange. Have your IT staff research all of the available options and make a recommendation based on the individual needs of your organization. ďś When deciding an alternative for Exchange, keep in mind the need for future scalability as well as support for wireless devices issued throughout your organization. ďś Many of the solutions on the market today come with contractual commitments, be weary of entering into long-term licensing contracts. Itâs very easy to find service providers who offer Business Class Email Solutions on a month to month basis. ďś [Disclosure: My company offers an Exchange alternative called Plethware that has all of the same features of Exchange at a fraction of the cost. We can also deploy hybrid solutions where you have users on Exchange and other users on Plethware.]
- 27. Spam & Antivirus
- 28. Business Class Email Solutions
- 29. Business Class Email Solutions
- 30. Email Archiving & Data Retention Regulations for Your Industry
- 31. Business Class Email Solutions
- 32. Business Class Email Solutions ⢠Email Archiving & Data Retention ďś Open Meeting Laws - Intended to promote transparency & access to government records ďś Freedom of Information Act (FOIA) - Gives greater access to government records, updated in 1996 to encompass electronic records ďś Healthcare Insurance Portability & Accountability Act (HIPPA) - Wraps stiff penalties around violations of electronic data retention and privacy regulations ďś 21 CFR Part 11 - Imposes FDA-mandated policies for electronic records management on pharmaceutical companies ďś SEC 17A-4 - Places stiff SEC-enforced rules around retention and access to records related to securities transactions ďś Sarbanes-Oxley (SOX) - Addresses auditing and reporting for corporations to combat corporate accounting fraud ďś Gramm-Leach Bliley Act (GLBA) - Enacts regulations around data security in the financial sector ďś FRCP - Sets limits around electronically produced and saved documents that are required as part of legal compliance
- 33. Business Class Email Solutions ⢠Healthcare Industry
- 34. Business Class Email Solutions ⢠Healthcare Industry Regulations Healthcare Industry ďś Hipaa ďś Sarbanes-Oxley Act ďś Freedom of Information Act Consequences for Regulatory Non-Compliance: ďś Inability to secure certifications (relationships w/ vendors, patients, & insurers) ďś Civil Penalties & Fines ďś Criminal Penalties Including Jail Time ďś Legal Fees Defending Non-Compliance
- 35. Questions? 1-888-276-0848 Email Accounts Starting at $4.95 monthly.
Editor's Notes
- #2: Business Class Email Solutions â Welcome
- #3: About me section, speed through this quickly as possible. Emphasis on Offices in Batesville, Jonesboro, and Conway (mention that I live in Conway)
- #4: Business Class Email Solutions Email solutions for business use. Integrated application suites, etc.
- #5: Importance of Email to Your Business Why Free Email Solutions are Bad Microsoft Exchange Alternatives to Microsoft Exchange Server (cloud exchange, plethware, etc.) Email Archiving and Data Retention Requirements for Your Industry w/ a close look at Healthcare
- #6: Businesses use different tools to communicate today than they did 25 years ago.
- #7: These are just a few examples of the tech tools businesses use today. What used to be a high pitched shout out to a coworker in another room is now a simple IM chat notification. Even with all of the advances and new technologies out there, Email is still the most widely used & accepted methodâŚ
- #8: The times have certainly changed⌠And if you donât believe it, just ask this guy w/ his 28lb cell phone. (next slide)
- #10: Today smartphones look a lot more like this. One of the most important components for a business class email solutions in my opinion is wireless email You will want to make sure that your business class email solutions work well w/ wireless devices and allow synchronization & collaboration. Go over the points to emphasize why wireless is important.
- #11: I might be getting ready to step on some toes at this point. Free email solutions are bad for business. I have three reasons why I say this. (Reliability, Security, and Perception)
- #12: Reliability
- #13: Security should be a primary concern regardless of your business type.
- #14: Free email accounts, even Google apps are particularly appealing to organizations because they are FREE. No cost of entry, no overhead, etc., but itâs important to remember that you get what you pay for. Just think about the poor Gmail users that had their accounts hacked and their friends were all emailed viagara testimonials. How embarrassing is that?
- #15: This is Sarah Palins hacked Yahoo email account. It was posted on several websites but most famously Gawker.com and wikileaks.com. Not only was her email compromised but also the information for all of her contacts and her calendar.
- #16: Perception is important Letâs look a little closer at this pointâŚ
- #17: Ponder this question
- #18: While you ponder that question, I would like to introduce you to [email protected] He prefers to keep his email at Gmail because he moves around from company to company a whole lot.
- #19: Microsoft Exchange Server is a product that some of you might have heard of before.
- #20: Full disclosure, my company, Pleth, LLC offers a cloud based Microsoft Exchange as one of our business class email solutions. The Microsoft Exchange Server in-house solution is what I am referring to right now.
- #21: Key points about Exchange
- #22: Exchange server costs â in-house version w/ server & software licensing
- #23: Alternatives to Microsoft Exchange Server that can be just as productive and save you money.
- #24: Disclosure, again my partners and I sell a hosted exchange cloud solution for a monthly per user fee that is a fraction of the cost of normal exchange when you compare apples to apples, etc. We also have a branded solution that is our flagship product called Plethware that we sell as a replacement to exchange. We can also sell hybrid solutions where you might only need 3 exchange licenses / seats and x number of plethware accounts.
- #25: What is Microsoft Exchange in the Cloud? What are the advantages.
- #26: This is how the cloud works.
- #27: What are some considerations?
- #28: Spam and Antivirus Solutions
- #29: 81% of the email floating around out there is spam.
- #30: This is how our Plethware solution protects against spam and viruses at the server level so you donât have to worry about them on your end.
- #31: Email Archiving and Data Retention. Email archiving is a service that backs up and stores all emails from your company. These emails are stored in a searchable location for easy retrieval.
- #32: Full disclosure, email archiving is a product that my partners and I added as an add-on to our exchange and plethware products for an additional fee.
- #33: These are just a few of the industry mandated regulations in place today that require email archiving and data retention.
- #34: Letâs evaluate the Healthcare Industry as an example of how industry regulation is requiring email archiving and data retention.
- #35: If you work in the healthcare industry, donât leave this event w/out speaking to us first.
- #36: Questions / Comments?