Monitoring Staff's Emails

[Urban Publications]

Hi

Is there a way of monitoring staffs "Sent" items without going to each terminal.
If I set up a domain and had several different emails how can I achieve this so all sent mail will come to my inbox or is there any other method of monitoring.

Thanks in advance

 

[leemason]

Do you have a central mail server or just individual PCs? I guess individual PCs.

If you are using MS-Outlook you can setup a rule so that all outgoing e-mail gets sent as a copy to another e-mail address. This might do the job for you.

If you are monitoring your staff's e-mails I think by law you need to let them know.

 

[See Web Solutions]

Set up an email forward on every email account you have on your mail server and get them forwarded to a new email account that you set up to monitor the emails.

Your employees will still get their email as normal but you will also get a copy.

 

[hdwedj32]

Do you have a central mail server or just individual PCs? I guess individual PCs.

If you are using MS-Outlook you can setup a rule so that all outgoing e-mail gets sent as a copy to another e-mail address. This might do the job for you.

If you are monitoring your staff's e-mails I think by law you need to let them know.

Lee is correct, you must tell your staff their emails are being monitored.

 

[Urban Publications]

Lee is correct, you must tell your staff their emails are being monitored.

Thanks, they already know, its more for the purpose of replys they send to perspective's, to make sure they are not losing sales etc.
I wanted to make it easier for myself instead of going to each terminal to check.

Thanks for all your help didnt realise it was so simples.

With regards
Big Brother Boss

 

[blloyd]

With that kind of intention, it may well be worth starting to look at a CRM system which will not only centralise communications (allowing you to check message history), but provide a platform from which to track and report on Leads and Opportunities.

The blog post here covers some of the points you have already raised as well as providing some food for thought regarding Customer Relationship Management

 

[Megahertz]

There's quite a uesful template for an email and internet use policy here:-

http://www.businesslink.gov.uk/bdotg/action/detail?itemId=1076142205&type=RESOURCES

I'm in the process of adapting this to use in my business. There are two - ne for use of the internet, and one for email. I'm combining the two into one document.

Tim

 

[OpenSure]

It is possible to do this from the client side, eg an auto BCC with Thunderbird might work. To reliably get such a thing configured then you need to do so on the mail server end, if the server allows for it.

Are you using IMAP for duplicating sent mail folders?

 

[Dan_Kesher]

How many users do you have? Most companies i've dealt with use Exchange which allows the company director to view staff mailboxes from his desk and reply to emails if they arent available or away.

Do you have a Small Business Server or Exchange?

You could look at getting a few hosted exchange mailboxes which would give you access to your staff mailboxes from your desk without having to spend money on a copy of Small Business Server.

 

[PureIT]

How many users do you have? Most companies i've dealt with use Exchange which allows the company director to view staff mailboxes from his desk and reply to emails if they arent available or away.

Do you have a Small Business Server or Exchange?

You could look at getting a few hosted exchange mailboxes which would give you access to your staff mailboxes from your desk without having to spend money on a copy of Small Business Server.

We sell hosted exchange PM me if want more information

James

 

[eatsshootsandleaves]

The rule function in outlook is a very powerful tool.

You could easily work out how to do the rule and then send it to employees and have them set it up on their terminals.

 

[RemoteTechs]

We have both hosted Exchange and Dynamics CRM and to be honest I have to agree with blloyd, creating rules in each outlook client is a very messy way of doing it. With a CRM you can get a much better insight than by just having the e-mails, you can have the all the telephone calls and faxes in there too.
If you were just doing it to keep and eye on a couple of e-mails a week then maybe, but any large amount and its going to be a bit of a headache I think!

 

[KM-Tiger]

If you were just doing it to keep and eye on a couple of e-mails a week then maybe, but any large amount and its going to be a bit of a headache I think!

No need for a headache, copy all incoming and outgoing email into a searchable read-only archive. Split it into months/years if needs be.

I have that setup with a few clients who do serious business by email, where they *must* know exactly what was said by whom if things go pear-shaped.

 

[RemoteTechs]

No need for a headache, copy all incoming and outgoing email into a searchable read-only archive. Split it into months/years if needs be.

I have that setup with a few clients who do serious business by email, where they *must* know exactly what was said by whom if things go pear-shaped.

Granted there are many ways get to a similar outcome.
My point was more that fact that, that the mentioned method includes many manual steps (compared to a CRM alternative) and the eventual output is still no where as easy analyse as a CRM dashboard designed to show you exactly that information.

 

[djwellis]

You mentioned having a Domain - I therefore assume Windows Server.

If Windows Server, then I'll do a little hoping at Small Business Server?

If you have Small Business Server, then you could hook all company email up through Exchange with Outlook on the desktop computers.


We have done that sort of setup for several customers - and once you are using Outlook/Exchange as a combo, then there are a lot of built-in tools that will be useful for you to share mailboxes/calendars/contact lists/etc.

You would share an employees "Sent Items" folder (or entire mailbox if you want), and then open it up on your computer as an "additional mailbox" - therefore allowing you to read anything in their folders whilst keeping their mailboxes separate from your point of view.


If you need any info, give us a prod and I'll assist where necessary.

Most IT "Acceptable Use Policies" for companies will include clauses about internet activity monitoring.

 

[Sally4]

hi you can try use actymac. com ActyMac DutyWatch .It's prog can monitor websites visited your employyes.