When setting up email for your business, one key decision is whether employees should share email accounts or each have their own dedicated addresses. Shared email accounts are accessed by multiple people using the same login, while dedicated accounts are assigned individually. Choosing the right approach affects your business's security, productivity, and ability to manage communications effectively.
Why this matters for Canadian SMBs
Using shared email accounts can seem convenient, especially for generic addresses like info@yourcompany.ca or sales@yourcompany.ca. However, shared accounts increase risks such as accidental deletion of important messages, difficulty tracking who sent or received emails, and challenges in enforcing strong password policies. From a cybersecurity standpoint, if one person's credentials are compromised, the entire shared account is at risk, potentially exposing sensitive customer or company data.
Dedicated email accounts, on the other hand, improve accountability and security. Each employee has their own login, making it easier to control access, monitor activity, and recover data if needed. This setup also supports compliance with privacy standards that many Canadian businesses face, especially when handling personal information or financial data.
A practical example
Consider a Canadian mid-sized marketing firm with 50 employees. Initially, the company used a shared email account for their customer support team. When a phishing attack targeted one team member, the shared account's password was compromised, leading to unauthorized access and loss of client trust. After consulting with their IT provider, the company switched to dedicated accounts with multi-factor authentication and set up shared mailboxes with controlled permissions for team collaboration. This change helped reduce security risks and improved tracking of customer interactions.
Checklist: What to consider and do
- Ask your IT provider: How do you recommend managing email accounts for security and compliance? Can you set up shared mailboxes with permission controls instead of shared logins?
- Review access controls: Check who has access to shared accounts and whether passwords are regularly updated and stored securely.
- Enable multi-factor authentication (MFA): MFA adds a layer of security beyond passwords for all email accounts.
- Audit email usage: Look for logs or reports that show who accessed or sent emails from shared accounts.
- Backup and recovery: Confirm that email data is backed up regularly and can be restored in case of accidental deletion or cyber incidents.
- Train staff: Educate employees on phishing risks and proper email handling, especially when using shared resources.
Next steps
Choosing between shared and dedicated email accounts depends on your business size, workflow, and security needs. For most Canadian small and mid-sized businesses, dedicated accounts with managed shared mailboxes strike the best balance between collaboration and protection. Discuss your email setup with a trusted managed IT provider or IT advisor who understands your industry and compliance requirements. They can help design an email environment that supports your team's productivity while safeguarding your business data.