{"id":2279,"date":"2020-01-24T13:46:45","date_gmt":"2020-01-24T12:46:45","guid":{"rendered":"https:\/\/bluemind.purpl-web.com\/?p=2279"},"modified":"2022-09-06T09:54:56","modified_gmt":"2022-09-06T07:54:56","slug":"whats-the-true-cost-of-business-email","status":"publish","type":"post","link":"https:\/\/bluemind.purpl-web.com\/en\/whats-the-true-cost-of-business-email\/","title":{"rendered":"What\u2019s the (true) cost of business email?"},"content":{"rendered":"\n

Email\u2019s rule over all means of communication is growing and consistently confirmed by studies (such as this one<\/a> published by Mitel in late 2019). It is at the heart of the technology we use every day (workplace, mobility, etc.) and it is our identifier for access to a wide array of digital services.\u00a0 <\/p>\n\n\n\n

Because we\njust can\u2019t do without it, and all companies \u2013 almost \u2013 without exception are\nequipped with it, email must be treated as a critical business tool which must\nbe available 24\/7 just like power or water. As a critical service, its cost must\nbe rationalised, particularly in times of stagnating or shrinking IT budgets. <\/p>\n\n\n\n

This is where TCO<\/a> comes into play. IT decision-makers must be able to assess the total cost of a business email solution when looking into a migration project. Here are a few tips on what you need to bear in mind. <\/p>\n\n\n\n

Key email cost factors<\/span><\/strong><\/h2>\n\n\n\n

Number of users<\/strong> <\/em><\/span><\/h3>\n\n\n\n
\"\"<\/figure>\n\n\n\n

The number\nof users is fundamental. Whether it\u2019s hosted or on-premises, your email system will\nnot cost the same if you have 50, 500 or 5,000 users. The number of users determines\ninfrastructure size, servers, storage capacity, support requirements, etc. Business\nemail plans are priced on a per-user basis for a set period of time. The more\nusers you have, the lower the per-user price. With one caveat however, prices\nmay vary if you have users at different geographic locations or if your plan\nincludes different usage scenarios \u2013 e.g. combining several product types, some\nincluding videoconferencing and others not.<\/p>\n\n\n\n

Hosted, on-premises or mixed?<\/em><\/span><\/strong><\/h3>\n\n\n\n

Having your\nservers on your premises gives you more control over your IT system as you\nmanage it yourself, making it easier to tailor it to your needs and integrate. But\nthat requires having expert IT staff on site and physically owning the\ninfrastructure, which entails capital expenditure. <\/p>\n\n\n\n

A hosted email service also has benefits, especially for SMEs that have neither the infrastructure nor the resources required to maintain it. SaaS<\/a> mode means not having to worry about installation or maintenance but more importantly, from an accounting point of view, the costs go towards operating expenses rather than capital expenses. <\/p>\n\n\n\n

If you opt\nfor a hosted solution, depending on your company\u2019s size and the amount of email\nstorage you need, you\u2019ll have to choose between shared or dedicated hosting. Many\nsmall companies start with shared hosting \u2013 whereby the physical server is used\nby several tenants \u2013 because it is more affordable and has all the benefits of\na hosted service \u2013 security, reliability and confidentiality. When this server\nspace is no longer sufficient, companies can move on to a dedicated mail server\nwhich typically offers more tailored options. <\/p>\n\n\n\n

In one word,\nhosted, on-premises or mixed, it all depends on your organisation\u2019s structure, in-house\nskills, service providers and your needs! To know what solution suits you best,\nyou must not only consider infrastructure costs, but also all security aspects\nand the expertise required to run the service. <\/p>\n\n\n\n

Labour requirements <\/em><\/span><\/strong><\/h3>\n\n\n\n

Labour\nrequirements are largely contingent upon on the point above. The choice of a\nhosted, on-premises or mixed solution will directly \u2013 and strongly \u2013 impact\nyour labour costs. It is one of the most important costs but also one of the\neasiest to calculate \u2013 man-days dedicated to the solution\u2019s installation and upkeep.\nThen comes the issue of maintenance and support operations \u2013 who will carry out\ntier 1 support, what will be their availability and area of competence be and\nwhen will you move up a tier. <\/p>\n\n\n\n

Another aspect\nimpacting labour needs is administration. Whether in SaaS or on-premises mode,\nyou will need to manage accounts, data life cycles, overall organisation\n(groups, resources, structure, sharing, etc.), IT equipment (see \u201cresistance to\nchange\u201d below), etc. These costs must be considered as part of your email\nbudget. <\/p>\n\n\n\n

Mobility <\/em><\/span><\/strong><\/h3>\n\n\n\n
\"\"
Photo by bruce mars from Pexels<\/sup><\/figcaption><\/figure>\n\n\n\n

As a recent study by Statista<\/a> confirms, \u00a0email is one of the most popular mobile apps for most businesses. Depending on your workflows, processes and how critical email is to your organisation, mobility is a key aspect to consider when choosing your mail solution. Does the solution use standard mobile apps, does it offer its own dedicated client or does it use a third-party solution? If it does have its own client, what operating systems or mobile devices does it support? Does it include update support? Are updates automatic? <\/p>\n\n\n\n

Features<\/em><\/span><\/strong><\/h3>\n\n\n\n

Obviously, price levels vary according to product features. This depends on what your usage is. If you often send large files, you must consider the issue of storage capacity \u2013 e.g. being able to send linked attachments<\/a>, or drive storage. From a simple email service to a full digital workplace<\/a>, ask your future provider about its product\u2019s native features, and whether it can integrate new ones!<\/p>\n\n\n\n

 Extension and openness<\/em><\/span><\/strong><\/h3>\n\n\n\n

You often\nneed your email solution to interact with your other digital tools. Calendars\nand holiday management software, email and ERP, contacts and CRM are some of\nthe most common software interactions. They can also be much more complex, it\nall depends on your needs. You need to review the interactions required in your\norganisation, and what they might be in the future. Is the email solution you\nare looking at extensible through plugins? Does it have APIs? What is its operational\nscope (email data, calendars, contacts, IT systems such as users, groups\nresources, sharing, privileges, settings)? Etc. <\/p>\n\n\n\n

\n\n\n\n

Beware of hidden costs !<\/span><\/em><\/h2>\n\n\n\n
\"\"<\/figure>\n\n\n\n

Migrating from your original system<\/em><\/span><\/strong><\/h3>\n\n\n\n

There are\nseveral ways you can migrate your mail from one system to another, depending on\nboth your new and your old system. Some solutions that are aging or lack\nopenness can be very expensive to move out of, depending on how easy it is to\naccess the data and your teams\u2019 or IT supplier\u2019s expertise on the old solutions\nor your needs. The cornerstone of it all is access to data. Is your data in a\nstandard format (IMAP protocols, ICS, etc.)? Are any APIs used to access mail,\ncalendar, contacts, or settings, etc. data? \n<\/p>\n\n\n\n

The more your solution is built on standard protocols and formats (like BlueMind<\/a>) the less costly and tricky migration will be.<\/p>\n\n\n\n

In hosted\nmode, it is not always easy to have full, practical access to your data, which\ncan be a hindrance to migrating to a new solution \u2013 What access to data do you\nhave? Do you have an admin account to access all your data? It is important to\ntake into account a solution\u2019s service reversibility when making your decision.\n<\/p>\n\n\n\n

This is\nsomething you must be prepared for to avoid unpleasant surprises. <\/p>\n\n\n\n

Data security<\/em><\/span><\/strong><\/h3>\n\n\n\n

Security weaknesses can be very costly, and it is important for you to know how your data is managed. To begin with, knowing where and by whom it is hosted tells you a lot in itself. E.g., if a US company hosts your data in France, you will be subject to the Cloud Act<\/a>, i.e. US law rather than French law. If you\u2019ve gone for integration \u2013 e.g. you\u2019ve combined your email with your CRM system \u2013 you\u2019re exposing your emails to the third-party\u2019s application\u2019s datamining or any other breach of data through that service.\u00a0 <\/p>\n\n\n\n

In terms of\neveryday security, remember that email is the number one source of cyber\nattacks (including phishing). Email is a victim of its own success as it is \u2013\nby far \u2013 the top tool for company communications. In an SaaS setting, you depend\non your host\u2019s security guarantees, so make sure you choose it well. If your\nsystem is on-premises, make sure you consider this issue within your project\u2019s\nscope \u2013 firewall, gateways (email relays) that protect the platform which must\nnot be accessible directly, etc. <\/p>\n\n\n\n

Downtime<\/em><\/span><\/strong><\/h3>\n\n\n\n
\"\"<\/figure>\n\n\n\n

You may not\nactually have to take cash out of your bank account, but productivity loss as a\nresult of email break down \u2013 including taking up your IT department\u2019s time to\nfix it urgently \u2013 can be very costly. As many companies rely on email for\nvirtually all aspects of their activity, server downtimes are a very serious\nissue \u2013 salespeople are unable to send orders or invoices, replies don\u2019t reach clients,\nyou can no longer use your calendar, set up appointments,  etc. Availability is a very important item to\ntake into account in assessing your overall email costs. <\/p>\n\n\n\n

Digital sovereignty, client lock-in and reversibility<\/em><\/span><\/strong><\/h3>\n\n\n\n

Some software publishers\u2019 lock-in<\/a> strategies (major ones at least) are notorious \u2013 one vendor\u2019s solution is only compatible with its own other solutions, which forces you to get all your products from the same company. Once you\u2019re equipped, your reliance on one company and its products and services is such that changing to a different one entails something of a revolution and significant costs \u2013 which may be real or perceived.\u00a0 <\/p>\n\n\n\n

These\nstrategies are a threat to your digital sovereignty. This notion encompasses\nseveral areas including data control (which we\u2019ve mentioned in the paragraph\nabout security) but also technological and financial control. Once you\u2019re\nlocked into a solution, you\u2019re technologically dependent on its formats and evolutions.\nFor instance, you\u2019re directly impacted by the software\u2019s planned obsolescence \u2013\nend of support or compatibility with more recent versions that effectively force\ncustomers to upgrade. <\/p>\n\n\n\n

Your financial independence is also compromised, as you will be subject to your supplier\u2019s pricing policy. At a recent IT consumers association\u2019s conference<\/a>, major French CIOs raised the issue of the untenable financial pace set by major Cloud players and software publishers, as well as \u201cthe economic model of support contracts \u2013 which are recalculated as the number of licences drop so that costs stay constant \u2013, the range of offerings, price increases when the number of licences or subscriptions fall\u201d, \u201cobscure contract clauses and metrics which are interpreted to favour the suppliers\u201d, as well as poor openness to feedback and the inability to negotiate. <\/p>\n\n\n\n

Something to\nbe weary of as it can inflate the bill in the long run is the degree of control\nyou keep, your ability to negotiate with the supplier or change solutions\n(reversibility). <\/p>\n\n\n\n

Publisher quality and longevity <\/em><\/span><\/strong><\/h3>\n\n\n\n

When you choose an email service for business use, the \u201cwho\u201d is just as important as the \u201cwhat\u201d. Choose a company you trust, with proven experience in email service supply. More specifically, find a supplier that ensures availability, reliability and security as well as strong data migration and transition management expertise. Some industry players also let you interact with them and contribute to the solution\u2019s evolution<\/a> and the product roadmap. <\/p>\n\n\n\n

Resistance to change<\/em><\/span><\/h3>\n\n\n\n
\"\"<\/figure>\n\n\n\n

Resistance to change is a major problem area that can significantly increase the bill. As a tool, email is driven by usage, not technology \u2013 user habits weigh very heavily on companies\u2019 choice of solution. Company leaders and CIOs would like more economic patriotism, more data security and control and savings. But the fear of upsetting their users\u2019 habits, which are deeply ingrained as \u2013 executives spend \u00a05h hours on email per day on average<\/a>! \u2013 is often what eventually tips the scale in one direction or another. You can\u2019t risk a drop in productivity because your employees reject the company\u2019s email system, let shadow IT to take over, or invest a massive amount of time in training. <\/p>\n\n\n\n

BlueMind is built on a user-centric and multiplatform approach to help overcome this hurdle. It is the only natively Outlook compatible solution<\/a> and offers the best Thunderbird support<\/a>. <\/p>\n\n\n\n

This means that if part of your users is used to\nOutlook and the other to Thunderbird, both can be supported on the same\ninstallation and all can enjoy their full array of collaborative and shared features.\nThe transition to a new email server is more transparent for users and their\nchoice of how they access mail can evolve over time. <\/p>\n\n\n\n

With the explosion of e-commuting and mobility in\ngeneral, the types of tools used has duplicated: for the same email account you\nmay use Outlook in the office, your smartphone while on the move and a webmail app\nat home. As a matter of fact, increasingly more organisations are choosing to\nuse a thick client \u2013 or a combination of clients \u2013 as they wait to change over\nto a webmail system. <\/p>\n\n\n\n

When you choose a new solution, you need to consider this\nrisk and assess it: what are the different usage scenarios in your organisation,\nand can your supplier ensure that you users\u2019 habits will be taken into account?\n<\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

In closing\u2026<\/span><\/strong><\/h2>\n\n\n\n

It\u2019s always\ntempting to go for the cheapest solution, but email is such a critical tool\nthat you must consider the entire range of factors \u2013 features and operational\nquality. Your users, your clients and the core of your business all depend on\nit one way or another. You must find out what this involves, assess their\nextent and choose a service that meets your requirements and possibly exceeds\nthem. This requires time, talks with your IT department, and a little research.\nDon\u2019t skip these steps if you don\u2019t want to pay the price later. <\/p>\n","protected":false},"excerpt":{"rendered":"

IT decision-makers must be able to assess the total cost of a business email solution when looking into a migration project. Here are a few tips on what you need to bear in mind.<\/p>\n","protected":false},"author":8,"featured_media":2264,"comment_status":"open","ping_status":"open","sticky":true,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"categories":[1,11],"tags":[192],"class_list":["post-2279","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-non-categorise","category-usages-en","tag-featured"],"acf":[],"yoast_head":"\nWhat\u2019s the (true) cost of business email? - Bluemind<\/title>\n<meta name=\"description\" content=\"Les d\u00e9cideurs IT doivent \u00eatre en mesure d\u2019\u00e9valuer le co\u00fbt total d\u2019une solution de messagerie professionnelle. 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