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Most organizations already follow a policy.
Before you say that you already have a policy, consider what it covers. Is it a “one-liner” or a policy that comprises a short paragraph? Can a couple of sentences explain all the use scenarios your organization should regulate? If your organization leaves Internet and e-mail use to the discretion of users, consider this example.
Once company employee writes: “We have free access to the Web. That is the policy of the CEO. They try to treat us as professionals, (and) abuse is handled on a case-by-case basis. There is tracking software in place that monitors where people are going on the Web. There have been people caught surfing porn sites while on the job…it’s becoming a larger issue.”
There are several reasons to curb Internet and e-mail use. Excessive online time can tie up resources. Accessing streaming media hogs bandwidth. Downloading MP3 and other large files steals server space.
Internet browsing also exposes an organization to viruses, especially when the company lacks an efficient firewall or uses software to isolate computer bugs.
In rare instances, an organization’s Internet and e-mail services can be used against you. Malicious users with network access can transmit sensitive corporate information without authorization.
Unchecked use also places a lag on productivity. It’s tempting for users to check e-mail through an Internet connection several times a day. It’s also tempting for users to shop online, check stocks, or browse entertainment sites while at work.
Often, a single notice about a user’s browsing habits will set the user back on a productivity track. One IT manager said a list of users and the sites they visited is posted on a refrigerator in the employee kitchen each month. Usually, the embarrassment over seeing their name tied to how long they spent online and where they went is enough to stop excessive use.
Other times, instituting a written, formal policy is the better option.
Many organizations already handle excessive Internet and e-mail on a case-by-case basis, but with an established policy, you may be able to lower the amount of cases you have.
This download explains some of the necessary elements of an Internet usage policy and examples of short-and-sweet policies. It also includes two examples of use policies.
So you don’t want a policy?
Managers in organizations with loose policies use the one-liner method to outline what the organization expects from users. Here are three examples for actual policies:
“If you can’t display the information you are looking at on your cubicle wall for other employees to see, chances are you shouldn’t be looking at it at work.”
“Use of the Internet for personal use should be restricted to reasonable sites and materials such as news or information that might be considered reasonable if read as a text publication in an office environment.”
“Internet browsing and e-mail activity for personal use should be kept to a minimum and should not be conducted during the workday.”
These one-line policies may work in a small organization. Use policies for medium to large organizations, however, may need details.
Detailed policies generally include three elements: an introduction to explain the reason for the policy, permitted use, and prohibited use. It may also be appropriate to include a section for definitions of the terms used in a policy. Some examples of these include:
Internet: the network that includes, but is not limited to, the World Wide Web. The Internet is a vast network of other networks that enables point-to-point exchange of information.
Download: A way to copy software programs, documents, and other files.
Other key elements to consider including in a policy are:
- An explanation to users that they have no expectation of privacy when using company property.
- A clause that addresses sexually explicit and offensive material.
- A method for handling policy offenders.
If you feel that your company or organization needs an Internet Usage Policy, then contact T & R Communications of Jacksonville, Inc. to help you set up a policy that is right for you.
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