Management Information |
Why Your Business Needs an E-Mail Policy
Why is it imperative to have a company E-Mail Policy? It issimply good business, that's why! In addition, having a clearand detailed e-mail policy in place, one that employees sign anddate before they are allowed access through your businesss'computers, is critical to you being able to enforce or react tosituations that may arise at a later date. Even assuming you have the best folks working for you, or on yourbehalf, does not negate the need for this type of policy to beestablished. Hopefully, you will never need to refer to yourpolicy statement in regard to an employee's actions or behaviorwhile on company time. However, if you do find yourself in thatsituation down the road, you will be relieved these terms andconditions are in place for your protection. With technology now in the workplace and e-mail accessible tomore employees than ever, connectivity makes it easy for allemployees to surf the Web on company time, circulate unnecessaryand/or inappropriate messages and illegally copy content. Theseactivities can lead to: => Claims of sexual harassment and discrimination. This occurswhen e-mail or information is forwarded to an employee who maynot have the same sense of humor as the sender. We all have hadour e-mail boxes filled by well intending friends with the latestjoke or chain letter, some of which could offend the recipient orare not appropriate in a professional environment. => Misaddressed messages that lead to intentional or inadvertentrelease of corporate trade secrets. One typo, dot, dash or spacewhere it shouldn't be (and folks typo e-mail addresses all thetime) and your company information can very easily end up beingdelivered to another e-mail address outside of the company. => Network and spam attacks. Those who do not understand thebasics of Online Netiquette, many times put themselves in asituation of having e-mail bombs or repetitive e-mail being sentwhich can cripple your network due to their actions. Employeeswho do not market your business within established protocols cancause your server and ISP to cancel your accounts due to spamcomplaints to your hosting and e-mail providers. => Copyright infringement issues and the possible legalities thatcan ensue. Copyright is one of the most misunderstood issuesonline. Many believe that information, graphics, etc. are onlinefor the taking. Right click and it is yours! To set the recordstraight, there is nothing further from the truth. Allinformation and graphic images are protected by the person whocreated them. To take content or images without thecreator's/author's written permission is copyright infringement.It is also copyright infringement to forward or quote anotherperson's private e-mail in a public venue such as mailing listsand discussion groups without their written permission to do so. Abuse of e-mail may also lead to: => Waste of computer resources. Large gratuitous downloads cannegatively impact your bandwidth allowances and incur additionalcharges from your provider not to mention lower employeeproductivity. => Drain on limited storage capabilities. Limits in disk storagespace can easily be maxed out incurring additional charges. => Slower response times for legitimate business activities.Focus is lost on priorities and customer service. Company e-mailactivities should be considered one of the highest prioritiesthat many times will fall by the wayside in lieu of employeesbecoming sidetracked by these other activities. => Increased network traffic. Unnecessary network traffic cancause your entire network to come to a grinding halt ifacceptable computer and online usage is not clearly defined. => E-mail forgery. I could send an e-mail today appearing to beBill Gates. Only those with an above average technical knowledgewould be able to determine it was a hoax and trace it back to me. All company e-mails should use your dot com/net/org to identifyall employees. E-mail settings should not be tampered with orchanged for any reason. => Create a negative perception of your business image,legitimacy and level of credibility. One cannot underestimatethe power of perception as it relates to your businesss' e-mailactivities. Each e-mail should be taken as seriously as though itwere written on company letterhead. How it is written, the wordsused, whether proper Netiquette it practiced or lack there of canhave a negative impact on those communicating with your company. Any e-mail policy should start with the following basics. Youwill want to review each carefully and then jot down and add thespecifics unique to your business environment and culture. 1) Specify that the computer and e-mail system belongs to thebusiness for authorized purposes only. While on company time anyuse of the Company's equipment (computer) is to be used solelyfor business activities related to the performance of anemployee's job responsibilities. 2) Set clear expectations of employee privacy. What will beprivate and what won't - if anything. Trends indicate that themajority of e-mail policies currently in place state clearly thatwhile on company time, employees should not expect to have anyprivacy in regard to their use of company owned equipment andresources. 3) Establish monitoring as a "right" of the employer. It shouldbe expected and acknowledged. 4) Make sure employees understand attention should be taken whenaddressing e-mail and when drafting them to avoid includingcopyrighted material. Each e-mail an employee sends utilizing ane-mail address with your dot com/org/net reflects on yourbusiness and makes you inevitably liable if another author'sinformation is misused without their permission. Not only arethere legal ramifications, but again, do not underestimate howyour enterprise will be perceived by virtue of the use of acompany e-mail address in communications. 5) Outline specific types of content that should be avoided ine-mail messages. The more detail the better here! 6) Have employees sign and date the e-mail policy. Put a copyin their personnel file and give them a copy to have on hand forreference purposes. It would also be recommended that each employee be sent to myOnlineNetiquette.com site or given a copy of my soon to bereleased book: "Because Netiquette Matters! Your comprehensivereference guide on e-mail etiquette and proper technology use."This will ensure they are aware of all the issues and practicesthey need to integrate when e-mailing on behalf of and using yourcompany's resources to communicate online. For a sample E-mail Policy that you can use and modify, visit mymain consulting site @:http://www.theistudio.com/example_epolicy.html About the Author:
MORE RESOURCES: Unable to open RSS Feed $XMLfilename with error HTTP ERROR: 404, exiting |
RELATED ARTICLES
Relationship Building - 5 Tips and 5 Questions And is isn't hard - it's more about focusing on people, who they are and what interests them. And that's just where you spend your time. Time Management Tips for Managers Late last year I was presenting a workshop for the senior managers of a major organisation. Whilst doing a pre-workshop survey to assess the challenges these managers were experiencing it became very apparent to me that many of them were showing the signs of business burn-out. Is A Bad Attitude Permanent Today there is great weight put on a person's attitude.It is as if this is something for which they are individually responsible and should be held to account for. Understanding How Change Has Changed There seems to be an assumption that change is a single traumatic event that is thrust upon us and over which we have no control.In the recent past this was definitely true, in industry there would come a sudden realisation at the end of the financial year that unless we did something radical we were going to the wall. Leadership Style: What Makes A Good Boss? In today's competitive environment, companies realize that a good boss is one who can identify and build on the talents of the staff and knows how to retain top performing employees. Take this quiz and see if you are a good boss. Do You Really Care What People Think? You had better care! Because what people think usually leads to predictable behaviors that can really affect your business, non-profit or association for better or worse.Look at your employees. Why Do Managers Create Low Morale? Or Does My Bum Look Big In This? Why do managers create low morale as a product of their management and what can we do about it?The answer to the initial question is easy.We all know what managers do to the workforce that causes the workforce to feel the way they do about their jobs. How Managers Can Turn Failures Into Successes Although there are real, external reasons for managerial difficulty - including massive reorganization after takeovers and the realities of discrimination due to age, sex, and race - managers fail most often for reasons they themselves create.These reasons include ignoring the application of emotional intelligence, failure to recognize individual motivation to be effective, and a failure to adapt to change and rebound from setbacks. The Three-Dimensional Communication System Human communication is always three-dimensional. No spoken or written message is ever just words or rational thoughts. Work Priorities: Where Can You Spend Your Time Most Effectively? Understanding where you can spend time most effectively requires concentration in three areas:1. Doing what you enjoy2. Selective Job Cuts Often Benefits Firm More Than Broad Layoffs Over Long Term It is difficult to pick up a newspaper or listen to a business news broadcast without being greeted with the announcement of another massive corporate layoff or cutback. The economy catches a chill and, as a result, the corporate world catches a profits "cold. Top Ten Tips for Outstanding Customer Service Remember the 80:20 rule? You may not get everything perfectly right, but getting most right will be much, much better than the majority of your competition. These Top Ten Tips for Customer Service will get you well on the way. Innovation Management - smart people dont necessarily produce great ideas Creativity can be defined as problem identification and idea generation whilst innovation can be defined as idea selection, development and commercialisation.There are distinct processes that enhance problem identification and idea generation and, similarly, distinct processes that enhance idea selection, development and commercialisation. I Am Not A Number - Why Too Many Change Projects Fail Many of you will recognise this quote from the 1960s TV show, "The Prisoner". Patrick McGoohan used the phrase to describe his frustration at not being treated as an individual, and being kept in the dark about what his superiors were up to in a very confusing environment. Reducing the High Cost of Absenteeism Employers pay a high price for absenteeism, often more than they may realize, in terms of both financial and production losses and employee morale. Managers may view the tasks of finding a substitute employee as a short-term inconvenience; however, absenteeism frequently has more serious long-term effects. Quality Improvement is Free The point of a quality improvement program should not only be to improve a product or the delivery of healthcare but it should also be to save time and money by reducing or eliminating waste or errors. For example, a doctor or nurse practitioner writes a prescription. Business Innovation - the Value of Structure Creativity can be defined as problem identification and idea generation whilst innovation can be defined as idea selection, development and commercialisation.There are other useful definitions in this field, for example, creativity can be defined as consisting of a number of ideas, a number of diverse ideas and a number of novel ideas. What Every Manager Should Know About How to Enhance the Motivational Climate of the Workplace It has been well documented that employees' productivity and job quality increase when we are made to feel welcomed at work. In other words, when the motivational climate is enhanced to meet their needs they produce quality work at the 100% rate. Innovation Management - how does the user benefit? Creativity can be defined as problem identification and idea generation whilst innovation can be defined as idea selection, development and commercialisation.There are distinct processes that enhance problem identification and idea generation and, similarly, distinct processes that enhance idea selection, development and commercialisation. Don't Get Down - Manage Up! "Experience is not what happens to a man; it is what a man does with what happens to him."- Aldous HuxleyEver have one of those supervisors that just didn't quite get it?Perhaps you even wondered from time to time how in the world this person ever became a manager in the first place?The truth is that most of us, at some point in our career, will experience this firsthand. |
home | site map | contact us |