What are some tips for effective e-mail and internet use policies?

The internet and e-mail are necessities in practically every business. In fact, I think that it's pretty obvious that the internet is a great resource for information and I'm sure that sending and receiving e-mails is very convenient.

However, with all of the advantages that the internet gives us, comes threatening information. Sadly, many employees misuse these company resources. This practice plays a negative role in employer liability and productivity.

Employee embarrassment will be avoided and protection against legal liability will be offered when putting an e-mail and internet usage policy in place. CCH Inc. provided us with great tips that will help you deal with these issues. This company is a provider of employment law and human resources information and electronic learning.

• Make sure that everyone knows the policy: This is a pretty simple and effective way of making sure that personal e-mails aren't known to other people. Make sure that all of your employees know what the policy says and what it means. If you think that your employees might get confused because of the insurance vernacular, then translate it into a language that will help them understand what they are entitled to. Make sure that they know the rules right from beginning so they won't be surprised of the fact that their websites are being monitored.

• Personal use policy: Make sure that your employees know whether they are allowed to use the internet at work for non-business activities. Warn them in case you find them on websites that aren't business-related. Clearly state if your policy allows for restricted personal during core hours or breaks.

• Monitoring rights: Warn your employees that you have the legal right to monitor what they are doing on the internet. This will include all messages and files on the company computer system. By telling them this, you will prevent abuse; protect legal interests and your business.

• Prohibited uses: Let them know about what's prohibited and what isn't. Be perfectly clear about this and take as much time as you need to thoroughly describe what is prohibited. Let them know what websites are prohibited to use and what files are prohibited to read/watch.

• Report violations: A process in which your employees can report violations of your internet use policy should exist and your employees should know about it.

• Consequences: Tell them about what's going to happen and what actions you are willing to take if your policy gets broken.