![]() ![]() Consider including a disclaimer on emails to provide extra protection.You may prohibit the use email for any contractually significant communication with a client or customer, and insist that such documents are posted.An email can be as contractually binding as any other form of communication.A safer option is to use a password protected online storage system such as DropBox to give all staff access to essential information, removing the need for it to be shared through email.Įxplain that the safe use of email is a contractual obligation, not a personal choice.Encrypted emails offer extra protection, scrambling messages and any attachments so they cannot be intercepted and read.Customer lists, personal data and financial information should never be sent via email, for example. You may want to limit or ban the sharing of certain types of information by email.Explain to employees that most emails are sent in plain text, so they can be intercepted and read online.Have rules for handling confidential information It is better to send large files (eg those over 10MB) using a transfer service such as WeTransfer.Even if your company email system can handle large attachments, your contacts may not have the same capabilities. Consider limiting on the size of any attachments employees can add.Ensure consistency by defining the font and type size for company emails.Passwords should be strong, using a mix of letters, numbers and symbols.Įstablish standards for outgoing messages.Passwords should be changed at least every 90 days (or sooner if possible).Passwords should be strictly protected and never shared.Sending emails Employees should only ever use their own, password-protected accounts to send emails As a manager, ensure you don’t send too many emails outside of work time.Ģ.Set boundaries and make it clear that employees are not expected to respond out of hours.Using mobile devices for email can encourage employees to check messages at all hours.This ensures employees can always access the latest emails, even if they lose their mobile device.Ĭonsider your employees' work-life balance Use an email service that syncs emails across all devices.Set up a 'remote wipe' function, so email data can be deleted remotely by you if the device is lost or stolen.Ensure all mobile devices have password protection, or biometric security activated (such as a fingerprint scanner or facial recognition) before the phone can be opened and emails accessed.Security is the biggest concern for mobile devices Employees may resent restriction on the personal use of email, particularly if they are encouraged or expected to use mobile devices outside of office hours.The same guidelines and email etiquette apply no matter where or how employees access emails It is common for employees to send and receive emails from mobile devices, like smartphones and tablets. Set out when email should and should not be used Set out what devices employees may use to send and receive email Mobile devices employees from allowing other people to access their email account.encrypting personal emails and attachments.using email for gambling or other paid-for services.sharing of inappropriate or illegal content such as offensive jokes.people using work email address for shopping or access to online services such as eBay or PayPal.conducting other business using a work email account.You should set reasonable limits for email use. While everyone may receive the odd personal email at work, it’s unprofessional, unproductive and unsafe to use a company email for personal correspondence. You may encourage employees to use filters to separate their messages into specific business and personal folders.It is reasonable to allow some personal use of email, especially if you have employees who use their email for business purposes outside of normal working hours.You cannot stop employees receiving personal emails.Permitted use Employees should primarily use company email systems for business It also describes how you monitor and manage email to keep your company’s data, systems and software safe. A clear email policy will keep your business protected as well as clearly spelling out expectations to staff. Email is an essential tool that’s the lifeblood of every company, but it can be used to by staff to waste time, or even worse provide an entry point for hackers and cyber-attacks. ![]()
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