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Corporate Email Security

Email Management

by Gregg Ruais

Effective email management includes four major processes: Analysis, policy development, policy enforcement, and measuring results. During initial analyses, executives use email reports to determine how much room they have for improvement. Senior managers will review information on the current states of their organizations, including how much time and money their employees squander on personal emails.

Phases of Effective Email Management

After analyzing the data, HR managers and executives should corroborate to develop legal email usage policies that improve efficiency without harming their business cultures. Once acceptable policies have been written, employees should be informed and made accountable for whatever they send and receive through company email. Many email policies include stipulations that allow occasional and reasonable use of company email accounts for personal use. Whatever the policies are, workers must know exactly what is expected of them and what the consequences will be for breaking the rules.

The next step is enforcement. Without the help of email management software, most businesses have neither the time nor the resources to enforce their email policies. Some employees will test the rules to see how much they can get away with. They'll start with a personal email here and there, and if nothing happens to them, their abuse will become more persistent. Managers should use email usage reports to stop these people in the early stages of noncompliance. When supervisors enforce policies, word spreads quickly. People soon learn that email policies are serious.

Periodically, perhaps quarterly, management should assess how well their email policies have improved efficiency. They can run email usage reports and compare the results to their initial findings. If they see little improvement, it's possible that the policies were not well communicated. Or maybe the frontline supervisors, failing to understand the importance of the email policies, did not use the email reports. Whatever the case may be, taking the time to measure results will lead to further improvement.

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