Tag Archives: Email

‘Because [they’re] happy’… or, maybe not. How can you tell?

MailArchiverHappy_SQCan you tell if your employees are happy?

With stress costing the US industry an estimated $300 billion a year in sick days, accidents and associated costs, it might be time to measure your employee happiness. Impossible! No, it isn’t.

GFI MailArchiver’s email management system can monitor your company’s mood. How does it do that? Watch our short video and discover how you can too!

13 tips to make your email work for you

Email is a double-edged sword. You cannot work without it, fax-to-email-communication-300x273yet the daily, incessant flow of emails drives you up the wall. Well, if you can’t beat email, there’s still a lot you can do to make your email work for you. Here are a few tips to implement both on the client and server side of your email infrastructure.

Client-side stuff

Here’s six ways you can make email work for you using things you already have built-in.


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Analyzing Email Communications Part 1

Written by: Christina Goggi

When it comes to corporate email, IT administrators have Email-Communications-300x300quite a challenge. They need to find the right balance between protecting employee privacy and monitoring electronic communications for signs of bad behavior. Likewise, employees have to respect the company’s rules for communicating, and use good judgment when sending and receiving emails. This can all be quite tricky – especially for companies with many employees – since IT administrators can’t read every email.

GFI MailArchiver® features MailInsights®, a set of business intelligence reports that can help you make sense off all those emails without having to analyze every one of them. MailInsights enables authorized personnel to monitor employee email for inappropriate behavior or wasted time during work hours. A lot can be extracted from emails. After all, much of today’s communication is done via email. Furthermore, lack of a proper email archiving solution can place unnecessary stress on your email infrastructure and possibly expose your company to legal problems.

MailInsights reports can be generated on a schedule, with each report sent to your inbox as a PDF attachment. It is possible to define the frequency with which you want these reports to be sent (e.g., daily, weekly or monthly). All of these reports start with a short summary to clearly identify the top drivers, and most have a chart to illustrate the data within it. There is also a comprehensive table with all the details of the report.

Now that you have this basic understanding of the MailInsights reporting tool, let’s dive in with the first of three brief but informative blog posts. The remainder of this first post explains how GFI MailInsights gives you greater visibility into the high volume of emails that your company sends and receives.

Understanding who an employee emails is extremely important. This can be achieved with the communication flow report, which displays a chart that easily identifies the key people a user communicates with.

Below is an example of the chart. The node in the middle is the employee (“Melissa King”) whose email habits are being analyzed. The nodes in blue along the perimeter represent King’s top communication points. The thickness of the node connectors indicates the number of emails sent and received.

Communication Flow Chart

Communication Flow Chart

With this chart, we clearly see King’s top communication points, and whether they are third parties, personal email addresses of the employee or internal recipients within the company. This insight is valuable. Let’s say King resigns from the company. With this reporting tool, it’s easy to identify who she was doing business with in the past few months – ensuring the company can move on in her absence.


51 Things You Need to Stop Doing Now

Written by: Christina Goggi

Here’s a list of 51 things you need to stop doing NOW. Parse this list, and if anything on it lines up with how things are done in your environment, stop it. Trust me on this. Each and every one of these things is bad, wrong, or even dangerous, and while it may seem like the simple thing to do right now, it is going to cost you much more in the long term.

1. Using default passwords

It takes 10 seconds to change the password on any device. Do it, or don’t be surprised when someone owns your access points, or your printers start to display “Insert Coins to Continue…”

2. Using password policies that are either too strong or too weak

Password length, complexity, and expiration requirements should strike a balance between security and functionality. A password that must be changed every 30 days is probably excessive, and will lead to admins ticking the box so their password never expires. Not requiring complexity makes it trivial to brute force or crack using simple dictionary methods. You should neither assume you won’t be a target, nor think you work for the NSA when setting the password policy for your users.

3. Forcing password patterns

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Five essential tips to ensure corporate email compliance

The world of email compliance is a complicated one. Not only do you have to cope with an alphabet soup of acronyms describing regulatory bodies, you also have to decipher reams of compliance requirements for your industry. In an effort to ease that burden, we have put together this quick guide on how to help your organization. While email compliance is far too complicated to cover in a short presentation, the tips included here are useful in handling that responsibility.

BCW411: Five Things You Must Know about Email – Avoiding Misunderstandings

The Business Computing Weekly Podcast Episode # 411

Five Things You Must Know about Email – Avoiding Misunderstandings

1: It’s Not What You Say It’s How You Say It

My father gave me some great advice as a child, “It’s not so much what you say, it’s how you say it”. Although at the time (I was 8 years old) I didn’t fully understand the implication of that statement, I have come to realize the wisdom of those words. My Dad taught me a lesson about how through inflection, the ultimate meaning of what I was saying could be completely different than the words I used.

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BCW 408: Five Reasons Business Should Avoid Social Media Marketing – Reasons To Invest In Email Marketing

The Business Computing Weekly Podcast: Session 408

This week begins bringing new changes to Business Computing Weekly. First I am introducing a new format in addition to a shorter podcast to around 20 to 30 minutes per week. New episodes will be uploaded Monday mornings. The other big change is we will be doing the show strictly as an podcast.

We will focus primarily on sales, marketing and productivity technologies and hardware that can help your business grow. We will be recruiting guests to share their best practices on growing  their businesses with technology as well.

5: Reasons A Small Business Might Want  to avoid Social Media Marketing

A story in CNN today is my inspiration for the top today. The title is E-mail is crushing Facebook and Twitter for selling stuff online. The link is below.

# 5 Social Media is more24aaffa670e634a7da9a087bfa83abe6 about Thought Leadership. It’s about community, it’s about branding, it’s about content curation. It’s not another form of yellow pages it’s not advertising, and not always a good fit for all businesses. Is it good for a restaurant maybe a plumber not so much.

# 4 Social Media although might be little to any cost to get started it requires a huge commitment of time, and for many of us time = money. Time better spent with more traditional approaches such as networking and referrals.

# 3 The results even of an effective social Media presence might not bring revenue, or enough revenue to to justify the investment. Social Media is a must for a purely online enterprise, and maybe less so to use my prior example of a plumber. Results might be hard to quantify.

# 2 You have to earn the right to market via Social Media. Even if you are listening to the experts, and you have a business that you can build and participate in community it us going to take time, and effort to earn the right to market occasionally to your community. Do you have the time, staff and the ability to curate content, respond to multiple Social Media accounts, build and cultivate your community?

#1 A recent report from Custora based on a 4 year study following 72 million retail shoppers show that customers who respond to E-mail marketing quadrupled to 7% of sales. These cusotmers are 50% more valuable than average, FaceBook and Twitter sales barely register at all.

The best ways to get customers today is to concentrate on Organic Search,Google Adwords and Email campaigns. This is not to discount the value of social media, but for selling “stuff”, social isn’t ready for prim e time yet.


CNN Story: Email is Crushing Facebook


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Survey: 81% of U.S. Employees Check their Work Mail outside Work Hours

GFI Software™ report reveals employees regularly read email during weddings, funerals and other family events

The conventional, 9 a.m. to 5 p.m., five-day work week is aEmployee-Checks-Work-Mail-from-home thing of the past for the overwhelming majority of workers at small to mid-sized businesses, according to a new survey on work-related email habits. Due to the widespread availability and use of smartphones and tablets, email is more accessible than ever and, as a result, it has become deeply embedded in the daily workplace and personal lives of most employees. The independent, blind survey of 503 employees in workplaces in the U.S. was conducted by Opinion Matters on behalf of GFI Software. The results highlight employee habits around email usage, including response frequency during the workday as well as after hours.

The new 24/7 paradigm

  • Based on the reported email habits of survey respondents, the line between work and home life has become blurred. More than three-quarters of respondents (81%) said they check their work email on weekends, 55% check email after 11 p.m. and 59% keep on top of their work email while on vacation.
  • Outside of regular work hours, more than six in 10 (64%) check email at least once a day. 12% of employees said they check work email in real time beyond the standard workday.
  • One in 10 respondents admitted to checking work email at a child’s school event, 9% at a wedding, and 6% at a funeral. An additional 6% said they logged into their work email while they or their spouse was in labor.
  • On the flip side, nearly one-third (30%) of employees also said they send personal emails from their work account.

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Advanced Persistent Threat (APT) – A Hyped up Marketing Term or a Security Concern?

It is not uncommon for marketing teams or Advanced-Persistent-Threat-300x200advertising agencies to take a current IT ‘buzzword’ and use it as part of their campaign to promote a new product or service. Advanced Persistent Threat (APT) is one of those buzzwords. Should we consider this term to be another form of scaremongering or is there a real threat behind it? This blog post will briefly outline what APT is and whether or not organizations should take what we are told by the advertising gurus with a pinch of salt.
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What’s New in GFI MailArchiver® 2013

Ian Bugeja, Product Manager for GFI Ian-B2-300x184MailArchiver, talks about today’s release and what’s new in GFI MailArchiver.

Q: How do you feel about this new release?

I am very excited about this release. We have introduced some major requested features, particularly the role-based access. Now admins can give rights to the various GFI MailArchiver features based on the user’s responsibilities in the organization.
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