I used to have a really cool Windows Server loaded with applications that ran my business. I liked my server, and I spent a lot of time with my server. I would patch my server often and check the spam filter, update virus defition files, and work the server error logs. In short, my server was well fed, well maintained, and in good health. I would spend about two hours a week working on my server. Not much to ask for a good email, web, and file server.
I was asked by a client to research an email hosting solution that would support 500 users. They wanted to know the pros and cons of email hosting. In short this is what I presented.
cons
confidentiality, control, backup
pros
cost, support, expertise, security, availability, scalability......
As part of the research I moved my family email to a hosted solution. Here is why I moved Pioneer Solutions Group over and not my 500 user client.
I decided to go with Googles hosted solution. This allowed me to use my URL (@pioneersg.com) in the email address rather than @gmail, @yahoo, @hotmail. The main factor for the Google decision was the 2GB of storage they offer, the search capability, the cost was free, and the simple webmail interface which I could access from anywhere in the world. The main reason for the decision to go hosted was math. I spent 2 hours per week on maintaining my server. That equates to about 104hrs per year. Time is money, and anyone that runs a business knows that this really is true.
My client had legal and government compliance issues which made the solutions we looked at not a great choice. However, the final factor was integration with their parent organization which proved to be too complicated for the expense.
So how did it go for my small business. I love it. I use an email client on my laptop to pull mail down about 98% of the time so I don't even know I am using Google. I haven't seen a spam email in my inbox in months. However, they don't get deleted automatically, they go into a SPAM inbox so I can see if a message gets in there that shouldn't have. I have no virus issues and they continue to add features. They do have the sponsored links which some people do not like, and the calendar is not as full featured as an Exchange solution. However, I get meeting requests from my clients Exchange system and I can click on accept and they get an email and it gets put in my calendar which is 90% of what I need in email / calendar integration.
So Google has provided me an email server that gives me 100% uptime, no SPAM and no virus issues and a simple to use web based mail client that supports POP3 and has calendar integration. I am trying to remember why I thought I needed my own server. Many small business owners assume they need to purchase and maintain a server to run their email when that is no longer the case. Consider the option of outsourcing your email, it could save you time, money, and more time and money.