Today it is possible to effectively measure Email traffic down to the individual user and message. From there the organization must identify problems, define appropriate policies to remedy the situation, and enforce those policies to achieve the desired results.

Finally, this kind of Email management helps managers ensure compliance with both internal policies and external mandates. Through detailed reporting, managers will be able to see and document exactly when and where Email messages are going as well as identify traffic patterns that may raise potential compliance issues. Rules-based automation can flag or actually prevent the delivery of messages that violate regulatory mandates, such as messages containing confidential information.

In all cases, policy-based Email management is central to the organizations ability to maintain Email as an essential business-critical application while facilitating Consolidation and Compliance and controlling the Cost.

Best Practices for Email Management: A proven methodology

The following summarizes an 8-step methodology for managing Email traffic and controlling costs.

1. Analyze usage patterns

· Identify usage patterns through Email traffic measurement

· Correlate usage patterns with traffic levels

2. Identify unnecessary or inappropriate Email usage

· Investigate usage patterns generating excessive traffic

· Identify users, applications, and activities associated with those traffic patterns

3. Develop policies to encourage correct usage and discourage Email abuse by targeting the highest impact behavior

· Define policies to limit excessive traffic

· Educate users about behaviors that negatively impact traffic

4. Recommend alternative means of communication for problem situations

· These could include shared folders, Sharepoint, a well designed intranet application, etc.

· Educate users about alternative communications options

5. Implement automated tools for measurement, monitoring, and traffic analysis

· Acquire automated tools for Email measurement and analysis

· Use Email measurement tools for ongoing policy compliance

· Run measurement tools prior to consolidation for planning purposes

6. Establish acceptable thresholds and alerts

· Set thresholds for policy conformance commensurate with your objectives

· Link thresholds to an increasingly urgent sequence of automatic policy compliance warnings

7. Continuously monitor Email traffic for the purpose of policy enforcement

· Maintain regular traffic measurement to watch for excessive use

· Identify activities that fail to comply with policies

8. Provide timely management reporting

· Implement browser-based traffic management reporting tools

· Regularly view activity summaries

· Use drill down capabilities for problem investigation

· Deliver scheduled and customized reports to selected management levels