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Corporate email is the life-blood of many organizations. An unexpected email outage causes ripple effects throughout the entire company. IT Helpdesks are overwhelmed with calls from end users, IT staff is pulled from other projects until service is restored and employee productivity is impaired as internal and external communication is interrupted or important documents are inaccessible.
The dependence on email is in most companies completely underappreciated until email is broken. There are warning signs, of course, and most email outages or disruptions could be prevented with the proper monitoring and reporting tools in place.
Hardware and software failures aside, here are the 3 most common reasons for email systems to fail:
1. Change
Corporate email systems are always changing. System and software upgrades, company mergers and business expansions, server consolidations etc. all contribute to a very dynamic environment that is prone to failures. Tight project schedules often don’t allow for an assessment of the current usage and system utilization or optimization, even though an assessment and clean-up project executed prior to upgrades or changes would in most cases reduce overall costs and limit project risks.
2. (Ab)Users
Employee email (ab)use is the 2nd most likely cause for system outages. Do you know what your users are doing to your mail system? Permessa found by analyzing thousands of corporate email systems over the last 15 years that in most companies fewer than 1% of all users are consuming over 80% of system resources. Most email administrators have a hunch of what’s going on and what or who might be responsible, yet they don’t have the tools to get to the root cause and prevent further disruptions.
3. Growth
Email is ubiquitous and is now used for so much more than it was ever intended for. Team collaboration on office documents (Word, Excel, Powerpoint), voice mail, and other large multi-media attachments all contribute to the rapid growth of network and storage requirements. Does your company use mailbox and message size quotas? Are they effective? Are users complaining about the restrictions? Understanding the growth trends and implementing sensible, effective policies is critical to keeping your email system running.
Permessa provides software and services solutions to all of the issues listed above, enabling email administrators to proactively manage and monitor their infrastructure.
Please contact us to learn more about how Permessa can help you prevent your next email system outage.
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