How To Track Employee Emails?

Emails are a primary mode of professional communication for both individuals and enterprises. It is not only a communication tool, but it goes beyond acting as a marketing medium. A study indicates that 59% of business-to-business (B2B) marketers think emails are the most effective way to maximize revenue and generate leads.

One well-known software for tracking emails is called Wolfeye. Emails improve customer relations, increase sales, and increase internal communication within businesses. Employers can use the information gathered from email tracking to make informed decisions and modify their email strategy as necessary.

This article clarifies the use of Wolfeye for email monitoring, the reasons why email tracking is necessary, and the legal aspects of the procedure.

How Wolfeye Helps You Track Emails?

Wolfeye is a remote desktop monitoring software rich in features that make monitoring easy for employees. It can also be used for tracking emails of employees thanks to its live screening and screen recording and other features as described below:

Live Screen Monitoring

Real-time monitoring is one of Wolfeye’s key features. Employers have the option of requiring employees to install Wolfeye on individual PCs or via a single shared location within the IT configuration.

Employers can use this feature to keep an eye on their employees’ screens and follow their email activity. One advantage of Wolfeye is its remote operation, which allows it to be used from a distant location.

Screen Recording

This feature is the most important in email tracking. If an employee cannot track the screens of staff members in real time, they can enable screen recording. Wolfeye will capture anything on the employee screen, including opening, reading, and replying to emails.

This provides a visual record of the email activity of employees and can come in handy later on.

Time Tracking

For companies utilizing email marketing, timing is crucial. In any business, maintaining a well-timed task organization is essential to the success of a project.

Employers are responsible for ensuring that no worker wastes time or spends too many resources on one task. With Wolfeye’s time tracking feature, you can keep an eye on email delivery and receipt, ensuring that customers and other stakeholders receive prompt responses.

How to Monitor Emails The Right Way?

Email is the most common form of formal communication, and tracking emails has made it easier for managers to hold staff members responsible for their work.

It also ensures that employees are handling emails appropriately and their work ethic is in compliance with the company policies.

Based on the data obtained from tracking, employers can direct staff members to follow corporate policies and increase accountability and team productivity.

How Does Email Tracking Work?

The email tracker informs you whenever someone opens or clicks any emails you send. Technologies like email trackers can be used to enhance customer experience if used responsibly.

Establish guidelines with your team regarding when and how to get in touch with a recipient after receiving a read notification. 

Including the appropriate use of email tracking tools such as Wolfeye in your company’s privacy policy is recommended. Let your team know that email tracking is used when they start working with you.

Before starting the email tracking, discuss the standard policies with your employees and review them regularly to make sure employee productivity is retained and the customer experience is satisfying.

Software like Wolfeye provides real-time insights into employees’ computer screens.

An embedded 1 x 1 image in an email is called a pixel.

This image is often invisible to the recipient and usually appears in the email’s header or footer. This pixel loads upon opening the email and records the activity in addition to other relevant information. This data is then shown on the tracking software interface.

Is Employee Email Monitoring Legal?

Although it is a common practice to track employees and their email activity, it has its own complications. It is necessary to strike the right balance between employee privacy and legal business requirements, even though it is generally lawful.

Legal Landscape

In the United States, monitoring of work-related communications is allowed under the Electronic Communications Privacy Act (ECPA) for legitimate business purposes. However, before putting monitoring into practice, employers must obtain the trust and consent of employees.

In the EU, employee privacy rights and data protection are protected by the General Data Protection Regulation (GDPR). Employers cannot invade the privacy of devices of employees even after being informed. Any monitoring policies must abide by the GDPR regulations.

Negative Effects of Employee Email Monitoring

Apart from legalities, micromanaging employee activity can have negative effects. Employees who are under continuous scrutiny could become disturbed, which would lower their motivation and engagement.

Projects can be hampered due to disruptions in workflow. Health problems can result from stress and anxiety brought on by feeling watched.

Lack of privacy can accelerate burnout, which affects employee retention and well-being. Employers who are stressed out or distracted are more likely to have accidents, which can have negative effects on their employees.

Employers should lay the ground rules for monitoring procedures. Employees should only use separate accounts or, if possible separate devices for professional work. They should be made aware of monitoring and the reasons behind it.

Establish a culture where staff members can voice concerns without worrying about repercussions.

What Are Some Benefits of Employee Email Tracking?

According to Microsoft, an employee spends 57% of their time communicating. This is a big chunk of time. To improve the workflow without hampering important internal and external tasks. Tracking employees is necessary. It offers the following benefits:

Improved Security

Email monitoring assists in spotting and eliminating security risks like malware, phishing scams, and data breaches. Through email content monitoring, businesses can identify dubious emails and stop employees from opening dangerous attachments or links.

Enhanced Communication

Email tracking can provide information about how well your emails are performing. You can check if the recipients are reading your emails, responding, and clicking on links. You can ensure that project stakeholders are getting timely responses to their queries and project updates.

Based on the data of tracking, you can improve the content of your email and alter your communication style to the likes of customers.

Conclusion

Businesses may find employee email monitoring a helpful tool, however, employee privacy must be taken into consideration. Access to monitored emails must be restricted, and employees must be made aware of monitoring procedures through a clear policy.

Sources

Articles.

How to Track Remote Worker Productivity in Different Time Zones?

How to Track Remote Worker Productivity in Different Time Zones? 16% of businesses worldwide operate entirely remotely, per a study …

Monitor Legal Professional Computer Activity

Monitor Legal Professional Computer Activity A study by the American Bar Association’s Legal Survey Report in 2022 revealed that 27% …

Employee Monitoring Software With Remote Desktop Access

Employee Monitoring Software With Remote Desktop Access Businesses are employing innovative employee monitoring strategies in response to the growing trend …

How to Track Educational Institution Computer Usage?

How to Track Educational Institution Computer Usage? Educational institutions are no longer limited to classroom learning. 69% of Colombian secondary …

How To Track Employee Emails?

How To Track Employee Emails? Emails are a primary mode of professional communication for both individuals and enterprises. It is …

How To Track Customer Support Employees?

How To Track Customer Support Employees? Businesses don’t just rely on customers; they thrive on customers. A single interaction can …

How To Monitor Call Center Agents?

How To Monitor Call Center Agents? Exceptional customer service is a necessity for a successful business. Customers contact the support …

How To Detect Employee Idle Time

How To Detect Employee Idle Time A business thrives on the productivity of its workforce. One factor that jeopardizes the …

How To Track A Truck Dispatcher’s Activity?

How To Track A Truck Dispatcher’s Activity? The growth rate of the trucking industry has accelerated significantly in recent years …

How To Monitor Employee Social Media Activity?

How To Monitor Employee Social Media Activity? According to a recent study by the Pew Research Center, 34% of employees …

Construction Site Monitoring Software

Construction Site Monitoring Software Construction sites are always bustling with activity. Effective execution, careful planning, and 24×7 monitoring are necessary …

How To Monitor Medical Staff Remotely

How To Monitor Medical Staff Remotely In the conventional healthcare model, staff presence is critical to ensuring seamless patient care …

Computer Monitoring For Construction Office

Computer Monitoring For Construction Office The construction industry is one of the largest growing industries. Studies indicate that in 2024, …

Medical Practice Compliance Monitoring

Medical Practice Compliance Monitoring Safeguarding patient data and guaranteeing legal compliance in a medical practice depend on maintaining compliance. Traditional …

How To Monitor Architects Onsite

How To Monitor Architects Onsite Construction projects rely heavily on on-site monitoring. It ensures successful execution, on-time completion, and adherence …

Computer Monitoring For Physician’s Office

Computer Monitoring For Physician’s Office Computers are now imperative for delivering high-quality healthcare, from appointment scheduling to electronic health records …

What Games Is My Child Playing?

What Games Is My Child Playing? Video games are the most popular form of entertainment, drawing in both adults and …

Teamviewer vs Parsec (EN)

Teamviewer vs Parsec (EN) Get instant tech support, work together with colleagues, access your computer, and have all of your …

The Psychology Behind Facebook Addiction and Screen Monitoring Solutions

The Psychology Behind Facebook Addiction and Screen Monitoring Solutions Image credit:Unsplash Social media’s landscape is dominated by Facebook today, as …

Teamviewer vs. Anydesk (EN)

Teamviewer vs Anydesk Accessing work computers and files has been revolutionized by the ease of use of Remote Desktop Software …

Teamviewer vs Zoho (EN)

Teamviewer vs Zoho Now it is easier to access your work computer or all of your files from any internet-connected …

Best Employee Monitoring Software for Small Business

Best Employee Monitoring Software for Small Business Imagine being able to optimize your team’s output without being overly controlling. Employee …

How to Monitor Employees from a Foreign Country?

How to Monitor Employees from a Foreign Country? Work is no longer confined to four walls and office cabins. Remote …

How to Monitor CCTV Cameras from Abroad?

How to Monitor CCTV Cameras from Abroad? Consider the peace of mind of running your business from a beach in …