Is Bigger Always Better? What SMB’s should consider when choosing a messaging solution

Who doesn’t want the big dog in their corner?  The big dog is a safe bet.  Safer than backing the little guy, that’s for sure.  Let’s face it….not many of us would have put our money on David over Goliath.  Backing the “little guy” is risky on any level but particularly in business when there are financial and personnel investments at stake.  But the fact that you have so much invested in your business is the reason why it is so important to question whether or not the “big dog” option is the right one for you.

When choosing a mail server, reputation can be an important factor in the purchase process.  But it’s not the only factor, particularly for small to medium size businesses, where IT investments of any size have a major impact on the bottom line.  In the current economy, even larger companies are starting to take a closer look at their software solutions and finding that enterprise solutions are not right for every organization.

Companies of all sizes use Microsoft as their predominant vendor for IT solutions (Windows, Office, etc.).  And many just assume that they should follow suit with their email server, believing that Exchange is the obvious, if not only choice.  While it is without question that Microsoft Exchange is the industry standard for mail servers, it may not be the right solution for your small to medium size business.

Exchange is an enterprise solution which means that it is designed specifically for large organizations.  And the mindset that most people have about smaller mail servers is that they don’t have the capability to service thousands of user mailboxes.  But in fact, most can.  Several have the same horsepower and robust features as the enterprise solutions.  But the difference is that they are designed to operate in a smaller business environment meaning that less of your company’s resources are required to install, set up and maintain the server.

There are several Exchange alternatives in the marketplace today worth considering.  If you haven’t already taken the time to research them, do so.  And keep the following points in mind to maximize your search:

Cost – A lower cost doesn’t necessarily mean fewer features.  You don’t have to settle for just basic email functionality with a smaller mail server.  Most come equipped with or have the option to add premium features such as anti-spam and anti-virus protection, collaboration, archiving, mobile synchronization, web access, etc.   All of this is still at a fraction of the Exchange cost.  Do the research and make sure that the value of every dollar you spend is maximized on the features that are critical to your business.

Maintenance – If you’re looking for a solution that is easy to use and requires little to no maintenance, Exchange is probably not the option for you.  Evaluate your choices – How quick is the install?  Is the UI intuitive?  What technical support is available? How difficult is migration and is assistance offered?  Make sure the option you choose won’t burden you or your staff with maintenance issues at any point in the process.

Compatibility – For many users that are contemplating whether or not to drop Exchange, losing Outlook as a mail client is a concern.  However, most of the smaller email servers are compatible with Outlook and other popular email clients, satisfying the end users as well as the admin.

Scalability – The system you choose should fit the size of your business and be flexible as your organization expands or contracts.  Particularly for the small to medium businesses, it’s important to find a messaging solution that can grow with you as your business grows.

Ross Brocato, Corporate Systems Administrator for PHNS, a provider of IT solutions for the healthcare industry, found these tips to be helpful in his quest for a mail server.  Brocato’s primary requirements were finding a server that was able to connect a contracted workforce dispersed across the globe and maintaining impressive cost-savings for his business partners.   Brocato’s search ultimately led him to Ipswitch IMail Server because of its ease-of-use and flexibility to set up new accounts which was critical for their constantly changing workforce.  Brocato states “IMail Server doesn’t take a one-size-fits-all approach, but rather spends the extra time to understand the business need fulfilled by technology.”  (To view the full PHNS case study, visit the following link: http://www.imailserver.com/resources/case-studies/phns.html )

The point is this…bigger doesn’t always mean better.  Before you choose a mail server for your business, consider the size of your business and determine what your specific needs are.   Finding a solution that is designed to fit your business could save your organization valuable time and money.