You see an email policy in place for your organization? E-mail policies are important because it describes what the proper use of company e-mail and give it seems more important, what is inappropriate. You can use a policy of separate e-mail or you can create a chapter on e-mail policy in your employee handbook. What kind of topics you cover in your email policy? Here is a list of ten items to include:
Please send risks No. 1: The policy should address the risks to the user about the potential adverse consequences of their action list. Best Practice # 2: This e-mail writing and etiquette rules include the company’s reputation and quality of customer service anywhere. For example, is composed of five rules of etiquette: Write a second free e-mails in capital letters, Disable spell checking, 3 Read the email before it.4. Also the instructions to compress attachments to save bandwidth.
Personal Use # 3: The policy should indicate whether they are accepted personal emails, and if so, to what extent. You can, in order to limit the times of day that the personal e-mails can be (only during breaks), or you need a personal e-mails are stored in a separate folder. You can also send a maximum size of attachments via e-mail.
# 4 The waste of resources: warn users that the messaging system they use and the company shall not engage in non-commercial activities that connect the unnecessary network traffic. The policy should also cover the use of newsletters and discussion groups. No. 5 Prohibited Content: The directive explicitly states that can not e-mail system for the production and dissemination of offensive or disruptive messages, including messages with offensive comments based on race, gender, age, sexual orientation, pornography, are used, religious or political affiliation, national origin or disability. State employees who receive emails with this content should be reported to their superiors. In addition, employees should not discuss the e-mail to competitors, potential acquisitions or mergers, or your opinion about a company. Posts illegal, such as e-mail violates the copyright should be banned.
# 6 A document retention policy: to provide information about whether e-mails are archived and for how long. If your organization to archive e-mail, the country requires that all e-mails are archived and number of years to get that data are kept. If you are not required to file their e-mails, notify users about whether they can have to delete emails after a certain number of months or years.
No. 7 dealing with sensitive data, including rules and guidelines on how employees should handle your company’s confidential information and trade secrets. Make sure employees confidential information which is sent encrypted to change regularly by e-mail address and password.
No. 8 E-mail Disclaimer: If you add a disclaimer to need to e-mail to employees, informing them of the situation and condition of the text of the warning is added.
# 9 to monitor e-mail: If you plan to their employees via e-mail to be checked, you must type in your e-mail policy. If you do not mention that the company is not obligated to monitor the postings, an employee could not sue the company for a given message block.
No. 10 measures and violation reports: Tell if an employee becomes the e-mail in violation of the rules, which may lead to disciplinary action, including dismissal. If an officer witnesses a violation of policy e-mail, it shall immediately inform the incident.