Why have a policy?

Clearly formulated policies can help ensure that decisions made within the organisation which affect workers:

• are well thought out, understood by all users, are consistent and fairly applied

• take full account of their effect on all areas of activity

• satisfy legal requirements

• contribute to a productive relationship between the employer, the workforce and their representatives.

Managers who know the objectives and policies of the organisation are more likely to act consistently and fairly. Workers can be more effective when uncertainties about the organisation’s intentions and any inconsistencies in management decisions are removed. Involving workers and their representatives in the development, implementation and operation of policies is more likely to make them acceptable and successful.

It is important that organisations understand the potential for making the most of their IT systems. People need to know the opportunities that use of the Internet and e-mail offer.

Setting out rights, responsibilities and limitations on the use of organisational equipment will help the organisation prevent any unauthorised or careless use which might result in itself or its workforce creating a legal risk.  Such a policy should also make transparent any monitoring or interception that might be lawfully undertaken and the reasons for such monitoring.

By having a written policy the organisation can:

• help protect itself against liability for the actions of its workers (vicarious liability)

• help educate system users about the legal risks that they might inadvertently take

• make clear to users who they should contact about any particular aspect of the policy

• notify users of any privacy expectations in their communications

• prevent damage to systems

• avoid or reduce unnecessary time being spent on non work related activities

The organisation may wish to get individuals to ‘sign off’ that they have read and understood the policy ­ perhaps by incorporating it in contracts or terms and conditions of employment. It should be part of the induction process for new workers. This will help prevent any claim that someone has not seen or understood the policy if a problem surfaces.  How should the policy be drawn up?

Consultation with trade union or other worker representatives if a union is not recognised in the organisation, as well as management and contractor representatives will help provide authority and legitimacy. Consultation will also demonstrate the commitment of the organisation and its senior management to producing a workable and sensible framework.

The policy should generally cover everyone in the organisation unless there are good reasons for exceptions, for instance levels of access to organisational information.

Advantages of electronic communications

The advantages and benefits of electronic communications will depend on the aims of the organisation and the way the technology is introduced and operated, but common benefits might include:

• speed of communication ­ probably the biggest benefit of e-mail, with the ability to contact a specified group of people at the same time if required. This should generally improve internal and external communications, although it does not follow that a reply will be received as quickly

• revolutionising the possibilities for flexible working, allowing easy contact for home-workers, for tele-workers and for video conferencing

• the opportunities the Internet offers for research, for contacting organisations or people in the same field of interest or trade, for commercial transactions and the provision of a ‘shop-window’ for the organisation via a website.