Why and How Should Organizations Develop Comprehensive Email Policy - Term Paper Example

Email policy Introduction In the emerging business environment of fast advancing technology, the computers have become an intrinsic part of work culture. In the recent times, internet has emerged as one of the most popular medium of communication with its wide range of applications in the ever expanding and highly competitive business environment. Internet with electronic mailing system has redefined the communication with its far reaching implications and has become one of the most important parts of any business strategy. In a business journal, author says that ‘e-mail has become a key method of communication in most industries, as common as the telephone’ (Rosenthal, 2005, 1). The vast potential of internet and email services, therefore, necessitates the organizations to re-evaluate their business strategy and incorporate business plans so that the organizations can successfully exploit its potential for business purposes. But it is equally true that the internet, with its huge scope for expansion has also wide ranging implications, which may have damaging effects for the overall development of the organization if it is not used with caution and with an approach that calls for greater control and discipline. The impact of computer has been extensive in almost every area of one’s life including professional and personal. The direct and indirect use of computer technology in every sphere has made it extremely popular which has, in turn, made it highly susceptible for misuse by one and all, in the absence of any tangible means of control. According to a report in CNN ‘the survey of 294 U.S. companies with at least 1,000 employees found that, in many cases, employees who sent e-mails containing confidential information about the organization or e-mails that were considered obscene and offensive were disciplined or terminated’ (CNN, 2006). We would, therefore, be focusing on the urgent need for addressing the proper and efficient use of internet and email services in the organization that would help to develop internet and email policy to effectively monitor its use. Why the need for effective rules and regulation? Internet has become a very cost effective and time efficient tool with its wide ranging ramifications. But at the same time, it can also be easily misused by unscrupulous people for their own vested interests that may be extremely disastrous for the organization, general public and the states at large. As is evident by the latest trend, the use of information technology and internet by the various terrorist outfits has resulted in some of the worst human tragedies in recent time. Hence, the emerging trends in the computers and information technology urgently require strict regulations and effective strategies that can curb its usage by the terrorists and unethical users. Advancing technologies, especially internet and email services have become indispensable part of corporate work methodology and therefore, they need to be regulated to help promote faster and more efficient delivery of organizational goals and objectives. Since, internet has wide popularity base among the masses, it is important that some measures of control and monitoring are used so that people in the organization are not able to misuse the technology for personal gains, at the expense of the organizational time and space. Another very pertinent point is that the indiscrete use of internet and email services, tend to expose the computer systems to external threats from viruses and scam emails which have the potential of destroying valuable organizational data and information. In a journal article, it is stated that ‘Countless other cases involving corporate e-mail never reach the public domain. They involve costly viruses, security breaches, theft of proprietary information, and workplace discrimination and harassment suits’ (Rosenthal, 2005, 2). Internet, if not monitored, can also be used by rival companies and vested interests to access valuable and confidential organization’s information through sophisticated ‘spyware software’ that can be downloaded into the computer system, whenever internet is used without adequate security and controlled measures. While internet and email services are excellent communication tools, one cannot deny the fact that internet also provides vast opportunities of entertainment and chat-rooms that promote wastage of official time, if used by employees during working hours. It is often observed that in the guise of privacy and personal space, employees tend to misuse official internet services, well beyond their personal time and space! The offices have also become a safe haven for downloading pornographic material which are not only morally improper but such sites are infested with viruses and other damaging software that can prove fatal for computer systems. Most importantly, email services are vital tools for information dissemination, within and outside the organization and it is important that this services is not misused by employees to send unethical mails or material to other colleagues and people in violation of organizational code of conduct and the wider organizational aims and objectives. In yet another survey by ePolicy Institute ‘…monitor internal e-mail between employees—the kinds of messages that can give rise to discrimination or harassment suits’ (Cormick, 2004). For majority of the users, email services and instant messages are seen as informal medium of communication and people are prone to exploit it by expressing views and opinions that may not otherwise be proper. In the recent times, the increasing use of these services, in the professional and personal lives of the individuals, has exposed the vulnerability of this medium of communication. The companies that have not developed well defined guidelines for emails and IMs, have had to face lots of problems, including litigation for a variety of reasons. Lack of internet and email related policies have led to the abuse of official internet and email services by the staff and other people through mails that contain improper messages like sexual harassment, pornographic material, leakage of confidential information etc. In the absence of any policies, the organizations are often left with little or no evidence of impropriety, committed by its employees. Another very crucial aspect is that the lack of email policy of the organization can also give opportunities to its aggrieved employees to send improper emails to rivals and other external agencies that may prove detrimental to organization’s reputation and business credibility. Looking at all the above highly pertinent points, it becomes imperative that the organization must re-evaluate its strategy to combat effectively the misuse of email and other communication services by its people in the organization. Recommendations The following recommendations would facilitate in developing a comprehensive email policy, which may also include the judicious use of other communication devices and services, in a manner that would not harm the interests of the organization. In-house training of the employees on the proper use of internet and email services. ‘To maximize the effect of the e-mail policy, the company must commit to educating its employees regarding the proper use of e-mail, and the risks inherent in e-mail use’ (Agin, MHT) Dissemination of information regarding the pros and cons of using the services at workplace to all its staff The email policy must incorporate the details of organization’s rights, vis-à-vis, the email correspondence of its employees at workplace, using official equipment and services that would facilitate better monitoring of internet and email usage by the employees and other staff through specialized software and tools. Organizational guidelines with regard to retention/removal of emails at regular period so as to promote better management of email storage at company’s website. Clear cut guidelines and policy regarding contents of the emails of the employees that not only forbid pornographic and indecent material and correspondence among the staff but the details must also include the materials that may breach the organizational ethics and code of conduct, adversely impacting its credibility and business interests. Implementation of strict enforcement measures that would deter misuse of such services, either intentionally or unintentionally. Conclusion One can therefore conclude that it is imperative that organizations must develop comprehensive email policy because the internet and email services are increasingly become intrinsic part of organizational work culture. Communication through electronic mail or e-mail, as it is popularly known, has made it easier to disseminate information among office staff of various branches, thereby, making it easy for the management to keep them informed regarding every aspects of organizational vision, mission and daily progress. It is also a fast and efficient tool of communication that leads to quality management. A well defined email policy would further improve the performance of the organization and its employees because its use at all levels of office hierarchy is crucial for the challenges and productive outcome of the visionary goals of the organization. Reference Agin, Warren E. Companies must spell out employees email policies. Mass High Tech newspaper (MHT). Available from: [Accessed on 7 July, 2008] Cormick, John Mc. 1 Sept. 2004. ePolicy Institute survey: Companies are dropping the balls on email and IM. Available from: < http://articles.techrepublic.com.com/5100-10878_11-5331888.html > [Accessed on 7 July, 2008]. Employees get canned for emailing. 7 June, 2006. CNN. Available from: [Accessed on 7 July, 2008]. Rosenthal, Mike. 22 April, 2005. Companies get smart about securing corporate e-mail with policies, protocols. Austin Business Journal. Available from: [Accessed on 7 July, 2008]. 1, 2 Read More