Many small businesses in Canada wonder if managed email services are within their budget. Managed email services typically include hosting your business email on platforms like Microsoft 365, along with ongoing support, security management, and backup. While it might seem like an extra expense, these services are often more affordable and valuable than managing email internally or relying on free consumer-grade solutions.
Why managed email matters for Canadian SMBs
Email is a critical business tool. If your email goes down, you risk losing important client communications, missing orders, or delaying project updates. Worse, without proper security measures like multi-factor authentication (MFA), your email accounts could be hacked, exposing sensitive customer data or confidential business information. This can damage your reputation and lead to compliance issues under Canadian privacy laws.
For example, a typical Canadian company with 50 employees might use Microsoft 365 for email but handle security and backups on their own. If a phishing attack compromises one employee's account, it could spread malware or allow unauthorized access to company files. A managed email service provider would proactively implement MFA, monitor for suspicious activity, and ensure daily backups are in place to quickly restore data if needed. This reduces downtime and protects your business from costly disruptions.
Practical checklist: What to consider and ask
- Ask your IT provider: Do they include MFA setup and monitoring for email accounts? How often do they back up email data, and where are backups stored?
- Review service agreements: Check for guaranteed email uptime, response times for support requests, and security incident handling procedures.
- Internal checks: Confirm who has access to your email administration portal. Are passwords strong and changed regularly? Is MFA enabled for all users?
- Compare costs: Look at total cost of ownership including licensing, support, security, and backup—versus the potential cost of downtime or data loss.
- Evaluate experience: Does the provider have experience working with Canadian SMBs and understanding relevant privacy requirements?
Next steps
Managed email services can fit within the budget of many small businesses and often provide peace of mind by reducing risks and improving productivity. If you're unsure about your current email setup or security, consider consulting a trusted managed IT provider or IT advisor. They can assess your needs, explain options clearly, and help you choose a solution that balances cost with the protection your business requires.