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Despite the fact that email has the potential to be a key communications tool in modern business, it can also be a major distraction in the workplace. Many people in a variety of fields use email every day, but individuals have also found themselves in major trouble because of their email communication. Some legal proceedings have hinged on the content of certain company emails, since the information can be stored and archived by organizations. Because of some of these problems, many organizations have adopted company email policies. Here are a few thoughts on best practices in this regard.

This does not belong to you

The first thing that a company should do is to remind their employees in print that the email account does not belong to the individual. In general terms, all business communication tools belong to the company, which means that there is no such thing as a "personal" email account at work. Sometimes people assume that an email sent from the "privacy" of their desk is their personal business. Unfortunately, this is typically not the case.

Business tool and etiquette

A company email policy should remind people that this communication tool is for business purposes only. This means that correspondence should be related to the organization and people should conduct themselves with tact and professionalism. Sometimes organizations suggest that people be careful with humor, particular types of punctuation, and use of proper grammar. In addition, sometimes companies have to specify that individuals avoid time-wasters, such as "replying to all", unless it is absolutely necessary.

Subjects and issues

Another area that some organizations cover is the use of email as an interpersonal communications tool. Because email is not "face to face", it can sometimes be used inappropriately in terms of dialogue between individuals. If a comment is taken wrong, people may end up having "email wars" that result in bad feelings and damaged relationships. Therefore, companies may suggest that email not be used as a daily tool of communication if people are able to connect in person.

Personal agendas

Finally, many email policies include statements about promoting personal agendas. This can include things like for-sale announcements, personal events, fund-raising activities, and political or religious speeches. Sometimes an organization will allow for limited amounts of these types of communications, but most of the time they frown on the person who uses work email for personal advertising.

Overall, the company email policy is usually built around employee behavior as it relates to company business. Most organizations want people to remember that they can be held accountable for anything that they write. Some email archives are saved for years, which means that any employee is subject to the company email policy, even if they wrote a particular email some time ago.

Learn more about this author, Todd Pheifer.
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