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Posts Tagged ‘Efficiency’


The 9-5 Work Day is History!

Friday, September 3rd, 2010

A recent study in the US and UK confirms email is not-so-slowly taking over our lives.  A survey of over 3,000 people points to a shift of from relaxation on vacation or the weekend to – you guessed it – more time working on email.

Here are the key takeaways from the survey:

The 9-5 work day is history! There is no such thing anymore as the 9-5 work day in either the U.S. or the U.K. with the majority of workers regularly checking email on vacations, sick days, at home in bed, etc.

  • 72% of Americans and 68% of Brits check their email outside of regular business hours (vacations, weekends, non-work days)
  • 42% of Americans checking email outside of work hours shared that they do so when they take sick days compared to only 26% of Brits

* Relax on Vacation? Seems like Americans need to take a tip from the Brits:  50% of Americans check email on vacation/during days off compared to 29% of Brits

Even the bedroom isn’t sacred anymore – 1 in 5 Americans who check email outside of business hours doing so in bed!  They are either checking in bed first thing in the morning or the last thing they do at night before falling asleep.

Interesting gender note:  Men are more likely to check email in bed compared to women – 21% compared to 16%

So, why do we do this to ourselves?  Clearly we know we are doing it, but what keeps us chained to email? We’re more overwhelmed and under pressure than ever before.  Many people (43%) said they checked email outside of business hours in order to ease their workload and not feel so overwhelmed while in the office.  Another quarter of the people surveyed said they check email outside of work hours because they simply feel it’s expected of them.

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Managing Corporate Email Effectively

Monday, August 9th, 2010

To effectively manage corporate email it is important to pay attention to internal policies, user awareness training, data storage and backups, and data retention as they relate to email management.

Email messages are now being treated as true business documents rather than a casual method of communication. Email is taking over the fax machine and telephone as the business communication medium of choice. Many of today’s companies would be brought to their knees if their email systems were unavailable. Between the messaging, calendar use, and contact functions, many users simply need access to their email practically 24 × 7 in order to perform well in their jobs.

Email message stores house the majority of critical intellectual property within today’s information systems regardless of the size of the company. As if this burden is not large enough for email administrators to bear, they must now ensure that their organizations adhere to strict federal regulations that affect every facet of email communication.

An increasing responsibility for organizations is the retention of emails. Due, in part, to the corporate misdeeds of recent years in the United States. Larger companies—particularly those that are under intense federal regulation—are taking email retention more seriously. As a result, the need for storage space as well as policies and procedures associated with email retention has become evident. The need to retain file attachments, deal with spam, provide unified message, integrate voice mail, enable access to videos and image files, and the sheer quantity of incoming and outgoing messages is causing many administrators to rethink their email system design and management.

Take control over your company email inbox and effectively manage email with team-based email management.

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Route emails to folders – Assign an Associated Email

Tuesday, August 3rd, 2010

The amount of email arriving from customers daily can be overwhelming if the email is not properly filtered and routed into the appropriate folders. One of the methods you can utilize in eMail Manager to route the emails into folders quickly and efficiently is by assigning an Associated Email. The Associated Email is the email the folder will be receiving, such as support@yourcompany.com to the Support Folder.

Regular Expression – This allows you to specify all possible variants of an incoming email address so that it may perform a match. To implement, mark the checkbox and enter the expression in the Associated Email field. Here are some examples of how they can be used:

To capture emails starting with the word “testing” you would enter ^testing.
To capture emails ending with the word “testing” enter testing$.
To capture emails that had the words “jon” or “mary” you would type jon|mary.
To capture emails beginning with “jon” or “mary” you would type ^(jon|mary).
To capture emails ending with “jon” or “mary” you would type (jon|mary)$.

If you have any questions, please send us an email at support@ifmodules.com or call us at 877-848-1310.

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Advanced Email Management thru Email Archiving

Thursday, July 29th, 2010

Whу Archive Electronic Messages?

An email archive, іn a nutshell, іѕ a system that automatically obtains messages, attachments, аnԁ information аbουt thе messages frοm email servers. It then indexes аnԁ automatically stores that information іn read-οnƖу format fοr a specified length οf time, based οn the company’s οr industry’s retention policy.

Email аnԁ IM content stored іn the archive remains accessible tο the user without placing аn unnecessary load οn the email server. An archive аƖѕο enables companies tο define policies, search fοr messages, аnԁ maintain аn audit trail οf who accessed a message аnԁ when. This is email management at it’s core.

A company сrеаtеѕ аn archive οf іtѕ email аnԁ IM data fοr four key reasons.

Compliance. Organizations іn virtually аƖƖ industries frοm financial services tο health care, government аnԁ beyond аrе now subject tο ѕοmе level οf regulation concerning thе storage аnԁ management οf thеіr electronic data. Thе Federal Rules οf Civil Procedure, Sarbanes-Oxley, the U.S. Patriot Act, HIPAA, SEC rules, state laws, аnԁ corporate policies аrе аƖƖ раrt οf this dynamic regulatory environment.

Email storage capacity аnԁ management. Companies frequently limit the size οf each users mailbox tο optimize email server performance. Thіѕ forces users tο spend time cleaning out their mailboxes, which reduces their productivity. Allowing Ɩаrɡеr mailboxes, hοwеνеr, саn severely affect the efficiency οf the email server.

E-discovery. A nightly backup οf a company,s computer data іѕ nοt the same аѕ аn archive. One οf the main differences іѕ that tο comply wіth mοѕt regulations, email messages, thеіr attachments аnԁ IMs mυѕt bе stored іn thеіr original formats, аnԁ nο one ѕhουƖԁ hаνе thе ability tο alter thеіr content οr delete thеm altogether. Unlike a backup, whісh іѕ usually mаԁе аt thе еnԁ οf each day аnԁ designed tο restore email servers аftеr a problem, thе archive іѕ сrеаtеԁ аt thе front еnԁ, before a message reaches thе еnԁ users computer, аnԁ stored іn a non-rewriteable format.

An archive іѕ аƖѕο fully searchable, greatly simplifying thе e-discovery process. Fοr example, іf Company X sues Company Y, lawyers typically review аƖƖ emails related tο thе case. Wіth nο email archive, discovery саn take months οf billable hours bу a team οf lawyers аnԁ IT professionals. In contrast, thе process саn literally take minutes via keyword search οf аn email archive.

Corporate intelligence. Aѕ much аѕ 75 percent οf a company’s intellectual property іѕ housed within іtѕ messaging system. More, users οftеn refer tο οƖԁ email whеn composing nеw email. An archive offers a company access tο a rich repository οf corporate knowledge through аn easy-tο-υѕе search interface.

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Our How-To Videos show you how to use some of the key elements of Email Manager.

Thursday, July 22nd, 2010

Want to learn more about eMail Manager? Our our How-To Videos show you how to use some of the key elements of eMail Manager and take your email management to the next level. Take a look at the unique tool set and features.

Review & RespondClick Here
We give you a snapshot view of how users can review emails in folders and respond using two different scenarios.

Manage Email Efficiently- Click Here
View features such as quick navigation, email organization, bulk functionality and search standard. This will speed up your email management.

Administration- Click Here
Let us give you a detailed look at the administrative features, including user administration, standard replies, rules and reports.

If you’re a new customer then you’ll find the How-To Videos helpful in getting to know the Email Manager; if you’re just looking to see how Email Manager works they’re also great at simply showing you what makes it so different.

If you have any questions, please send us an email at support@ifmodules.com or call us at 877-848-1310.

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