Employers not communicating their communications policies

The results were released last week by Hertfordshire-based computer forensic consultants DataSec. Respondents were asked about their experience, knowledge and opinions in relation to use of e-mail and internet at work. Their answers showed that, while employers may have policies in place to regulate the use of work e-mail and internet facilities, often called communications policies, many employees did not know about them.

In fact, only half of the respondents were aware that their company had a policy in place relating to internet and e-mail and 42% of respondents were either unaware or did not think that their employer was exposed to risks by allowing access to staff.

Adrian Reid, Managing Director at DataSec said:

"Legal risks for employers exist, including potential actions against them from their own staff. This may occur if a company fails to take adequate measures to prevent harassment by email for example. There appears, however, to be a gulf between policy makers and their staff, with 66% of employees receiving no guidance or training on the issues"

David Hoey, an employment lawyer with OUT-LAW.COM, said:

“If implementing a communications policy, you should notify all employees by memo or circular that there will be a change of their contract terms and employees should acknowledge their receipt of the document. You must identify the date of implementation and give employees an opportunity to review the policy. Any policy can only be effective if it has been brought to the attention of employees and they follow it. The best approach is not to rely only on a policy but also to educate your employees on the correct use of e-mail and the internet. Once implemented it is important to continually educate and train staff in the application of the policy.”

“Also, bear in mind that a policy will not be effective unless it is enforced. An employer cannot turn a blind eye to abuse of an existing policy then expect to suddenly enforce it against one or a number of employees. Such an unfair approach could easily backfire on the employer.”

The DataSec survey also found that 87% of respondents use their work e-mail or internet access for personal use at some time, with news and web-based e-mail (such as Hotmail) being the most popular sites. More than one quarter of respondents said they had used their work computer facilities to look for alternative employment.

OUT-LAW.COM provides a free Communications Policy. Before using it, see our guide which explains how it should be communicated to staff.