You should stop tying the future of your company's business emails to individual people instead of departments, I see this mistake happen all the time.

Based on my several years of experience designing real estate websites, I often engage with new website owners who are excited about getting personalized or customized email addresses that reflect their company domain names and personal names, emails like WinnieNakanwagi@MyNewDomain.com or JosephMayanja@OurNewDomain.com or YoweriKagusha@YourNewDomain.com.

It feels great. It feels personal. It feels trustworthy. But, that's all a big mess waiting to happen. However, here's the deal: departmental emails (also known as role emails or portfolio emails) enable your business to grow gracefully and avoid chaos down the road, here's how.

Instead of tying your communication to a person or an individual, you should tie it to a role or department, you can do that by creating departmental emails like: Accounts@MyNewDomain.com, MarketingManager@YourNewDomain.com or role emails like CEO@OurNewDomain.com.

This guarantees a smooth handover when someone leaves your company or moves into a different role, and it prevents the messy situation where a crucial email account suddenly goes inactive, cutting off communication with clients, suppliers, or stakeholders. It also becomes easier for customers to get in touch with the right team or department.

Picture this: your accountant (Winnie Nakanwagi) moves on, but their email is a key point of contact for payments or invoices and receipts. The new accountant (Joseph Mayanja) replaces her, in this case the new accountant Joseph will not be able to use an email with Winnie's personal names.

Without a departmental email, you lose all those conversations, and yet with a departmental email, you simply assign Accounts@MyNewDomain.com to Joseph who is Winnie's successor and this will keep everything up and running instantly.

Did you know that a 2024 study by the Real Estate Database (RED) found that nearly 35% of business communication is disrupted due to inactive or orphaned email accounts? That's a huge vulnerability for your business, a vulnerability you can avoid by choosing to use departmental emails instead of personal emails.

Consider your own operations. What would happen if your marketing manager Yoweri Kagusha quit today and is replaced by Robert Kyagulamba? Its obvious that Robert, the new marketing manager, would not be able to use Yoweri's email address.

But also, what conversations would be stranded in the previous user's inbox? How much business would you lose simply because a password isn't available or messeges being sent to the old email address or if messages aren't forwarded?

Departmental emails enable you to manage these transitions smoothly. They help you retain knowledge, control relationships, and keep your communication professional and reliable, no matter the people involved.

Take a moment today and ask yourself: Are your business emails tied to people or departments?
The answer could make all the difference for your real estate business future, click here to chat with me right now and i will help you to create a real estate website with departmental emails for enhanced communications.