Email Policy Issues - Essay Example

The technologies like the telephone and other earlier modes of swift communication systems too had some problems with the issues of etiquette in their usage. But on contrary, the current issue in monitoring email is virtually monitoring everyone due to the comprehensive connectivity among all users in the organization. The apprehensions about the policy of archiving all the emails to disturb the productivity of the company from the resentment generated due to restrictions imposed on the freedom of employees' expression are not very serious. The research studies undertaken across the world to assess the employee's attitude towards email user policy strongly recommend that the absence of articulating an effective email policy would give a wrong signal to the user attitude (Weisband and Reinig, 1995). The experience of Jason Perry justifies this finding that the absence of a proper policy has given the users to take the technology to their advantage and made it detrimental to the reputation and credibility of the organization.

But in the case of M/S Johnson & Dresser, the issue that confuses the top management is the outcome of the implementation rather than the policy framework preparation for email usage in the company. Moreover, Jason Perry as an architect for the effective implementation of the policy shall prepare necessary exercises to sensitize the entire community around him in the organization to reinforce in them the need for a code of email usage in the organization. And to create a proper prudent approach towards this rather than an offensive strategy, it would also be essential for the CEO and the other responsible members of the company to have a public release of the company policy as a benchmarking program in creating digital ethics codes (Simmers, 2002). This would help the employees to rally behind such a noble cause which otherwise would invite a significant amount of suspicion in the mind of the employees. On the content of the policy, the emphasis shall be placed on not using the email against the company or the persons that could harm the business and reputation or cause deformation. Further, the specific information of the email addresses - devoid of the content - of those involved in communication could be provided continuously in the open domain (Agarwal and Rodhain, 2002). Further, an auto-generated statement of certification that the particular mail has been sent in strict adherence to the company email norms shall also stitch to the emailed text.