We talked before about why we don’t want to hoard emails but today I want to talk about specifically why you shouldn’t use email as permanent storage for day to day business work flow. E-mail is great for communicating with your vendors and clients but it should not be the sole place we store items that should be stored in the company file structure. If you send your customers quotes or your vendors Pos that information should be stored and referenced in a system other than email. The company accounting, ERP, file storage, or CRM system is where the permanent copies of this data should be stored. Why don’t we want to store this data in email? Here are a couple reasons why:
- Eventually you will run out of space in your e-mail mailbox.
- People change. If an employee leaves you don’t want to be having to migrate their email to another employee just so they have access to this information.
- Not as searchable. Searching through thousands of emails to find a specific order, po, or etc can be tedious and sometimes unsuccessful.
- Data liability. It is more likely an email account will be compromised than a storage or software application. The more data specifically other people’s data you have, the greater the liability.
- Performance. Many people use their email constantly, the larger your email file the more sluggish it can become especially when you get close to the storage limit.
E-mail is great for communication and should be used for that. Don’t use email as permanent storage or for running your entire order flow.
Airmail – Cocktail Glass
Pour all ingredients, except the champagne, into a shaker with ice. Shake well then strain into chilled cocktail glass. Top up with the champagne and garnish with a lime wheel before serving.