Notify your supervisor, the HR department, and the Director of Information Technology about the message. Exercise caution when sending blind carbon copies (BCC) and carbon copies (CC) to ensure you don’t violate addressees’ privacy by inadvertently sharing email address information. Â. Email usage must conform to [COMPANY]’s harassment and discrimination policies. Employees will unavoidably use their company email for personal reasons.  While almost everyone has a personal email account, inevitably there will be an intermingling of personal email and work email.  Employees corresponding to each other may by default use the company email rather than a personal email.  They may not even know each other’s personal email address. Email should not be used for frivolous purposes.  Company email should not be used to share jokes or other inappropriate or suggestive content (pornography).  Also, include a warning about sending firm-wide (ALL STAFF) email.  I have seen firm-wide email regarding after-hour parties/outings and lost and found items sent using ALL STAFF distribution lists.  This is not a good use of the company’s resources and should be avoided. I know I can put access restrictions in exchange, but I am looking for input on how others deal with this issue via company policy … 4. Employees may also include professional images, company logos and work-related videos and links in email signatures. ONCE THE POLICY IS DEFINED Convey the policy to company employees through email, the company intranet, company-wide meetings, etc. Here are Musk's six tips: 1. Client-related messages should be carefully guarded and protected, like any other written materials. … Look for inconsistencies or style red flags (e.g. 3. We use cookies to ensure that we give you the best experience on our website. From now on, if you have something to say, … Email should be retained according to the company’s Document Management guidelines and legal requirements.  Your policy should explain the difference between “record” email and “non-record” email, email that should be saved versus email that can be discarded. For example, employees can use their corporate email to: Employees must adhere to this policy at all times, in addition to our confidentiality and data protection guidelines. Start hiring now with a 15-day free trial.  (See the most recent Records Retention Policy for further information). Please address any questions or concerns regarding firm-wide email to the Director of IT or the Director of HR. Employees are allowed to use their corporate email for work-related purposes without limitations. Our company holiday policy outlines the days our company acknowledges as holidays and provides relevant guidelines for holiday pay. Sending offensive or inappropriate emails to our customers, colleagues or partners. Amherst, NY 14228 This section outlines the basic use and guidelines for company email.  It discusses email etiquette and stresses the business use of email.  It should remind employees to abide by all corporate standards including logos, signatures, and copyrights. … We will define what constitutes appropriate and inappropriate use. Use powerful subject lines to streamline the time it takes for your team to process and find e-mail. Our goal is to protect our confidential data from breaches and safeguard our reputation and technological property. for any other purpose which is illegal or against company policy or contrary to the company's interest. Give their email address to people they meet at conferences, career fairs or other corporate events for business purposes. Also, employees should always be vigilant to catch emails that carry malware or phishing attempts. To do that, you can: Delegate one person to … These issues can compromise our reputation, legality and security of our equipment. What’s in, what’s out, and what’s around the corner—they’ve got the HR world covered. Management has the right to access and disclose all employee email messages transmitted or received via the organization’s computer system. Recognizing this will happen, you should include language in your email policy to describe the acceptable personal use of company email.  If it is 100% prohibited, you should say that. They must not: Our company has the right to monitor and archive corporate emails. Learn more about the features available and how they make each recruiting task easier. Employees are prohibited from sending firm-wide email messages to All Staff without prior authorization and this practice is limited to only necessary correspondence. There are even a few publicized cases of relatively large companies that have enjoyed tremendous success without benefit of company policies. [email protected]) or department … [COMPANY] provides email to all authorized employees. Our employees’ exempt or non-exempt status calls for different provisions, which we will describe in this policy. The purpose of an email policy is to set proper expectations with your employees.  What are the rules and guidelines regarding email and what happens if you ignore the rules? One of the most insidious effects of email … Watch a short video about creating a company-wide email signature. The email policy should be written and reviewed with the employee at the time of employment.  You can add a place for an employee signature if required. Employees should know any sent email can be intercepted or read.  Phone and snail mail are both more secure than email.  Finally, warn employees about opening email they do not recognize or are not expecting.  Most email systems have SPAM and virus protection but occasionally something will slip through security.  Employees need to think before opening email and if they suspect an email, they need to know what to do with it and who to notify. Email … Employees should use their company email primarily for work-related purposes. Remote work, technology, and engagement are hot topics in the New World of Work. Connect with our team of Workable experts and other industry professionals. All email messages (whether in electronic form or printed) with an ongoing legal, compliance, business, or project value (considered a “business record”) must be retained in accordance with the company’s records management policies and applicable retention schedules. Without a company policy regarding email usage, it is possible for employees to download content from their emails which can be accessed, used, distributed and shared by other employees… This section discusses email security.  Users are required to use secure passwords and change their password often.  Include a warning about sending personal information or trade secrets via email.  Email (unless encrypted) is not secure. Please see IT for instructions on archiving email. For every hiring challenge, Workable has a solution. To be completely prepared for any e-discovery or legal proceedings, you should draft an actual retention policy with the aid of your legal and IT teams. Or talk to us about your hiring plans and discover how Workable can help you find and hire great people. Confidential or personal information should never be sent via email understanding it can be intercepted. The CEO has a lot going on. [COMPANY] may exercise its legal right to monitor employees’ email activity. Policy brief & purpose. Scope. Most companies want to include at least a “disclaimer” text, … [email protected]). Here’s a template of an acceptable email signature: [Employee Title], [Company Name with link]. … Social Media. Within a company, you usually want to control the signatures that users are using when sending mail outside of the company. Every company needs an email policy.  This is to protect employees as well as the firm. To solidify your brand identity, you need to create an original and consistent portrait of your organization to show in email communication. 2. Regarding email, employees should have no expectation of privacy. Scam campaigns showed that a company-wide policy is: do not use.! Regarding firm-wide email to: employees are prohibited from sending jokes, rumors gossip... And those new to Microsoft 365 Back to Basics: how to do so, they can for... ) 238-2621 check out the complete training series for small businesses and those new to Microsoft 365 has. 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