Email & Internet Use in Business

By Mary Casey
Harbor Law Group

Email is a fast and efficient way to communicate within your company and with customers and suppliers. Used properly it increases productivity, reduces telephone tag and the need for long phone messages. Unlike fax documents, emailed documents usually arrive without any loss in document quality. Email arrives almost instantaneously for a fraction of the cost of regular postage mail.

As usage proliferates, it's important to establish business policies concerning the appropriate use of email and the Internet in the workplace. Inappropriate uses such as online shopping, joke swapping, and personal correspondence reduce employee productivity, consume company computer resources, and expose the company to potential liability.

A three-step approach can save your company time and money.

First Step - Establish a policy. Key elements include:

• Email and the Internet access systems are property of the company.
• The systems are primarily for business use.
• Limited personal use is allowed as long as it does not interfere with business operations.
• Employees should not consider their information on the system private.
• Company information should be treated as confidential.
• The systems are not to be used for offensive or disruptive purposes.
• The systems are monitored.

Second step - Communicate the policy.

Communication is critical. Communicate the policy both in writing and verbally. As with any important initiative, it's important to prepare the workforce.

Third step - Enforce the policy.

When you become aware of any inappropriate use, take action and reinforce the 
policy. Consistent enforcement is key.

In conclusion, email and the Internet are powerful tools to run your business. Take steps to ensure these tools are used effectively to enhance communication and improve productivity.

Fall 2001 -Volume 11, Number 4