Pro-Tip – E-Mail Policy

Everyone can use a little help from a designated professional
Everyone can use a little help from a designated professional

Every business should have an email policy.

Surveys reveal that one in three employees abuse email:

  • For political gain over colleagues (with blind copies)
  • To avoid dealing personally with sensitive situations (when they should talk)
  • To create a sense of self-protection (copying everyone)

Publish guidelines on using e-mail and have a clear e-mail policy that states:

  • When employees can/cannot use the internet
  • That offensive materials breach discipline
  • What limits there are regarding private use
  • Any monitoring procedures and why they’re in place
  • Penalties for breaching policy
  • Procedures for revising policy

A corporate email policy is a management document that formally outlines how employees can use electronic communication tools. … A company should have a corporate email policy in place to warn and guide employees against email threats such as phishing attacks.

As well as setting out how employees can use email, the policy should cover any email monitoring you intend to carry out. Permitted use. Content. Sending emails.

Unlike a personal email account, which can be used as you please, corporate email accounts are maintained and paid for by a company that wants the accounts used for business purposes. Some companies will also have stronger password and email security than you would find on a standard account.

What does Email Security mean? Email security refers to the collective measures used to secure the access and content of an email account or service. It allows an individual or organization to protect the overall access to one or more email addresses/accounts

E-mail policies protect against unauthorized data access and distribution, the introduction of dangerous viruses and other security threats, and lost productivity. Here’s why an e-mail usage policy is important for your network.

Typical Sections Included In An E-MAIL Policy

  • Introduction
  • Email Ownership and Privacy
  • Email Usage Guidelines
  • Email Misuse and Abuse
  • Email Retention and Backup
  • Personal Use of email / Opinions / Personal Views
  • Security / Trade Secrets / Personal Information
  • Questions / Who to ask
  • Signature line and Date

Disclaimer: I’m not a lawyer any legal policy you implement at your company should be reviewed and signed off by your legal team.


Our I.T. Services and Solutions

Lending knowledge and experience to companies across the UK, Information Technology Solutions. Everyone can use a little help from a designated professional.

Our focus is on the strategy for you to succeed, when it comes to change that involves Information Technology -Applications, Hardware and Software. Extensive experience gained over the past 30 years in a range of leading private and public sector.

We have implemented multiple full lifecycles, IT and business change projects from business brief and case preparation, strategy, discovery and blueprinting through to cutover and handover to business as usual support functions.

We are extremely delivery-focused having led multiple programmes and projects through the key “cutover/go-live/deployment” phases. This has included transitioning support to outsourced third party suppliers, e.g. Ceridian; IBM.

We have first class team building (internal, external, third party, remote parties) and management capabilities. Excellent key stakeholder management. Analytical problem solver and decisive decision makers. Extensive business change management/partnering. Worked in “business”, “corporate” and “IT” facing roles.

We do deliver for example, shared financial service centres in Europe, Asia and Australia. Rollout of a standardised SAP European finance template at Nissan. Consolidation of separate Oracle & SAP systems at GE Capital and EE (Orange/T-Mobile). We have done application migrations from multiple (some time hundreds) of locations around Europe and the world. We done upgrades to applications and managed the business change.

When it comes to managing the different aspects of your business, an IT consultant can help with many different facets. As a business leader, you are in charge of all aspects of your business. You may have to tend to many different things you would rather not have to. This may include, being the administrator, salesperson, marketing lead, and even in charge of Information Technology (IT). Taking one or more of these jobs that don’t quite relate directly to your business can help you focus on the things that matter most.

Hiring an IT Consultant can be beneficial to your business, but finding one can be a task in its own.

CV Image of Kenneth Mulley-Smith and Roger Smith
CV Image of Kenneth Mulley-Smith and Roger Smith

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Let’s build something together.

Everyone can use a little help from a designated professional


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