Best practices for a company email policy

Lalit Bhojwani By Lalit Bhojwani, 31st May 2012 | Follow this author | RSS Feed
Posted in Wikinut>Business>Business Opportunities

Your company email policy should be written, concise, short and meaningful.

Best practices for a company email policy

Best email policy should be concise, short and clear. Today emails have become the main communication tool in every organization because of its cost effective and time effective nature. Why do you need a strong email policy for your company? There are many reasons why you should have email policy. Emails represent your company image so you should have a strong email policy otherwise it can be destructive for your company reputation. There are few security and legal reasons because some unwanted emails carry security threats and emails are recordable, hence there are some legal threats. Best company email policy should have following guidelines -

1. Access to email should be password protected and employees should have discretion to change these passwords according to their needs.

2. Distribution of illegal and offensive material through company emails should be prohibited.

3. Personal emails and personal use of company emails should be prohibited.

4. Set a limit for sending maximum file size because large files can slow your system.

5. Specify the rule regarding deletion of unwanted and spam mails. You should delete spam and unwanted mails on a regular basis.

6. You should specify rules regarding formal greetings, email signature and formats of emails.

7. You should have a policy for sending office gossiping and emails related to jokes and humour.

8. Give guidelines to your employees for using proper spellings and grammars in the email.

9. Your email policy should be professional because emails represent image of your company.

10. Last, but not least clearly specify email etiquette to your employees in your company email policy.

It does not matter you great your company email policy is because the success of your best company email policy depends on its proper implementation. Every employee should be aware about company email policy and you should train the employees for using company email policy.

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Email Policy, Emails

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