Email monitoring is practiced all over the world by most of the leading organizations. It doesn’t matter if you wish to keep a track on your employees or would like to spy on someone else’s account, you can do it all with a few email monitoring tools. If you have never tried employee email monitoring, then you have come to the right place. In this post, we will make you familiar with every essential detail regarding employee email monitoring.
On an average, an employee spends 25% of their time while drafting or answering emails. If you wish to know whether your staff is being productive and efficient, then you should use email monitoring tools. Additionally, if your team is working on a confidential project and you need to make sure that no information is leaked, then you can also perform employee email monitoring too. It can help you regulate the communication within your organization as well. There could be other reasons to do the same, which depends from one company to another.
In a nutshell, work emails are strictly professional and not private. Ideally, employees should not use their work email in a personal manner. The information that is shared via a work email is also confidential in nature. Most of the firms also have a disclaimer at the end of the mail stating that the distribution of information via email is illegal. This further concretes the fact that work email is not private and should not be used for personal communication.
One of the questions that people ask about employee email monitoring is regarding its legality. While it might vary from one country to another, email monitoring is legal almost everything. As long as you are monitoring the work email (and not their personal) account, you won’t get into any trouble. Though, you can follow these tips to make employee email monitoring a hassle-free process:
In the EU, you need to inform employees beforehand that their email would be monitored. Therefore, to keep everything safe, you should set strict guidelines regarding employee email monitoring and inform your staff in advance about it. This can be done during their on-boarding process.
Sometimes, just informing your staff about email monitoring is not enough. You can make a separate clause about it in the joining documents and get their signatures. If you are rolling the monitoring process afterward, then you can drop an email to your employees and ask them to revert with their approval.
You should take employee monitoring seriously and only use the best of email monitoring tools. This will help you keep everything organized and updated. We have listed some of the best tools in the next section.
To start with, you can try either of these email monitoring tools and get the needed results:
One of the best tools that you can try to monitor employee emails without being detected in SurveilStar. It can help you analyze the productivity of your workforce while tracking their activity in an in-depth manner.
Price: Plans start from $39.95
As the name suggests, StaffCop is an ideal tool to perform employee email monitoring and keep a constant eye on their online activity. Different versions of software are available on its website.
Price: $33 per license
Teramind is undoubtedly one of the most advanced email monitoring tools that you can try. It has an advanced dashboard that can help you monitor your employees on a real-time basis.
Price: Plans start from $50
Ideally, DeskTime is a tool to analyze the employee productivity, but you can also use it for employee email monitoring as well.
Price: Minimum pricing is of $7 per user a month
iMonitorSoft might not be as old as other email monitoring tools, but it certainly has tons of advanced features. It works on Mac and Windows and offers different products.
Price: On request
These days, most of us usually integrate our work email on our smartphones as well. Therefore, you can use Spyzie to track the Android or iOS device of your employees. The tool runs in a stealth mode and won’t be detected by them. You can obtain all the crucial information related to their device like messages, calls, contacts, browser history, etc. It also tracks all the popular IM and social apps like Facebook, Instagram, WhatsApp, Snapchat – to name a few.
The tool is compatible with all the leading iOS and Android devices (including brands like Samsung, HTC, LG, Huawei, Lenovo, and more). It has a mobile monitoring app that will help you obtain all the needed information remotely.
We hope that this guide would help you perform employee email monitoring. To further help you, we have even listed the best email monitoring tools that you can try. Also, if you wish to track the smartphone of your employees, then you can use Spyzie. If you are still confused regarding employee email monitoring, then feel free to drop your query in the comments below.