KEY POINTS:
I manage about 10 staff and I like to encourage a relaxed working environment. All the staff have access to the internet and they are allowed to make some personal use of internet and emails. But lately I've noticed some staff seem to be spending excessive time emailing. How can I address this?
There is no doubt the internet and emails can be a helpful tools for employers and employees. Essential even, in today's workplace. But employers often face challenges balancing employees' reasonable use of those facilities for personal reasons against the need for productive employees who dedicate most of their at-work time to their jobs.
Email disruption is a common issue for employers.
An article in the Guardian newspaper last year suggested constant emailing was a greater threat to IQ and concentration than taking cannabis!
The best course for employers who give employees access to email and the internet is to introduce a clear and enforceable email and internet use policy.
The policy can address such things as the amount of personal use, the employer's monitoring of employee use, security (including secrecy of passwords), prohibited use (eg offensive websites and emails) and confidentiality issues. Also, the possible consequences of breaching the policy. The policy should be tailored to your workplace, especially if reputation, confidentiality and security are an issue.
It is important to carefully and clearly explain the policy to employees, including any new employees when they start. The policy should be readily available to employees at all times.
It also pays to remind employees regularly about your company's policy.
In some cases, breach of an internet policy could amount to serious misconduct. Employees could be dismissed for the breach.
But this will depend on the policy being clear, reasonable, brought to the employee's attention and enforced consistently and fairly.
If an employee was not made aware of an internet/email policy, or it has not be enforced consistently, it will be risky for the employer to enforce it against that employee. Also, the usual procedural requirements for disciplinary action will apply to enforcement of any such policy.
This will include showing the employee all the information about their email/internet use, including any printouts of email use, website access and anything else the employer has found during its investigation and disciplinary process.
So introduction and enforcement of internet/email policies requires care and consistency.
Employers should seek advice about the wording and introduction of an internet/email policy to ensure it is tailored to their business.
They are also best to seek advice before taking any disciplinary action for breach of the policy.
