While email has been around for years, it is still a mode of communication that involves a lot of overseeing and supervision. It’s tricky nature and lack of tone can make it an easy way for things to get lost in translation. It is hard to imagine running a business without email because it is such a convenient, flexible and immediate tool. But the fact it is so easy to send an email can result in misuse or abuse. A carelessly phrased email forwarded to lots of recipients can quickly damage your reputation or break confidentiality, even when unintended.
In this best practice guide for employers, we explain email usage within the workplace and recommend a standard email usage policy that you can implement immediately. Please note that the information is general and does not constitute advice. If you need help with policies, consult an employment relations professional.
Email usage in the workplace
There are many risks involved with email usage. Having a company wide policy for email usage and communication can protect you and your employees from potential risks. Your employees may send emails without considering the risks of confidentiality or even security. Without a clear written and established company policy, you cannot manage security and safeguard your business. As an employer, you are liable for the acts and omissions of your employees.
Drafting an email usage policy
When you draft your email policy, it should keep certain factors in mind:
- Decide the extent to which employees can use the Internet and email for personal purposes.
- You should set out the consequences for not following the policy, including disciplinary action and summary dismissal.
- The use of email and internet should be consistent with employee responsibilities and should comply with all other rules and procedures.
- Avoid permitting activities which might be illegal, offensive, or likely to have negative repercussions.
- Depending on the business you are in, a higher level of security could be useful on the email.
- The email usage policy should also mention styles of communication for outside work hours or outside working days.
General email usage policy requirements
- The policy should be made available to all staff and stored in the company internal communication network, where it can be accessed anytime.
- Be very clear and explicit as to what is considered forbidden.
- Clearly set out what information gets recorded, logged, and who has access to the information.
- Mention why the improper use of email can be risky and that it may pose a threat to system security and the legal liability of the organisation.
- Outline in plain language how the company will monitor staff compliance with company rules on acceptable use of email and browsing.
- The policy should be regularly reviewed in accordance with the development of the internet and information technology.
Monitoring email usage
There are currently no laws prescribing the prohibition of monitoring an employee’s emails or Internet usage. However, there is controversy about the grey area of ‘telecommunications’ and if it includes emails and internet.
While many companies monitor email usage, the key is it to do with caution and respect:
- Be open about monitoring the communication channels. Your employees have a right to know that their email and internet use is monitoring.
- Limit personal use and set restrictions clearly.
- Do not intrude on the privacy of the employee and provide a mechanism for employees to delete email from the system.
- Any personal information that is found that concerns employees must be used fairly.
- Establish a business purpose for monitoring (working time is used productively or checking if they have logged in).
- Do not monitor websites, viewed content unless the business purpose cannot be achieved by recording time spent on the Internet.
- Monitoring should be limited to an automated process. You should not monitor the content of the emails unless the traffic record alone is not sufficient.
- If you are using the results of the monitoring, give the employee an opportunity to explain the results.
Disciplinary action for improper email usage
An employer may dismiss an employee for improper email usage or misuse of workplace internet resources provided the employer:
- Clearly demonstrates the use was an unauthorised use as defined by the email usage policy or electronic communications policy.
- Investigates the employee in accordance with any workplace disciplinary policy and workplace relations law.
- Gives the employee an opportunity to respond to the allegations.
Implement effective policies with Peninsula
The changing world of telecommunications means it can be tricky to ensure the safety of your employees and your business. Having clear and established policies can make a world of difference for your business. We understand small businesses may not always have the resources to create and implement effective policies for employment relations and workplace health and safety.
At Peninsula, our goal is to provide tailored services and support that meet your needs as a business owner. Peninsula advisers can help you build and establish clear and sturdy email usage policies. For peace of mind, call our 24 hour advice line.