As
technology usage grows, so does the ethical concerns related to email usage and
privacy. In my workplace, employees are asked to acknowledge a policy related
to email usage in the workplace. It is
part of a bigger policy addressing internet, email, electronic communications,
and information security. The purpose of this policy is to ensure that
employees use company computer systems and applications in a legal, ethical,
and appropriate manner. The policy also aims to safeguard employees, company
assets, and company information.
As a company
with over 750 locations across the US and Canada, we rely heavily on email
communication. The policy helps to inform employees about email usage and how
to utilize sound judgment pertaining to this form of communication.
The policy
also specifies what is considered a harassing or harmful email, what would be
considered offensive or inappropriate, and what could be portrayed as harmful.
Through these standards, employees are able to understand and recognize what would
be considered inappropriate in nature. Also addressed is the concern related to malicious
emails. Email is often a target of attack for a company. Spam, spoofing,
hyperlinks, and phishing all pose threats to the company, the employees, and
its data. Through policies and standards, employees are made aware of these
potential threats.
Limited
personal use of email is expected and allowed at my company, as long as it is
not abused. With this privilege comes the understanding and the expectations
related to privacy. Employees understand
that no expectation of privacy exists in any information they send or receive
with a company computer or email. The
company has the right to gain access to employee email at any time with or
without consent. It is this understanding that helps to protect the company and
employees from the misuse of email.
The
study E-MAIL PRIVACY IN THE WORKPLACE - A
Boundary Regulation Perspective by Jason L. Snyder, examined employee perception
and response related to email monitoring in the workplace. Although companies
need to, and are allowed to, monitor employee email usage to protect
themselves, the study shares a common perception of a typical employee.
According to the study, email monitoring can lead “to a lack of trust in one’s
supervisor and organization’s top
management. Thus, when employees feel a reduced sense of e-mail privacy as a
result of a perceived increase in e-mail monitoring, they are likely to
conclude that they are not trusted and are likely not to trust others in the
workplace. This can create an unhealthy work environment characterized by a
lack of trust”(Snyder, page 276). The author
further states that “it is important to keep in mind that organizations often
have good intentions for e-mail monitoring, such safeguarding their own legal
interests and protecting employees from harassment”(page 276). This is a
balance that the company needs to manage.
I believe that through proper communication setting the expectations
related to privacy, employees should understand why a company needs to protect
themselves.
Much like my
company’s policy related to email usage, the author states that “while this
study focused on e-mail monitoring and feelings of privacy, there are many
technologies that people use for workplace communication. As the use of new
communication technologies such as instant messaging, social networking sites,
and corporate blogs becomes more prevalent in the American workplace, they
present interesting paths for inquiry for business communication researchers” (Snyder,
page 289).
Some
interesting cases related to this topic include: Smyth v. Pillsbury, Falmouth Firefighters Union v.
Town of Falmouth, and Holmes v. Petrovich
Development Company, LLC.
Based on an
article from the Monthly Labor Review from back in 2003, employees’ perceptions
at that time were very interesting.
According to the study, “almost
55 percent of employees thought that their employers were not monitoring either
their Internet usage or the e-mails they sent and received. Further-more, only
57 percent thought that employers should have the right to monitor their
employees’ Internet and e-mail usage” (Muhl, page 2). Below are results from a
survey conducted then:
A link to the article
this came from is below – it offers interesting viewpoints as well as a good
look at the change in viewpoint from then until now.
http://www.bls.gov/opub/mlr/2003/02/art3full.pdf
References:
Muhl,
Charles J. Workplace e-mail
and Internet use: employees and employers beware. Monthly Labor Review February 2003. Retrieved June
19, 2015. http://www.bls.gov/opub/mlr/2003/02/art3full.pdf
Snyder,
Jason L. 2010. E-MAIL PRIVACY IN THE WORKPLACE A Boundary Regulation
Perspective. Central Connecticut State University. Journal of Business
Communication, Volume 47, Number 3, July 2010 266-294. Retrieved June 19, 2015.
http://content.ebscohost.com.library.esc.edu/ContentServer.asp?T=P&P=AN&K=54903037&S=R&D=bth&EbscoContent=dGJyMMTo50Sep7c4yOvsOLCmr02eprdSr6e4SLOWxWXS&ContentCustomer=dGJyMPGttEqvqrVKuePfgeyx43zx.
