Computer, Internet and Email Policy - Why You Need One

In today's technology-driven business environment, few, if any, companies can survive without the judicious use of computer technology. Just think about how difficult your business life would be without word processing, e-mail, and the computer's ability to manipulate large amounts of data.

Consider the nature of your business, and determine whether or not, and how, the use of new social networking technologies might work to your advantage in your marketplace.

Today, many businesses use YouTube, Twitter and LinkedIn as important media for communicating with their communities. Extensive blogging by your 'internal experts' could go a long way in establishing your reputation within your industry.

However, along with the upside of computer technology, there is also a downside.

The potential time wasters like surfing the net, personal blogging, social networking, and the personal use of the company's technology can create a significant waste of your business resources. Should you be concerned about your employees accessing the social networks while on the job?

First you must determine how much, if at all, you want to control social networking in your workplace.

The inappropriate use of computers can overlap into sexual harassment issues. The display of sexually explicit pictures on a computer screen can lead to a complaint of sexual harassment, and you, the employer, can be held accountable.

Therefore, you MUST establish clear guidelines around the use of social media by your employees. Consider implementing guidelines that will control issues like:

• personal blogging and networking on company time
• the use of the company name or logo in personal blogs
• making negative comments about the company or your customers
• and, jeopardizing the public image or reputation of the company

A computer use policy statement should include the following:

• a statement that clearly communicates the idea that the computer-related equipment is the property of the company and is for business use only;
• clear parameters about when computers and peripherals may be used for personal reasons, if you will permit personal use at all;
• a statement that prohibits the display of any material that could be interpreted as harassing or discriminatory;
• and the disciplinary consequences of not conforming to the policy.

You should establish and clearly communicate the consequences for improper use of company computers for personal email and networking on social media.

Documentation needed to defend your company from employment-related lawsuits and avoid expensive litigation
Employment documentation specialist, Jim White, has over 13 years experience creating policy manuals. See Jim's series of employment documentation videos and get a free copy of his Guide To Developing Essential Employment Documentation at http://www.PolicyManual.ca/ or see Jim's video at Employment Policy Manual.