Use a predictable rule for people
A consistent pattern makes addresses easier to recognize and explain. For example, alex@example.com is short, while alex.lee@example.com helps distinguish people who share a first name. These are fictional examples using a reserved example domain.
Choose the collision rule now: what happens when a second Alex Lee joins? Avoid changing existing staff addresses simply because the original scheme did not consider duplicates. Record display names separately from the underlying address.
Give continuing work a role address
Use sales@example.com or billing@example.com for work that belongs to the business rather than one employee. Decide who owns each role, who may read it and who may send through it. A role address should not imply that everyone receives access.
Project addresses can also be useful, but establish a lifecycle. Record the client or project, responsible staff, retention needs and closure date. Creating hundreds of addresses without that inventory makes handovers and access reviews harder.
Separate the address from its implementation
The same visible address might be an alias, a shared mailbox or a forwarding destination depending on the provider. Ask where its messages are stored and how replies work. Do not assume every address needs an independent sign-in or that every alias has its own history.
Microsoft’s shared-mailbox guidance illustrates one implementation with delegated access. The important buying question is whether your chosen implementation provides the access and continuity your workflow requires.
Sources: About shared mailboxes
Plan departures without sharing passwords
When someone leaves, remove their access through administration and assign an authorized successor to the business work. Preserve messages according to your retention requirements. Do not hand over the departing person’s password as a substitute for delegation.
Decide how incoming messages to the old address will be handled and whether an appropriate notice is needed. Keep private and restricted correspondence out of broad team destinations.
Maintain an address register
Keep a simple register with address, type, owner, authorized users and last review date. Add a review when projects close or responsibilities change. The register turns a naming convention into a maintainable business system.