Do Your employees know the boundaries of Internet use at work?

Internet use at work can be a minefield.  Electronic communications have revolutionised businesses worldwide and it is now commonplace for many organisations to routinely use email along side, or instead of, the telephone.  Email is cost effective, user friendly, convenient, aids flexible working and reaches across time zones.  The internet offers great opportunities for research, commercial transactions and the possibility of a “shop window” via a website.

The rise of the internet and use of email communication however, can also have a negative impact on both users and organisations.  

Do your employees use email correctly?

Email can be deceptively time consuming.  In many cases, a phone call can be a more appropriate and expedient method of communication than sending a ‘quick’ email.  Email allows us to hide behind our words and, with the absence of nonverbal communication and cues, messages can be wrongly interpreted. Lack of thought and unsuitable terminology may lead to binding contracts being inadvertently created. The confidentiality of emails can be compromised by anyone with the sufficient level of expertise. Relying on email can increase the time spent at our workstations, reducing time to physically move about and socialise with colleagues. Additionally, dependence on email communication may inhibit business relationships, where a human, face to face approach could be more advantageous.

The use of an organisation’s internet and email facility can also be a great way for employees to waste time, cause security issues and costly, legal matters.  A well-thought-out and clearly communicated, internet policy helps employers enjoy the benefits of the internet while reducing the pitfalls. It ensures employees use the internet effectively, states what is and is not allowed, and sets up procedures to minimise risks.  Training staff in the correct use of emails and the internet will help protect your business and your employees.

The VinciWorks Internet and Email Use eLearning Course enables you, the employer, to communicate your procedures relating to internet use to your entire workforce. The online course has been designed to explain guidelines on the correct use of IT facilities as well as the consequences of misuse. It outlines what is included within the category of IT facilities, such as software applications, email, Internet and social media, and how to use them appropriately.

The course looks in detail at what might be considered inappropriate. Topics here could include copyright infringement, breaches of confidentiality and/or data protection, accessing obscene and/or illegal materials, defamation, contractual liability, and engaging in discriminatory behaviour. The online course also explains the responsibilities of your employees to ensure the security of IT equipment, both in the office and, for mobile equipment, in other locations.

Like all VinciWorks courses, the Internet and Email Use eLearning course can be customised to meet your needs, enabling your workforce to understand the specific policies and procedures you have developed for your organisation. A designated course administrator can edit the text and images within the course, and link to organisation-specific documentation, all at no extra cost.