Be careful not to make the rules so draconian that they discourage the positive uses of e-mail and the Web. Creating the Policy With the first stages of the project completed, you are ready to write the policy itself. The goal is to create rules and procedures that govern employees' use of e-mail and the Web and to ensure that this policy is reasonable, easy to understand and enforceable. It is useful to get hold of a sample policy document covering communications and technology - large companies may be able to provide such a document. Employee agreement get employees to sign and date the agreement.
People often pay much more attention to something they put their name to.
Education making the policy a reality Creating a written policy does not of course guarantee that it will be taken seriously by all of your employees. It will be necessary to educate them on the policy and its significance as well as how it can be applied. New staff can be trained on the use of e-mail and the Web as part of the induction process. Other staff should be reminded of the existence of the policy by such means as sending the policy out via e-mail once a quarter, or posting the most frequently accessed Websites. Senior management can be the most difficult group to train, with the busiest schedules and often the view that company policies apply to everyone else but them.