Electronic Communication in the Workplace - Assignment Example

 Electronic Communication in the Workplace The memo seeks to address the Importance of Email Guidelines in the Workplace because of the extensive use of the tool as a popular means of communication. Guidelines on how to use the company’s email are necessary in the workplace for increased productivity in the organization. Irrelevant communication within the working environment is the main reason for impotence in any organization. The company benefits from the implementation of such instructions in the form of rise in profits at the end of the financial year and growth of the organization in the long term. An unfortunate incident in the corporate sector is that of Royal and SunAlliance Insurance Company. The organization sacked and disciplined employees involved in the distribution and emailing of pornographic content. The time allocated to the viewing and distribution of the illegal content at the work place is a clear indication of misappropriation of resources in the company. The unanticipated fall in employee count disorganized the structure of the organization. Consequently, the output of the organization decreased. The company ought to address the misconduct of email at work through employment policies. It is necessary for each staff to go through these policies and agreeing to them by signing the document if it is in hard copy. Installation of email filtering software is vital for monitoring the employees and in punishing the offenders of the employment policies. In addition to that, the employer is responsible for addressing the issue in regular meetings by insisting a high level of formality in the use emails both externally and internally. Implementation of the mentioned guidelines at the work place is a holistic approach in elimination of unproductiveness at the workplace while promoting ethics in the business. Copy to: Chief Operations Officer Hello, The purpose of writing is to announce on the implementation of guidelines for the use of the company’s email as a tool of communication within the workplace. The decision resulted from recently revealed statistics on the abuse of the resource in the company. The use of employment policies as a guideline is vital in mitigating the email misuse. Employment policies of the company have undergone revision. Inclusion of Internet and email use as a section in the policies is a necessary move in the implementation and enforcement of the rear mentioned guideline. Attached is a revised copy of the employment policies. Take time to go through each policy related to the use of Internet and email. A signature on the document’s print out symbolizes being in agreement with the policies. The information and Technology department shall install an email filtering software overnight. The software will track emails within the organization while filtering those with irrelevant content. If one falls victim for abuse of the email, termination from or disciplinary action on your role in the organization is the consequence. The Board of Governors has the final verdict on the vice. Therefore, it is vital to adhere to the employment policies to evade the mentioned actions by avoiding emails on irrelevant subjects. The attendance of the regular company meetings is vital because the employer shall address matters relating to the Internet and email use. Participation in such meetings paves way for negotiations on the issue at hand therefore as an employee you have the avenue to raise your concern to the upper managementregarding the guidelines implemented oninternet and email use. Work Cited "Abuse of the Internet Is Now a Major Headache for UK Employers, According to a New Study on the Growing Problem." Firms Face up to Internet Abuse (2003): 1. BBC NEWS.Web. 21 Apr. 2015. . Southern Life Insurance Company Richmond, VirginiaOffice P.O Box 221 21/04/2015 To: Sales Representatives From: General Manager Subject: SH Sexual Harassment is intolerable irrespective of one being an employee or a non-employee of the Company. As long as the individual is in relation with Southern Life Insurance Company, whether in the premises or working off the premises, the subject matter is an unlawful act. According to the Federal and States laws, harassing an employee because of their sex is unlawful. An accusation based on sexual harassment is an immediate exit of an employee from an organization and serving a prison term where the accused is found guilty by the judicial system.Harassment includes sexual advances that are unwelcome in form of forceful touching of sensitive areas such as the genitalia. Requests on favors pertaining sex and other harassments of sexual nature in verbal or physical form are also sexual advances. The victim or harasser can be either a man or woman. In other instances, the victim and harasser belong to the same sex. In the working environment, sexual harassment can occur vertically or horizontally. The employer and co-worker can be the harasser. In addition, the client isthe harasser in other cases. Frequent and severe harassment establishes hostility in the work environment or results in unfavorable employment decisions. A hostile working environment affects an organization in the long term. Decrease in the sales of insurance is an immediate result of such an environment because of employee resignation. In the end, the business incurs loses. Growth of the business deteriorates for that matter.On the other hand, firing and demoting an employee (unfavorable employment decisions) hurts the image of the business. Organizations lose investors and clients as a result. Business operations are negatively on, thus closure is inevitable. The rare mentioned forms of harassment are illegal incompatible with the law. According to the company’s sexual harassment policy, the following are forms of harassing and intimidating acts: Expression of offensive material at work Opportunities lost on the basis of discrimination; race, gender, nationality, religion, sexuality, age, marital status, tribe or disability Violence or menace in the work rooted from sexual content Any nature of sexual harassment is enough evidence to report the matter. Victims or any individual providing information in an ongoing investigation on the subject matter is entitled to protection from retaliation by the organization. Verbally expressing explicit content in the work place is common. It is an assumption that it is harmless to the victim because it causes no harm physically. Instead, the victim is tortured psychologically and emotionally. Hostility brews in the environment because the two individuals, that is, the harasser and the victim are incompatible on a mental level. The company is responsible for its employee’s well being at the work place. For this reason, elimination of the factor that causes nuisance in the organization is vital for optimal for a well-balanced working environment. An employee found guilty of sexual harassment is prone to employment termination or disciplinary action. In either the corporate sector or personal life, image is vital. It is therefore every staff’s responsibility to establish an environment free off the subject of discussion. Cohesion in the company is beneficial in a number of ways, from increase in revenue earned by the organization to raise in salaries of employees as a result role promotions.Togetherness also affects the outside environment where one becomes the others keeper. Copy to: Support Staff Members Read More