Creating Internet and Email Guidelines: The Dos and Don’ts

Internet plays an important role in many businesses. However, as an employer, you need to make sure that your employees are using the Internet in a way that is appropriate and in keeping with your company’s goals. You want them to use it as effectively as possible, otherwise the Internet can turn into a real time waster. Consider the following do and don’t tips as you create workplace Internet and email policies for your small business:

Do Prohibit or Limit Personal Use: Make a clear policy about how the employee can use the Internet and email for personal use. It’s okay to allow some personal use, but you want to be clear about the guidelines. At the same time, it is okay to prohibit personal use while at work.

Do Educate: Try to educate your employees about the dangers of sharing personal or financial information on unsecure sites. The more your employees know, the better they will be able to use this important resource.

Do Offer Protection: Protect the confidential and sensitive information that might be emailed by managing the in- and out-boxes. You can also use virus protection software and encryption software to keep the data even more secure.

Do Limit Access: You can use blockers to keep employees away from inappropriate sites. Remember, if a hostile work environment results because of a website that someone visited at work, it is your responsibility.

Do Dedicate an Employee: Make sure you have an employee who is dedicated to taking care of technical problems with the Internet. This will help ensure that no one will waste any time by trying to fix a problem they don’t know how to solve.

Do Consider Retention and Destruction: You need to create policies that help retain important documents and destroy outdated information. Because so much data is kept online now, you have to have a way to purge the system of irrelevant information. Setting this up early on will be beneficial.

Do Emphasize the Use: Make sure your employees know that the Internet and email are supposed to be tools to help them do their job more effectively. Give your employees the tools and the training they need to be able to properly use the Internet, email and computers.

Do Provide Training: Train all of your employees on the policies you set up and the best way they can use the Internet and email. This training will go a long way in helping them actually use their email and the Internet appropriately.

Don’t Lose Paper: While emails are fast and easy, you don’t want to completely eliminate the written memos and in-person meetings in your office. It’s okay to go paperless to an extent, but maintaining these face-to-face interactions in your company culture can help keep employees accountable.

Don’t Spy: Give your employees a password and let them keep their privacy. When you put straightforward guidelines in place, you won’t have to spy on your employees. However, make sure they know that the computer and everything on it belongs to the company.

Don’t Be Ignorant: Put protections in place. Keep your data safe from viruses by using systems to monitor the computers. These protections will help deter employees from straying where they should not go, and it will keep your important information safe.

Don’t Beat Around the Bush: Be clear about the activities that aren’t allowed, such as writing harassing content, downloading pirated music, introducing malicious software, posting chain letters, hacking into websites or sharing confidential material. Once you’re clear about the prohibited activities, also be clear about the punishments.

Make sure all of your employees know how they can and cannot use the Internet while at work by creating straightforward workplace Internet and email policies.

Legal Disclaimer

The content on our website is only meant to provide general information and is not legal advice. We make our best efforts to make sure the information is accurate, but we cannot guarantee it. Do not rely on the content as legal advice. For assistance with legal problems or for a legal inquiry please contact you attorney.