Dos and Don'ts: Workplace Internet and Email

The internet and email are essential tools for doing business these days. But, if not effectively managed, they can also be sources of distraction, security risks, and even legal trouble. That’s why having a clear employee internet and email policy is crucial for all businesses, including the smaller ones.

An internet and email usage policy outlines how your employees should use these tools at work. It sets rules for acceptable online behavior, protects your company’s information, and helps keep your team productive. The policy should cover employees’ use of email accounts, websites, social media, and sensitive data.

As a small business owner, you might think such policies are only for big corporations. But businesses of all sizes need these guidelines. They help create a productive workforce, protect company computers, and protect you from potential legal liability.

This article will teach you more about the key elements of an effective internet and email policy for your small business and how to put it in place.

Why Your Small Business Needs an Internet and Email Policy

You might wonder if your small business needs an internet and email policy. The short answer is yes, and here’s why:

• Protecting company assets and information. Your business probably has valuable information that needs to stay safe. This could be customer data, financial records, or trade secrets. An internet and email policy helps prevent information from getting shared or stolen. It tells employees how to handle sensitive data and securely use company email and company equipment.
• Maintaining productivity. The internet can be a big distraction. Social media, online shopping, and personal emails can eat up work time. A clear policy sets boundaries for personal internet use during work hours. This helps keep your team focused and productive.
• Avoiding legal issues. Improper internet use can lead to legal problems. For example, if an employee sends harassing emails, your business might be responsible. A policy that outlines acceptable online behavior can help protect your company from these risks.

What Your Internet/Email Policy Should Include

A comprehensive internet and email policy involves several elements, such as:

• Usage guidelines
• Security measures
• Privacy expectations
• Social media guidelines

We discuss each of these elements in more detail below.

Usage Policy

One of the most important parts of your policy is setting out the usage guidelines, including:

• Appropriate and inappropriate use. Clearly define acceptable and unacceptable use of the internet and email at work. For example, using the internet for work-related research is appropriate. But, accessing social media for personal use during work hours may not be.
• Personal use limitations. Most businesses allow some personal internet use. Some businesses allow minimal personal use if it doesn’t interfere with work duties. Specify the extent to which employees can use company resources for personal reasons. Explain how much time employees can spend on personal browsing. Also, explain what personal activities you allow, such as checking personal email during lunch breaks. List websites or services that are off-limits, even for personal use.

Security Measures

To protect your business, your policy should include robust cybersecurity measures.

• Password policies. Require employees to use strong, unique passwords and change them regularly. Provide guidelines on how to create secure passwords and how to store them safely.
• Unauthorized downloads. Many companies prohibit downloading unauthorized software or files onto company equipment. Develop rules on opening attachments or clicking links from unknown sources.
• Email encryption. Encourage or require the use of email encryption for sensitive communications. This helps protect confidential information from unauthorized access. Explain how to handle sensitive information.

Privacy Expectations

Employees need to understand the level of privacy they can expect when using the company’s internet and email systems. Your policy should address:

• Monitoring employee activity. Tell employees if and how you will track their internet and email usage. Transparency helps build trust and ensures employees are aware of the oversight.
• Employee privacy rights. Balance monitoring practices with respect for employee privacy. Clearly outline any privacy rights employees have about their digital communications at work.

Social Media

Social media guidelines are important. Many employees use social media at work. Your policy should address:

• Whether you allow personal social media use during work hours
• Rules for posting about the company on social media
• How to behave professionally when interacting online as a company representative

How an Attorney Can Help

Taking advantage of legal counsel to draft your policy can be a good idea. A lawyer can:

• Ensure legal compliance. Ensure your policy follows all relevant local, state, and federal laws. This includes data protection regulations and employment laws.
• Protect your business. Help you draft clauses that protect your business from legal issues, such as breaches of confidentiality or privacy laws or misuse of company resources.

Legal expertise ensures that your policy serves your business needs and stands up to legal scrutiny.

Implementing the Internet/Email Policy

Once you’ve created your Internet and email policy, your next step is to put it into place. Effective implementation ensures that employees understand the guidelines. This promotes a safe and productive work environment

Communicate the policy to your employees. This is crucial for successful implementation. Consider the following steps:

• Distribute the policy. Provide every employee with a copy of the written policy. You can do this via email, printed handouts, posting them on the company’s intranet, or updating your employee handbook.
• Hold training sessions. Conduct training sessions to explain the policy. Use these sessions to walk employees through key points, answer questions, and address any concerns. Interactive training can help ensure everyone understands the policy’s importance and how it applies to work.

Enforcing the Policy

Consistent enforcement of your internet policy is essential. You can:

• Establish a monitoring system. Develop a system to track compliance with the policy. This can include regular audits of internet and email usage and software tools that track activity. Transparency about monitoring practices helps maintain trust and compliance.
• Explain consequences for violations. Clearly state the consequences for violating the policy. These should be proportional to the severity of the infraction and consistently applied. Examples might include verbal warnings for minor offenses. You can take more severe disciplinary action for repeated or serious violations.

Reviewing and Updating the Policy

An internet and email policy is not a set-it-and-forget-it document. Regular reviews and updates are necessary to keep the policy relevant and effective. This ensures your business stays protected as technology, internet usage, and legal requirements evolve.

Set a regular schedule for reviewing your policy. This could be every year or every six months, depending on your business needs and technological changes. When new legal requirements happen, update your policy to ensure compliance. This protects your business from potential legal issues.

Keep up with changes in laws and regulations that affect internet and email use. Compliance with data protection laws is crucial. When new legal requirements arise, update your policy to ensure compliance and to protect your business from potential legal issues.

Seek employee feedback. Your employees will be using the internet and email according to the policy. Their feedback can provide valuable insights into its practicality and effectiveness. Encourage employees to share their experiences and suggestions for improvement.

Creating an employee internet and email policy might seem like a big task, but it’s an important step for any small business. A well-crafted policy protects your company, guides your employees, and creates a more productive work environment.

Get Legal Help Drafting a Workplace Internet and Email Policy

Don’t let a poorly worded internet or email policy create a legal hassle for your business. You can avoid lawsuits by ensuring your employees clearly understand workplace internet and email usage. Such a policy helps protect your small business and its employees. Contact an employment law attorney for legal advice and help in drafting your company’s policy on email and internet use.