Contemplating E-Mail Account Management

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INTRO

Managing email accounts for an organization is a critical aspect that is often overlooked as I have found over the years working with clients. When this happens it leads to time, money, and data loss, sometimes even being hacked or breached.

THE ISSUE

The issues normally occur when a client uses personal and business email accounts and does not document them. For example, you typically need a free email account to sign-up for services. This would be like a standard Gmail or Outlook email account.

Website hosting companies when you sign up you need an email account. If it’s your first time buying a domain and getting email accounts for your business with a domain name you’re only going to have personal email accounts available to you. So you will need to have some personal email accounts.

The name of your personal email accounts should make sense but avoid giving away too much information like your first and last name, have proper MFA setup, and accurate contact and recovery information tied to the account.

THE FLOW

So here is a little flow chart for how I see this.

• [email protected] -> A2 Hosting -> Domain -> (Webmail | Google Workspace | Microsoft 365) -> [email protected]

For your business email accounts you will want something like the following:

• [email protected]
  • This is used for central management that can be shared with others if you have a team.
  • If you have a team, register software and services here for administrative purposes.
• [email protected]
• [email protected]
• [email protected]
• [email protected]
• [email protected]
  • This is used for alerts where a team can see them.
  • SMTP2GO relay to here.
• [email protected]
  • This email has your name and should be used for services and purchases where you directly will have conversations outside of your team.

By doing this you’re keeping things organized and simple for an SMB.

CONCLUSION

I will add more to this in the future but wanted to get a simple template for others to ponder and get started.