IT AND BUSINESS MANAGEMENT FOR THE MIDMARKET
Essential e-mail policies: Check IT List
Nancy Flynn, Contributor
11.08.2004
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Whether you employ one part-time worker or dozens of full-time professionals, anytime you allow employees access to your e-mail system you put your organization's assets, future and reputation at risk. Regardless of industry type or company size, the accidental misuse and intentional abuse of e-mail by employees can create million-dollar headaches for employers. If employees are using e-mail to conduct business and engage in personal correspondence, the mix of professional and personal messages creates potential risk.
To ensure your small business' e-mail system is safe and secure and your employees are producing e-mail that is clean, clear and compliant, The ePolicy Institute recommends you apply these 10 e-policy tips:
Address ownership issues and privacy expectations. E-mail belongs to the employer, not the employee. Use your e-mail policy to advise employees that the e-mail system -- including all content, messages and passwords -- is the property of the organization. If you monitor e-mail, tell your employees. Let employees know they have no reasonable expectation of privacy when using the company's e-mail system.
Control risk by controlling content. Is it possible your employees are insulting, defaming, harassing or otherwise offending customers, co-workers and vendors via e-mail? Couple content rules with employee education to ensure e-mail messages are as clean and clear as they are safe and secure.
Establish and enforce rules of netiquette. Employees have the right to work in an environment free from harassment, discrimination and hostility of any kind. Adherence to online etiquette, or netiquette, guidelines keeps employees' content clean and employers' liabilities in check.
Treat e-mail as a business record. E-mail creates a written business record that can come back to haunt you (or help you) in a lawsuit. According to the 2004 Workplace E-Mail and Instant Messaging Survey from America
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n Management Association and The ePolicy Institute, 20% of employers have had e-mail subpoenaed and 13% have battled lawsuits triggered by employee e-mail.
Address personal use. Use your policy to let employees know how much, if any, personal e-mail use is allowed. Be specific. Leave no room for individual interpretation. Remember, an employee's interpretation of "appropriate" personal use is likely to be significantly different from your own. Spell out exactly when, for how long, with whom and about what topics employees may communicate.
Incorporate an overview of your sexual harassment and discrimination policies within your e-mail policy. Because of e-mail's relaxed, informal nature, some employees will put in writing comments they would never say aloud. Make sure employees understand that regardless of how a message is transmitted, an inappropriate comment is an inappropriate comment. All it takes is one offensive remark to land you on the wrong side of a costly, protracted lawsuit.
Address the sending, forwarding and receiving of spam in your e-mail policy. Establish a policy that addresses e-mail spam as a threat. Educate employees about spam and e-mail policy compliance. Implement technology to block spam at the gateway and eliminate the need for desktop management of unsolicited e-mail. Let employees know how you want them to handle unsolicited e-mail that violates policy.
Don't forget instant messaging. It's estimated that 25 million employees are using personal IM tools downloaded from the Internet. They put the organization at tremendous risk by communicating via public networks -- without management's knowledge or written rules and policies to reduce liabilities. Manage IM today, or face legal, security and other challenges tomorrow.
Insist on employee compliance. Be sure every employee understands each e-mail policy and procedure and is clear on what constitutes appropriate and inappropriate use of the organization's e-mail system. Require each employee to sign and date a copy of every e-mail rule and policy, acknowledging that the employee has read, understands and will comply with the policy -- or accept the consequences, up to and including termination. Create continuing education activities and tools to reinforce training and ensure e-mail rule and policy compliance.
Nancy Flynn is founder and executive director of The ePolicy Institute, an organization devoted to reducing employers' e-risks and enhancing employees' e-communications. An in-demand speaker and trainer, Nancy Flynn is the author of six books including E-Mail Rules, Instant Messaging Rules, The ePolicy Handbook, and Writing Effective E-Mail. E-mail Nancy Flynn or visit ePolicyInstitute.com.
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