Email, Calendars and Instant Messaging

6. Management and Business Policies

When you adopt new communication tools into your business, it is important you communicate how they are to be used.

6.1 Personal use of business communication systems can be a real problem.

• Ensure your employees understand when personal use is acceptable.
• For instance, you may allow personal use of email and IM systems during breaks only.

6.2 Security is another key issue.

• Most communication systems like email and IM are not guaranteed to be secure.
• You should ensure your employees understand that sensitive information should never be sent unencrypted.

6.3 There may be situations where you feel use of certain communication systems is inappropriate.

• For instance, it may not be acceptable for employees to use email to tell their line manager that they are on sick leave.
• You should communicate any such situations clearly to your employees, through training and business policies.

6.4 Make sure any new communication systems are fully covered by your company's guidelines and policies.