I was recently talking with someone about what I do and we were discussing email. This person wondered aloud why an organization would not just use a bunch of gmail accounts for their organization’s email. This post will explain why you should use a professional email in the format of firstname.lastname@example.org.
I am fully aware that plenty of people, especially those one man / one woman shop types, use Gmail (or Yahoo or Microsoft, etc.) for both their personal and professional email using the same account. However, you should think again if you are doing that. That is because while this shouldn’t be the case, people do make discernments about us based on how we present ourselves and you want to present a professional image.
Think about it, do you really want to put email@example.com (see note below) or firstname.lastname@example.org on your business card? If that’s the way you do things then why is it you show up in a business suit (ok maybe not a suit but perhaps slacks and a polo) to work instead of a dirty tank top and bare feet. The answer is you want to give the appearance of being a professional.
When your organization gets to be more than 1 or two people this starts to matter more. So what happens when the owner communicates to the client with a Gmail account and then the admin communicates with that client with Yahoo? Can you say inconsistent branding? Also when everyone in the organization is using email@example.com it re-enforces your web presence. I know I have gone to websites that I only heard of via the domain following the @ in an email address.
Did you know that the email hosting services offer better features than the personal accounts? They can do cool stuff like create groups, assign privileges and a bunch more. So if you continue to use a bunch of personal email accounts for your organization you are missing out on some features that will make your workflows better.
So in summary, using an firstname.lastname@example.org email address will be more professional, give a consistent branding for your organization and give you better features that will improve your workflows.
Note: FYI, I checked and no one actually has this email when I wrote this article. If you are reading this later and that’s your email, I apologize.