Employees will always have a company email so that they can receive updates or send important information to anyone who’s involved with the company that they work for. However, business owners have to make sure that their employees know that there are certain things that employees can and cannot do when it comes to company emails.
So, they have to set up rules and regulations in regarding how employees are allowed to use their company emails. This article is going to focus on how you are going to come up with a company policy specifically aimed at the usage of company emails.
If you want to make sure that your employees completely understand how they should use their company emails, then you have to be very specific and detailed. So, here are the steps that should help you create your company’s email policy:
Although you want to make sure that this type of general email is used only for business-related purposes, you can’t help it if employees receive a couple of personal emails from time to time. So, here are the things employee are allowed to do with company emails:
While your company will allow your employees to use emails for personal use, you don’t want them to take advantage of this type of freedom. You may also see policy templates
If you think that employees must only use company-owned items such as company phones or computers to access their company emails, then you may state so in the sample policy. However, if you would allow them to access it from their personal devices, then you have to take some extra precautions to ensure that they will not be sharing company information with outsiders (whether it’s intentional or not).
You should state how you want your employees to create every email when it comes to business-related matters. You want them to make it feel as if they’re creating a business letter wherein there’s a proper format that they have to follow. An overly formal style may seem tedious to people used to quick, friendly emails, so you can point out that not all mails have to be formal. There are also some rules that you would want your employees to follow when creating their content, so here are some examples:
You’ve already talked about what you want your employees to place in the simple emails they’re going to send. The next thing that you have to do is to point out what you prohibit them from sending. You do not want your employees to send any content that could potentially ruin the image of your company or, even worse, compel someone to file a lawsuit against you. So, here are examples of what you should prevent your employee from sharing when using company email:
It should be pretty obvious that whenever rules are violated, you can’t just let things go unpunished. So, here are some disciplinary actions you can take against an employee for violating your email policy:
Once you have everything set up for your simple email policy, the next step is for you to implement the policy. So, what you’re going to do is to make sure that you have a meeting wherein you discuss the email policy. It’s even better when you do it during employee training as you can discuss all the other important policies of your company at the same time. Once you’re done discussing the policy with your employees, the next step is to have them sign an acknowledgement letter to ensure that they have understood and agreed to the policy.
If you want to make sure that your employees are able to have access to the rules of your company at all times, then it’s best that you have these general policies in a medium that they can carry around at all times. That would be something like an employee handbook. Just make sure that your employees provide their signatures to ensure that they have no excuse if they fail to follow these rules and procedures.
Remember that company sample emails might have information that you wouldn’t want anyone to know about, especially if the information has something to do with important company secrets. So, be sure to follow the steps above to help you create rules that will protect you and your company from anyone that may just try to jeopardize your business.