Enhancing Small Business Efficiency: Ditching Large Email Attachments

Large email attachments pose several challenges for small businesses. Utilizing Microsoft Office 365, businesses can benefit from more efficient and secure alternatives to sending large files via email.

Cost

The primary issue with large email attachments is the impact on email server resources. Small businesses often have limited email server capacities, and large attachments can quickly consume available space, leading to slow email performance, poor search capability, and potential disruptions in communication. While you may be able to add additional space to your cloud subscription these recurring monthly costs do add up quickly.

Security

Second, the security of sensitive information is compromised when any attachments are sent via email. Emails can be intercepted, and attachments may inadvertently be sent to the wrong recipients. This increases the risk of data breaches and privacy violations. Once an attachment has left your email box it has left your control, there is no way to delete it, no way to recall it, and no way to stop those who have received it from accessing the information within. In compliance with data protection regulations, such as GDPR, HIPAA, FACTA, and other regulatory requirements it is crucial for businesses to adopt secure practices in handling confidential information.

Inefficient Collaboration

Moreover, large email attachments can contribute to inefficient collaboration. Downloading and uploading large files can be time-consuming, especially for businesses with slower internet connections. This can hinder productivity and delay project timelines, impacting the overall efficiency of the organization. Have you ever been looking at an attachment from an older email, and the file has already changed?

A recommended alternative for small businesses, especially Technology Did It clients here in Ellis County, is the use of sharing links through Microsoft Office 365 or similar cloud-based platforms. Sharing links allow businesses to upload files to the cloud and share a secure link with recipients. This approach enhances security by requiring authentication for access, prevents mailbox clutter, and ensures faster collaboration without the limitations of attachment size restrictions. When shared from sharing links, email sizes reduce drastically, updates happen for all who possess the link instantly, and documents can be secured instantly.

In conclusion, avoiding large email attachments is a best practice for small businesses, and the use of sharing links through Microsoft Office 365 or Google Workspace offers a more efficient and secure method for file sharing, aligning with the needs of small businesses in Ellis County, including Midlothian, Texas. If you would like to more information on how Technology Did It, can help your small business collaborate more efficiently, store attachments more securely, and save money reach out to us for a free consultation.