Email is an important and necessary part of every business. It provides an instantaneous means of communicating with staff, customers, and vendors. Clearly, it has become the most efficient, cost effective method for routine inter-/intra-organizational communication across the globe.
For all of its positives, unless your email system is properly secured and managed it carries significant security risks that can be catastrophic to your business. A carefully crafted email security policy is paramount to protecting this critical business tool and is one of several fully customizable IT system policies and procedures documents available to Cardinal Point Technologies’ clients.
An email security policy is an official company document that details acceptable use of your organization's email system. It indicates to whom and from whom emails can be sent or received and defines what constitutes appropriate content for work emails.
In addition, having a company email policy will:
- Protect the Organization from Liabilities: When all employees read and sign an email policy, it proves they are aware and agree to the information contained in that policy. Should an email be sent that is not considered appropriate content according to the email policy, the employee, not the business, would bear the brunt of liability for any damages or suits brought as a result of their sending an inappropriate email.
- Promote a Professional Environment: If email is used only in a professional manner in the workplace, you can be sure that embarrassing mistakes will not occur. For example, if staff are using work email to communicate with friends, the content in those emails are likely to be sloppy, unprofessional, and informal. If those emails accidentally get sent to clients or other professionals - the company image may become damaged. If an email policy does not allow for personal use of the work email system, your staff will remain in a professional mindset and eliminate the potential of personal emails going out to customers.
- Increase Productivity: Email tends to be a distraction for employees who are using it for non-professional reasons. If an email policy prohibits the use of work email for personal use, your employees will stay on task more and avoid the distractions that come from sending and receiving personal emails during work hours.
- Establish Systems for Email: If the email policy outlines appropriate content for an email sent during work hours over the company email system, it can also help establish systems to ensure all staff members are contributing to the brand or image of the company. Have each staff member use a template for email responses and set up signature lines that appear in all outgoing emails to further establish the company's professionalism and image in the eyes of individuals who may receive email from your staff. Setting guidelines for content and use of email creates a single, comprehensive image of the company that helps keep the organization aligned with its mission.
Reach out to a Cardinal Point Technologies representative today to discuss your unique IT needs.