By Bethany K. Skwara, Client Solutions Director
Picture this: It’s Monday morning, and Sarah, your social media whiz for the past two years, has just sent her resignation email. No problem, right? Until you realize she was the only one with access to your company’s Twitter account – with its 50,000 followers and years of customer relationships. We’ve seen this scenario play out many times, both in our Westmoreland County community and with clients across the country. It always ends the same way: with frustration, lost time, and unnecessary stress.
At Chroma Studios, we’ve spent over a decade helping businesses recover from digital access nightmares. Think of your online accounts like the keys to your building. Would you give an employee the only copy of your master key? Of course not. So why do this with your digital assets?
The Hidden Dangers of Personal Email Access
Just last year, a long-time client discovered this the hard way when their marketing coordinator left suddenly—taking with her the login credentials for their email marketing platform and 15,000 subscriber relationships. “I never thought this would happen to us,” the company owner told us. “We trusted her completely.” Trust isn’t the issue here; it’s about smart business practices.
When businesses use employee-specific emails for their online accounts, they risk losing access and control. Relying on personal emails is like keeping business records in someone else’s filing cabinet—you might have access now, but what happens when they leave?
The Universal Email Solution: Your Digital Safety Net
We’ve helped hundreds of businesses transition to what we call the “universal email approach.” Think of it as creating a master key system for your digital presence. Instead of John.Smith@personalemail.com having control of your Facebook page, social@yourcompany.com becomes your digital command center, managed under your company-owned domain.
Here’s What Works Best
Create function-specific emails (e.g., billing@yourcompany.com, social@yourcompany.com, admin@yourcompany.com) under your company domain.
- Implement a reliable password manager to help you keep passwords handy and secure (we recommend tools like EnPass, LastPass, or Bitwarden).
- Regular access audits (think of it like reviewing security cameras, but for your digital assets).
- Utilize multi-user account options in platforms that allow administrative delegation to ensure accountability.
Building Your Digital Security Framework
Securing your digital presence is like constructing a building. Start with a solid foundation (universal emails), add supporting walls (two-factor authentication), and reinforce it with clear policies and procedures.
Taking Action: Your Next Steps
Ready to secure your digital assets? Start here:
- Identify your digital territory – create an inventory of all online accounts and their current owners.
- Implement a universal email framework using your company-owned domain.
- Transition accounts securely – one at a time, ensuring proper delegation and oversight.
We know this might seem overwhelming, especially if you’ve never encountered an issue before. But in our experience, it’s not about “if” these issues will arise, but “when.” Being proactive now can save you stress down the line.
Want to take the first step? Schedule a free consultation to assess your current digital access setup. We’ve helped businesses just like yours build robust digital security systems that work. Because at the end of the day, it’s not just about protecting accounts – it’s about protecting your business’s future.
About Chroma Studios
At Chroma Studios, we blend creativity, technology, and strategy to deliver stunning websites and custom digital marketing solutions. For 25 years, we’ve been committed to client success and community impact, helping our clients realize their goals and make a lasting difference.
Reach out to me today to learn more about how we can support your digital marketing needs. My name is Bethany K. Skwara, and I’m Chroma’s Client Solutions Director. You can email me at Bethany@chroma-marketing.com or call 724-523-3001, ext 105.
