AI & Remote Friendly Email Guidelines
- Use Signal.org or other EncryptedByDefault message platforms for real secure, E2EE communication
- Expect employees, contractors, and partners to have a smart phone and setup free platforms like Signal.org
- Avoid using custom-domain emails, which add another point of potential failure and complexity
- Use a portal when possible or shared role-based emails rather than name-based emails for employees, contractors, and partners
- Use the username between Gmail.com and Proton.me
- Use Gmail for cloud automation and scheduling
- Use proton.me for security, login, and password management
- Use a free proton.me account as recovery email for all other email addresses, don’t use this for logins or any other purpose
- Add to your handbook, onboarding, or contracts a bring your own device BYOD policy for employees and contractors to use their own smart phones and provide business iPads and computers as necessary, which should not be used for personal accounts
Small Business Email Address Conventions
| Email Type | Security | Suggested Provider | Cost | Purpose | Forwarding | Plus Addressing |
|---|---|---|---|---|---|---|
| Public Email | Low | Gmail.com | FREE | for social media, automation accounts to non-critical systems | from hello@your-domain.com | Ok |
| Billing Email | Medium | Plus Gmail.com | for bills, invoices, | forwarding to Business Gmail | Plus Address of Public Email | |
| Role/Desk Email | Low | Gmail.com PAID | Free if archived within 90 days | |||
| Admin Email | Medium | Proton.me | Ok gmail forwarding | |||
| Root Email | High | Proton.me | (no gmail forwarding) | |||
| Principal Email | Medium | Proton.me, Gmail.com | ||||
| Personal Email | NA | NA | Hiring, Employment, Termination |
Least Secure
- ****: bizname@gmail.com , and forwarding from hello@your-domain.com
- Admin Email: proton.me
- Desk Emails: work-gmail for accounts and proton.me (password manager, gmail forwarding)
- Personal Emails:
- Principal Emails: principal-name@proton.me & principal-name@gmail.com & principal-name@your-domain.com
- Root Email: coolname-root@Proton.me don’t share with untrusted parties, recovery email only for all other email accounts
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eQCD2ufZ: Email Setup & Admin Guidelines LzGFNzAN: Email Username Conventions aHm2DKiq: Email Policy
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