If you lost access to your business emails at this moment, what shape would your business be in? In the digital world, email accounts and passwords are now the “keys” to your business kingdom. Share them sparingly and covet them fiercely.
Do not have your team sign up for vital online services using their individual emails. The business manager’s email, say firstname.lastname@example.org, may seem adequate and safe, but it is not. Most likely, only Freddie has access to that email and therefore all the business-related digital properties and services are tied to it. Instead, maintain a generic company email account and password for Internet services which can be accessed by several people by using a service such as LastPass.
For company-wide use, create something like email@example.com to access your vital online services such as website hosting and merchant accounts. If Freddie the business manager decides to leave the company, perhaps in a huff, all you have to do is change one password and your business’s online accounts are secure. And please make your passwords non-trivial. Use an app like Norton’s free Password Generator to create tough-to-crack passwords. Don’t worry, LastPass will manage all the wacky passwords for you.
If your company is large, you can create several categorical email accounts like webDev@acme.com, webAnalytics@acme.com, and webFinance@acme.com depending on departmental responsibilities. In this scenario, each password should be different across functional areas.
You get the picture. No matter what scheme you come up with to keep your digital business organized, make sure your emails and passwords are current, secure, and backed up, else you may face days of unnecessary fear and dread when Freddie the business manager decides to quit his job to work for the competition or join a rock band.
As a modern-day King Richard might cry at such a predicament, “My Kingdom for all my business-related email passwords!”
Fare thee well.