Employers are constantly reminded of the fact that their companies are their sole responsibility; so are their successes and their failures. They put in place measures to ensure the companies perform to their full potential. Some of these actions include tracking employee activities, including e-mail performance. Since e-mails tend to be private, it gives the employer an insight of what goes on behind the computer. Companies are also a target of cyber insecurities such as hacking. This tracking is a way of discovering suspicious activity if any.
The main reasons for employers monitoring their employees’ e-mail performance include:
Companies can know how their employees handle clients by examining the content of their e-mails. They can see whether an individual gets the work done efficiently and, moreover, handles clients professionally. Employers are also able to tell whether employees send and receive emails that are work related and if not, what e-mails take up the bulk of their time. This, in turn, enables employers to let their employees know how they are faring and how they can do better. It also lets the employer know whether the company’s resources, such as internet and computers are being used for business growth or leisure.
Security issues are on the rise putting sensitive company information at risk. Emails are often used in espionage and other sensitive information exchange. Monitoring e-mails will enable an employer to know whether his/her employees are exchanging trade secrets with rival companies or individuals and in turn, take necessary action. E-mails are also a way for hackers to track sensitive information, for example, bank accounts. Monitoring will ensure e-mails are clean and suspicious activity investigated.
3. Company opinions
Employers like to make sure that their businesses’ reputation is upheld. It is common for employees to voice unpopular views of their employers and companies to fellow staff and outsiders via e-mail. Businesses can track this activity by monitoring employees’ emails and taking necessary action where required.
4. Storing back-up
Most employees store data in their e-mails that may be of importance to the employer or company for future references. Monitoring e-mails can track this valuable information, which the company can store for backup.
5. Scan for inappropriate activity
A lot of inappropriate activity can take place in work environments. This includes sending and receiving of explicit material or use of inappropriate language. Every company has ethical values to uphold, so, this is a necessary step to ensure employees uphold these values.
There are ethical concerns with monitoring employee activity, specifically private material like emails. However, employers may employ policies that protect employees’ privacy while monitoring emails, and have companies understand that it is a necessary step in safeguarding the company’s interests.