Many people think of email monitoring as simply a way to flag inappropriate behavior and conversations, but the benefits are far greater. With the right employee monitoring software in place, emails can provide deep insights you can use to make better and more informed business decisions.
If you’re curious about email monitoring but aren’t entirely sold, consider these three reasons to give the technology a closer look. This isn’t an exhaustive list of the benefits, but we believe these are the most impactful.
Preventing data breaches
If you read our blog regularly, you’ve probably heard this before, but it bears repeating: Your own employees are more likely to cause a data breach than hackers, whether their actions are accidental or intentional.
Email is a major offender. Your employees might innocently click on a link in a phishing email they receive. They may send confidential company data and information to someone who shouldn’t have it. The list goes on…
Employee monitoring software keeps track of all incoming and outgoing email activity, as well as attachments. You can set up alerts when an email violates company policy or procedures, and you can also customize alerts based on specific types of content, attachments, recipients, subject lines and more. These alerts allow you to put a stop to dangerous or risky behavior before it leads to a data breach.
Tracking productivity and performance
Email monitoring provides a wealth of information about how employees use email in their day-to-day activities. You can monitor email use by the individual or the department as a whole, and you can watch a visual playback of all email activity throughout the course of a day or week.
That sounds like a lot of work, you might be thinking. Why would I want to do that? You don’t have to stay glued to the screen, but you will have the information and resources to investigate further when you suspect there might be problems such as long lag times responding to customers. With a few simple clicks, you can also access information about whether crucial messages were opened and acted upon.
Email monitoring also provides quick and convenient access to information about the volume of email communication. For some employees, this doesn’t mean much because volume varies based on what’s going on that day. But, for employees whose jobs require sending a significant number of emails — particularly those in customer service, marketing or public relations — email monitoring provides very critical information about job performance and efficiency.
Identifying communication issues
Many people are willing to say things over email that they wouldn’t necessarily say out loud. They may be quicker to complain about a coworker, get snippy with a customer, or open up about their frustrations at work.
Email monitoring provides insight into any communication problems or issues that are taking place under the radar. The technology allows managers to better understand their employees’ frustrations, help mediate when there’s a disagreement or tension among workers, and take action when customer communication is sub-par.
Finally, email monitoring can alert you when employees are disgruntled and unhappy enough to cause the company harm. Though this is rare, it’s invaluable to have information about who might be upset enough to sabotage an important project or anger a key customer before the person acts on their frustration. Click below to learn more about Teramind.