An Email Policy for Your Employees

6. Implementation

6.1 Consult employees on what you should include in your email policy.

6.2 Consider taking expert advice.

• Although many aspects of your email policy will follow standard guidelines, it may be worth consulting a solicitor or other adviser.

6.3 Make the policy available to everyone.

• Ask employees to sign a copy to confirm they have read it.
• Refer to the policy in your employment contracts.
• Make sure managers familiarise themselves with the contents of the policy.

6.4 Put in place any software that will help. This might include:

• Monitoring software to provide a record of email traffic.
• Filtering software to help employees prioritise emails.
• Auto-responder software to reply to emails when employees are absent.
• Virus-checking and other security software.

6.5 Provide any training that is needed.

• Employees may need training in effective use of email software.

6.6 Enforce the policy.

• Make an individual responsible for enforcing the policy. Typically, the network administrator will be responsible for routine enforcement. A director should take overall responsibility.
• Apply the policy consistently and fairly to everyone, including yourself. Clarify any exceptions.
• Make sure you have an appropriate disciplinary procedure in place to deal with breaches of the policy. (See Discipline and grievance issues).
• Revise the policy when necessary.