For most Australian small and mid-sized businesses, it's important that each staff member has their own separate email account rather than sharing a single address. Individual accounts help keep communications clear, secure, and manageable. When everyone uses their own email, it's easier to track who sent or received messages, maintain privacy, and protect sensitive business information.
Why separate email accounts matter for your business
Using individual email accounts reduces the risk of downtime and data loss. If multiple people share one email address, it's hard to control access and monitor suspicious activity. This can increase vulnerability to cyberattacks such as phishing or account takeover. Separate accounts also support better productivity because staff can manage their own inboxes, calendars, and contacts without confusion or overlap.
From a customer trust perspective, personalised email addresses (like jane.smith@yourbusiness.com.au) look more professional than generic shared ones. They also help with compliance, especially if your business handles personal or sensitive data, as Australian privacy principles expect clear accountability for data access and handling.
A typical scenario for a 50-person Australian business
Imagine a mid-sized consultancy with around 50 employees, all using a single generic email like info@consultancy.com.au for client communications. When a client replies, it's unclear who is responsible for follow-up, causing delays and missed opportunities. Additionally, if an employee leaves, the company must change the shared password and risk losing access to important emails. A managed IT provider would recommend assigning each employee their own Microsoft 365 account with individual mailboxes, enabling clear ownership, easier onboarding and offboarding, and better security controls like multifactor authentication.
Practical checklist: Managing email accounts effectively
- Ask your IT provider: Do you recommend individual email accounts for each staff member? How do you handle account setup, security, and offboarding?
- Review proposals and SLAs: Check if email accounts include security features like spam filtering, multifactor authentication, and backup options.
- Internal checks: Verify your current email setup—are multiple people sharing accounts? Look at access permissions and password policies to ensure only authorised users can log in.
- Backup and recovery: Confirm that emails are regularly backed up and can be restored if needed.
- Training: Ensure staff understand the importance of using their own accounts and following security best practices.
In summary, assigning separate email accounts per staff member is a practical step that supports security, productivity, and professionalism. If you're unsure about your current email setup or want to improve it, consider consulting a trusted managed IT provider who can assess your needs and recommend solutions tailored to your business size and industry.