Communication
Guide for Employers and Managers
Computers are generally found at most workplace stations and it is accepted and largely encouraged for employees to communicate via email or research using the internet. As well as having a hard copy of communications, the exchange of information is free and normally quicker and more efficient than making a phone call. Computer interface between home and office opens up many possibilities for flexible working, allowing easy contact for home workers or employees on the move.
Initially most companies had allowed personal access to emails and the internet. However in more recent years employers have recognised that giving unrestricted access can carry substantial risk and embarrassment:
- researching or downloading inappropriate subject matter, ie pornography or paedophilia, racist, sexist material (the company can be held personally responsible and prosecuted for illegal material – site visits to inappropriate internet sites are traceable by regulating bodies)
- downloading or installing unsolicited software can carry infections or viruses (potentially leading to permanent system failure and/or loss of information)
- downloading copyrighted material
- transmitting intellectual company property without authority
- distributing offensive or abusive material
- sending bulk email can cause system overload (causing computer downtime and disruption to operations)
These points should be considered in addition to the time spent during working hours sending personal emails and internet use.
It is essential for an employer to implement policies to ensure:
- equipment is used properly and responsibly
- time is not wasted by personal misuse of internet surfing
- that the company is not put at risk by employees actions, ie by downloading viruses, porn or offensive materials
- the internet is not used to commit fraud or other illegal acts
- communication systems may be monitored by the employer
- the employee is aware that any abuse, misuse or inappropriate action may lead to disciplinary action and ultimately to termination of employment
It is important for employers to inform employees that emails may be monitored, otherwise they may be in breach of the Human Rights Act and/or the Data Protection Act if they access documents or material without the employees prior knowledge that they may do so.
- set out what is and what is not permitted by staff using the internet or email
- are well thought out, consistent and fair
- take into account all areas of communication within the workplace
- advise the employees that emails and PCs may be monitored
- state misuse of communication systems may lead to disciplinary action and ultimately to termination of employment
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