Setting up regulations with regards to email and Internet use in the office is crucial if you want to be safe from online attacks. As a business owner or manager, you’ll want to be clear on what your office considers proper Internet and email use. Every company has their own way of viewing things. Take the effort on determining the whys and hows of your policy and how best to put them in place. Drafting direct and easy-to-comprehend rules now may help keep your company safe from threats posed by hackers and other cyber-criminals.
Be sure that your policy is transparent and easy to understand, not something as vague as: “Company employees should be responsible when browsing the Internet and sending emails.” That statement alone leaves too much loopholes for it to be misunderstood. Be direct to the point.
Here are some more IT security services tips on the do’s and don’ts of small business Internet and email usage policies:
What to DO
- DO provide all staff with training about the best practices and how to efficiently use the company email and Internet – putting in mind both security and return of investment.
- DO make compliance compulsory with regards to Internet and email use. For instance, you may regulate and limit personal Internet use and email messaging.
- DO train your staff about sharing financial or credit data only at safe sites.
- DO ensure that your staff understand why they have Internet access and why it is for them to do their jobs and not as a tool for procrastination.
- DO create clear rules and regulations both for storing important data and for destroying obsolete or sensitive data.
- DO assign a member of the staff or a department to lead in cases of technical problems connected to the Internet. Your employees shouldn’t waste their time attempting to handle concerns they aren’t trained to fix.
- DO protect and store confidential and sensitive data by having and keeping them encrypted.
- DO get help from your legal team and HR when drafting your Internet and email policies.
What Not to Do
- DON’T use company email to replace written memos about crucial issues. Always conduct face-to-face meetings with your employees.
- DON’T spy on your staff. Respect their privacy. Be reasonable and let them have their own passwords. But make sure that they know their desktops are company property.
- DON’T let malware attacks and hacks destroy your data. Ensure that your IT sets up a system for monitoring such attacks, and keeps critical data in a safe place for backup.
- DON’T allow your staff to view NSFW videos or pictures (porn or other lewd material) at work. The office is not a place for such improper behaviour.
Don’t let a vaguely drafted Internet or email policy create security risks for your business. Having clear and easy-to-understand regulations helps protect both your small business and the staff.