A shared mailbox sure does come in handy when you need to communicate fast. Usually, more than one user can access the mailbox, provided they have the required permissions. These shared email boxes are centralised for sending, receiving, and sharing information.
With a shared mailbox, you get a single point of contact. Thus, you can easily segregate a department’s function into a functional email and shared folder.
What’s more, you assign and remove people easily while avoiding an overwhelming number of emails or unanswered questions.
Seems easy, right?
However, this does not always work out. For instance, when trying to access the mailbox, you can always encounter a synchronisation issue, usually, if your staff use older versions of Outlook or if the mailboxes are just too big.
Also, the issue of security can become a concern, thus before sharing a mailbox, you must determine:
- Who has access to the mailbox and do they have authorisation?
- How safe is the data being shared? And, is the dept. in question allowed to share it!
- What access level should be given to different individuals accessing the mailbox.
Shared email boxes also pose a significant risk to the users logged into the account. When remote bad actors take over the account, say through automated cracking/hacking, more of your users risk phishing scams, and it’s all downhill from there.
Shared mailboxes will always have a place in business, but it’s our recommendation to move away as much as possible to more automated processes by using platforms such as Microsoft Flow, as well as using CRM systems more effectively. A great many companies would actually benefit from a helpdesk platform such as Zendesk to manage communication rather than just sharing mailboxes.
Yes, every mailbox has its own email size sending limit; thus, if you want to send a large file, you risk getting “limitation” errors. Also, large email sends often have different load/rendering speeds and your recipients don’t have the same high-speed connection as yours; hence, a long-loading attachment may lead to irritation.
Additionally, for some email clients, a large email body may partially be rendered; hence, your recipients will only receive part of the information. Now, you do not have to worry about wasting time or resources sending emails to everyone on your list. Instead, you can use good file-sharing platforms like SharePoint or OneDrive, which have precise data expiration dates, and has security measures put in place by the security team, so not only can you share big files easily, but you can better control the security around your data.
While OneDrive is a more manageable platform, with a lot of free storage and easy organisation, Microsoft SharePoint offers a company-wide file and task management system. Therefore, you can expand your IT infrastructure in a cost-effective way while protecting your customer data through secure logins, MFA, and other benefits.
Businesses often manage their information by uploading them to secure digital storage spaces, which are within reach and easier to access. But how do you get the paperwork to the cloud or to your storage devices? The answer is, through scanning them. Scanners are essential devices at work.They allow you to transform a physical document into a virtual one, making it easy to handle. So, if your company handles enormous volumes of data, scanning every page becomes a little taxing on employees, and frankly, inefficient. The problem comes when you have to sit at your desk with a flatbed printer, and go through the whole document, page by page while making changes before saving each section. And that’s not all; you, later on, have to sit and organize the files into a nicely prepared document before being able to use it effectively. Tiring, right?
Well, you’re right, and it’s time you upgraded. That’s why you need to automate your document scanning process as quickly as possible. and also avoid human error when processing thousands of paper documents.
With document processing software, you can minimise errors without backtracking or processing your documents again. The features on various scanning software allows you to process and classify data as it comes, saving you time and increasing your employee productivity.
There are several solutions out there that enable users to take charge of scanning in less tedious ways such as using Apps or software platforms such as AutoEntry which push the responsibility to the staff member generating the paperwork instead. For example you’ll be surprised how much time can be saved by employees taking pictures of their fuel receipts and simply emailing them to an automatic expenses platform.
We’ve proved it! Scanning issues are a top ten annoyance in IT support, especially for produce companies.