Understanding and Measuring Internal Email Communications

GAT supports two ways to measure and understand internal email communications. The first method is through the ‘Users Audit’.

Select the ‘Users Audit’ from the GAT homepage, and from the range of audit areas, select the ‘Emails’ tab (1).  This shows the last 30 days of email activity, both internal and external.

By default, this will show all the users on the domain. As this might be a large number of users you might like to focus on an individual or a group. You can enter an individual or a group name at (2). You can also select an Organization Unit (3).

The email volumes for each user is laid out in 8 columns. The first 4 are for external volumes and the last 4 are for internal volumes. The columns show the following

No. of email sent

No. of emails sent with files attached

No. of emails received

No. of emails received with files attached

For internal emails look to the second set of 4 columns (5).

Clicking on any number in blue shows you the email metadata that is behind the figure. You can see the ‘from’, ‘to’, ‘cc’ etc.

If you wish to see the volumes for each day of the last 30 days, select ‘Show daily stats’ (6).

All columns are sortable.

They say a picture is worth a thousand words, so for the big picture select the ‘Business Intelligence’ section from the GAT homepage.

From there select ‘Internal/External Collaboration’.

Then select a look back period of the last 4 weeks.

Select ‘Show Graph’.

Wait for the graph to draw. This will take about 30 seconds.

When the graph has drawn select the following choices. Under ‘View’ select ‘Emails’ and in the Filters section, select ‘Dampen external collaboration’

What you are left with on the graph is a map of the actual internal email activity for ‘replied to’ email over the last four weeks.

If you want to see the numerical values behind the pairs of email relationships, select ‘Pairs’. You can sort to the top pairs to the top.

You can even explore the activity between any two individuals, any two groups, any two OU’s or any combination of the above.

Finally, if you want to understand more about this suite of tools and how you can make them work for you, you can read here.

Notes

The two methods are actually slightly different in terms of what they measure. Under the ‘Users Audit’ absolute volumes of emails are being measured. Every email sent and every email received is counted and tabulated. Under the ‘Business Intelligence’ graph, the measurement only reflects ‘replied to’ emails. Emails not replied to or ignored are not counted for use in this graph as they are not considered to form part of a collaborative effort. The purpose of the Collaboration graph is to show collaboration activity.

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