A Simple Setup That Solves a Lot of Future Headaches
Many businesses focus primarily on their domain name email, such as info@fullscopecreative.com or Chris@fullscopecreative.com. That focus makes perfect sense and I’ll never complain about a business having great emails like that.
One simple step that many businesses forget, is to create a Gmail or Google account as well. Setting up yourcompanyname@gmail.com adds a great layer of protection and flexibility. This account isn’t one you’ll use daily most likely, but when needed, you’ll be glad you created it.
Keep Access to Your Google Tools in One Safe Place
Two areas to best use this are for your websites Google Analytics and Google Search Console. By using a Gmail account, you’ll be able to easily login to both of those platforms, even if key team members may leave.
This makes for clear ownership for your company over those accounts. It will also make long term management much easier. You can update and change permissions for other accounts from the main Gmail account then.
A Reliable Login for Domain Name Registrations
When a domain name is renewed (at least with Full Scope Creative and our policies), you’ll need to list an email for the registrant owner that is not @yourdomainname.com. Your Gmail account works great for this.
That Gmail account is often easy to remember and not tied to any one person in the company. This provides for long term access and confirmation of where to find any needed emails for that registration.
Since Gmail is a very trusted email platform, there is a much greater chance of those emails not getting marked as spam or turned away.
That simple Gmail account can help keep a clean record and organization of the domain name registration and ownership.
Easy Access to Shared Files and Internal Resources
Your business Gmail account will also give you access to Google Drive and the variety of great apps that it includes. Those apps include Google Sheets, Pages, Gemini, Slides, and more. We use each of those regularly here at Full Scope Creative. They work even better and with the same functionality as the Office suite programs in my opinion.
The Gmail account will also give you access to Google Drive. This provides a great spot to store data, important documents, your company processes, spreadsheets, and more. We’ve used Google Drive for our budget spreadsheets, project spreadsheets, SOP documents, and more for years here at Full Scope. Having them easily available online has made for increased access among team members, regardless of what programs they might have on their computer.
Great to Have, Even If You Use Google Workspace
Our emails are all on Google Workspace. Even with that, we still have our company gmail account. That gmail account is our main account for Google Analytics and Google Search Console.
It is also the main point of contact for our domain name registrations and various account logins.
Why do we still have this main company Gmail account even though we use Google Workspace? It simply provides us a greater flexibility in the event of anyone leaving the company, needing to assign ownership to another account, and to be the main storage point for critical files. It is very much our master account online.
Keep It Simple and Check It Occasionally
Even though your clients will likely never email this account, you should still check it every month or two. For Full Scope, I do not have this account connected to my phone at all. None of our clients know what that email address is. Some team members, those that don’t need access to any of those files, don’t even know what it is.
I’ll log into the account every month or two and make sure there’s no critical emails or domain name registration notices. To do this, the password is kept in the main password vault we use online (1password.com) and I can easily login whenever needed.
There’s no need to overcomplicate this email, just a simple companyname1234@gmail.com will work great. Be sure to keep it easy to remember, so that it is easy to use.
A Small Step That Protects a Lot
Taking five minutes to set up a Gmail account for your business can save you a lot of headaches down the road. It’s a simple step that many businesses overlook.
If you’re not sure how to set this up or where it fits into your current systems, reach out to Full Scope Creative. We’re happy to walk through it with you and help make sure everything is set up the right way.