IT and Communication Policy

Workplace policies play a crucial role in defining boundaries and guidelines, particularly within the realms of IT and communication. In any organization, clear communication policies set expectations and establish a structured flow of information both internally and externally. A well-defined communication policy enhances employee productivity, reduces misunderstandings, and helps avoid unnecessary conflicts. Similarly, an IT usage policy defines the proper use of electronic facilities and equipment, safeguarding the company from liabilities and potential embarrassment.

Here are the key aspects of the IT and Communications policy:

  • Workplace Communication / Employee Internal Communication:

    This aspect refers to the exchange of ideas, information, and communication within the organization. At [Name of the Company], employees are encouraged to maintain open lines of communication with their superiors, peers, and subordinates. Internal communication should be focused on productivity and align with the overall goals of the company, fostering collaboration and minimizing misunderstandings.

  • External and Social Media Communication:

    External communication guidelines regulate interactions with individuals or organizations outside the company, especially concerning company matters. Since inaccurate information can lead to legal and financial issues, all external communications should be routed through the designated company spokesperson. Social media activity, in particular, requires discretion, and employees must be mindful of the implications of sharing information about the company on public platforms.

  • Electronic and Wireless Communication:

    To ensure smooth and effective communication, [Name of the Company] provides employees with cell phones and wireless devices. Employees are responsible for safeguarding these devices, ensuring they are password protected and have up-to-date antivirus programs. It is essential to maintain professionalism in all electronic communications, including adhering to email etiquette to protect the company’s reputation and ensure smooth business operations. This comprehensive policy sets clear guidelines on internal and external communication and the use of company-provided IT resources, protecting both the company and employees from potential risks while promoting efficient communication within the workplace.

IT And Communications Policy Template

Effective internal communication is essential to ensuring transparency and smooth collaboration among employees at [Name of the Company]. Various channels of communication are available to facilitate the flow of information within the company. Below are some key modes of internal communication: 1. Meetings Meetings serve as formal means of communication across all departments. These regular meetings ensure that people working across different functions and locations remain connected and informed. Employees who work independently or across multiple locations are expected to participate in these meetings to stay aligned with company goals.Additionally, department heads will hold regular meetings with the company’s management to ensure smooth operations and address any emerging concerns or updates within their respective areas. 2. Company Intranet Our company’s intranet system will be the primary platform for sharing essential communication from management to employees. It will include:

  • Messages from the CEO’s desk

  • Upcoming events for the month or year

  • Important announcements

  • Training requirements and modules

  • Suggestion corners for employee feedback

This centralized intranet platform ensures all employees have access to important updates and information. 3. Townhall Meetings At [Name of the Company], we believe in open and transparent communication across the entire organization. To foster this, we conduct town hall meetings once every [time frame], on the first/last [day of the week]. These meetings provide an opportunity for employees to engage directly with the company’s management, ensuring that everyone stays informed about the company’s direction, goals, and performance.By using these modes of communication, [Name of the Company] ensures that employees are well-informed, fostering a transparent and collaborative working environment.

External And Social Media Communication

Employees may occasionally be contacted by media representatives or external sources requesting information about the company, its employees, or its policies. To avoid providing inaccurate, incomplete, or unauthorized information, all external queries must be directed through the company spokesperson. This protocol helps the company prevent potential financial losses or legal issues that could arise from incorrect handling of outside communications. Guidelines for Social Media Use Employees must follow specific guidelines when using social media, whether or not they associate themselves with the company. Here are the key points:

  • External Queries:

    • Any queries from the media or external parties related to the company must be forwarded to the designated spokesperson. This ensures that the company provides consistent and accurate information and mitigates legal risks.

  • Social Media Posts and Company Association:

    • Employees are [allowed/not allowed] to associate themselves with the company on social media platforms. If allowed, employees must clearly state that their views are personal and do not reflect the company’s official position. This can be done by adding a disclaimer, such as:

      “The views expressed here are my own and do not reflect the views of [Company Name].”

    • Employees will be held accountable for any potential consequences their posts may trigger. The company will not be responsible for the personal opinions shared by employees on social media.

  • Divulging Sensitive Information:

    • Sharing confidential company information on social media or with external parties is strictly prohibited. Breaches of this policy will result in disciplinary action, which may include penalties or termination. Employees must refer to the Social Media Policy section for further details.

Electronic And Wireless Policy

  • At [Name of the Company], we have established an Electronic Policy to safeguard the security of our data and maintain the integrity of our technology infrastructure. This policy is applicable to all employees, contractors, and any individual granted permanent or temporary access to the company’s software, hardware, and digital resources. Key Guidelines:

    • Device Security:

      • Employees are required to keep both personal and company-issued electronic devices password-protected at all times.

      • Passwords should be strong, regularly updated, and not shared with unauthorized personnel.

    • Antivirus Protection:

      • All devices must be equipped with up-to-date antivirus software. This helps to protect against malware, viruses, and cyber-attacks that could compromise company data or systems.

    • Secure Network Usage:

      • Employees must ensure that they are logging into company systems only through secure networks.

      • Public or unsecured networks (e.g., public Wi-Fi) should be avoided unless a VPN (Virtual Private Network) is used for secure access.

Cell Phone Policy

The Cell Phone Policy at [Name of the Company] applies to any mobile device capable of making or receiving phone calls, sending text messages, accessing the internet, and viewing or responding to emails. This policy is applicable whether the device is personal or company-owned.

Usage Guidelines for Company-Issued Cell Phones:

  • Company-issued cell phones must remain switched on during working hours, work-related travel, and other specific times as instructed by the company.

Prohibited Cell Phone Use:

To maintain productivity and safety, the following cell phone use is discouraged:

  • While driving: Employees must adhere to local laws and use hands-free devices if a call is necessary while driving.

  • While operating equipment: For safety reasons, cell phones should not be used when operating machinery or handling sensitive tasks.

  • During office hours for non-work-related gaming or entertainment.

  • For long personal calls during working hours, as it affects productivity.

  • During meeting, unless for business-related emergencies.

  • Recording sensitive company information without authorization is strictly prohibited.

Permitted Cell Phone Use:

Employees are permitted to use their cell phones for the following purposes:

  • Making business-related calls.

  • Using productivity applications to assist with work tasks.

  • Checking and responding to important business messages.

  • Scheduling appointments and keeping track of business-related commitments.

  • Making brief personal calls, provided they are made discreetly and outside the earshot of colleagues.

Monitoring and Disciplinary Actions:

[Name of the Company] reserves the right to monitor employees for inappropriate or excessive cell phone usage. Employees may face disciplinary actions if they:

  • Cause a security breach by mishandling sensitive data.

  • Violate the company’s confidentiality policy by disclosing sensitive information.

  • Cause an accident due to negligent or reckless cell phone use during working hours.

This policy ensures a balance between the benefits of using mobile technology for work-related tasks and the necessity of maintaining professionalism and safety in the workplace.

Appropriate Internet Usage:

Employees are expected to use the internet responsibly and only for the following purposes:

  • Completing assigned tasks: Use of the internet should be directly related to fulfilling job responsibilities.

  • Researching to enhance work quality: Employees are encouraged to use online resources to improve their skills and the quality of their work.

Inappropriate Internet Usage:The following activities are strictly prohibited:

  • Downloading or uploading obscene, offensive, or illegal material:

    This includes but is not limited to pornography, hate speech, or illegal content.

  • Sending confidential company information to unauthorized recipients or external parties.

  • Invasion of another person’s privacy: Accessing personal information or accounts of others without permission.

  • Uploading pirated or unauthorized software: This includes software that violates licensing agreements.

  • Visiting dangerous or unsafe websites: Websites that compromise the company’s network security or that expose the system to viruses or malware.

  • Performing unauthorized/illegal activities such as hacking, purchasing prohibited items, or engaging in any illegal activity.

  • Forwarding discriminatory, obscene, or inappropriate content: This includes any form of harassment or offensive materials.

Security Measures:

  • Strong passwords: Employees are required to use strong passwords and change them regularly to secure their accounts.

  • Device safety: Employees must log into accounts only from secure devices and ensure their work devices remain locked when not in use.

Failure to adhere to these guidelines may result in disciplinary actions, which could include termination of employment. This policy is intended to protect both the employee and the company by ensuring a safe, secure, and professional digital environment.

Email Security

Email is a routine communication method within the company as well as with investors, business partners and our customers.Many times emails can carry malicious content which might compromise the security of the Company. Employees are advised to maintain discretion at all times with respect to

  • Opening mail with attachments wherein the content is not clearly explained

  • Unknown senders and email addresses

  • Inconsistent emails

  • Mails with clickbait titles (offering prize money or advice)

Transferring Data

To minimize the risk of cybercrime during the data transfer stage, employees should adhere to the following best practices:

  • Avoid transferring confidential data to other devices: Refrain from moving employee or customer sensitive information to personal or unauthorized devices to prevent data breaches.

  • Use the Company’s secure network: Always share confidential data via the company’s internal network, not over public WiFi or untrusted private networks, which are vulnerable to hacking.

  • Verify recipients: Ensure that the individuals or organizations receiving the data are authorized and have strong security policies in place to safeguard the information.

  • Report suspicious activities: Immediately report any incidents of scams, privacy breaches, or hacking attempts to the IT department or appropriate authorities to mitigate potential risks.

Social Media Policy

Social media encompasses various online platforms such as blogs, chatrooms, social networks, and forums. Employees of (Name of the organisation) may have the opportunity to engage with social media, and it is important that they do so responsibly, keeping the company’s reputation and data security in mind.Key Highlights of the Social Media Policy

  • Productivity Impact: When employees neglect their duties to spend time on social media, it hampers productivity and negatively affects their performance. This behavior is not acceptable, and (Name of the organisation) will take appropriate action, including potential penalties.

  • Personal Expression: Employees who choose to express their opinions online must clearly identify themselves and include a disclaimer stating that their views are personal and do not represent the views of the company.

  • Use of Corporate Identity: Employees are prohibited from using corporate logos, trademarks, or any company-specific branding in their social media posts unless they have obtained specific approval from management.

  • Professionalism: Employees must avoid making or responding to any derogatory, defamatory, or offensive statements online.

  • Designated Social Media Representatives: Certain employees are authorized to manage the company’s official social media accounts and act as the company’s voice. These employees must adhere to additional guidelines, including:

    • Be respectful, polite, and patient when communicating on behalf of the company.

    • Only speak on topics within their area of expertise.

    • Follow the data protection and confidentiality policies.

    • Address criticism in a professional manner rather than ignoring or deleting comments.

    • Refrain from posting abusive, offensive, or discriminatory content.

    • Correct or remove false or misleading information as soon as it is identified.

Monitoring and Consequences: All social media activity related to the company is subject to monitoring. Employees who fail to follow these guidelines may face disciplinary action, including possible termination, depending on the severity of the violation. (Name of the organisation) expects all employees to engage with social media in a manner that upholds the values and standards of the company.

Asset Usage Policy

Our asset management policy highlights the best practices of our organisation. It is aimed to foster operational excellence and eliminate situations where people could deviate from doing their best always. In this manner people and equipment reach their full potential. It also reduces the chances of unplanned maintenance.This policy applies to all employees, consultants and contractors with access to (Company name) information assets that are owned, leased or licensed to (Company name)Ownership and UsePersonnel will be held responsible for all activity under their personnel (Company name) id Personnel with accounts will access only systems, applications, files and data to which they have been granted access All information pertaining to (Name of the company) shall only be stored, transmitted or shared through services authorised by the Company Only approved and authorised electronic equipment maybe connected to (Name of the company) information assets.

Asset Recovery

Company assets are issued to certain employees based on their work profile. These could be laptop, mobile phones, data cards, pen drive, etc The respective employees are responsible for the general maintenance and upkeep of the same. In the event that it is found that the asset is lost or damaged due to negligence on the part of the employee, the Company reserves the right to recover the cost of repairing or replacing the same as may be necessary.

Disclaimer:

This policy is meant to provide general guidelines and should be used as a reference. This is not a legal document. Easy HR will not assume any legal liability that may arise from the use of this policy.

Get Started !

Schedule a demo with EasyHR to experience ease of use and how an enterprise payroll software could be simplified.