Research Paper Help on Routine and Goodwill Emails

Routine and Goodwill Emails

Routine and Goodwill Emails

From: Allan Czar, Vice – President Employee Communications

To: Employees, E-net advertisement agencies

Subject: Email usage policy

In line with the conflict that has been manifested in the organization over the few months regarding desired internet operation within the organization, the department wishes to inform all the members of the entity about the policies that has been initiated in order to safeguard our systems besides ensuring the confidentiality of the institution (Youngberg, 2011). It is evident that the organization has incurred huge sums in strive to restore the communication systems that experiences breakdowns resulting from unauthorized users (Roddel, 2008). In addition, it is worth noting that conflict in the organization over the years has been contributed by individuals who overstep their mandate and recklessly forward vital information without consultation with relevant authorities (FAO/WHO Global Forum of Food Safety Regulators & FAO/WHO Global Forum of Food Safety Regulators, 2005).

In accordance to Campanizzi, the executive of the firm has resolved to the following internet and email usage policies (Spellman & Whiting, 2005). Initially, the use of biometric system will be initiated in every department. Through this policy, individuals will be required to feed their biometric system before accessing the computing devices (Livingstone, Haddon & Görzig, 2012). Unnecessary access to email systems of the organization will therefore be curbed. Additionally, the policy will also assist in tracing reckless usage among individuals since the biometric data will aid in tracking process (Brown, 2011). Reviving the art of conversation also makes this aspect more pronounced. In attempt to curb the constant system breakdowns, the organization will only recommend individuals with high expertise in information system to access (Kobayashi-Hillary & Sykes, 2007). Extensive analysis of individuals’ educational and attained skills will be thoroughly done and persons below the required skills barred from accessing the computing devices within the organization (Christodorescu, 2006).

Another policy that will implemented in the organization is the elimination of inter – departmental mailing among casual workers that becomes pronounced in Carlson, A, Writing Effective Emails. Only managers will be allowed to use emails and other forms of online communication outside the departments (Fagan, 2001). This is to safeguard pertinent information relating to departments and the organization as a whole from being spilled to the external environment (Spellman & Whiting, 2005). Moreover, managers that are identified to have shared organizational information with unauthorized parties will be subjected to dire disciplinary measures. Among the actions that will be taken against these managers include; immediate demotion (Adams, 2005). Monitory services will also be carried out for the systems to ascertain the nature of communication for the past periods. This will help in identifying unwarranted form of mailing among the managers and other individuals (Gaynor, 2003).

In relation to cases of data being compromised due to malwares from employees hard wares, it will be a requirement that before inserting personal devices to the computing systems of the organization, employees must first inform the communication department for necessary scanning services (Bahga & Madisetti, 2014). To further foster security of the devices, AVG virus software will be installed in every department for further verification of the condition of employees’ hardware. The use of firewall systems in every department will also be initiated to curb entry of foreign materials into the systems that could compromise the nature of the data (Gaboitsiwe, 2013).


The background sources were central in the realization of the assumed emailing policies The principle of organization confidentiality played a central part in the realization of the new policies. In addition, respect for employees’ rights and freedom was also taken into close consideration to curb possible resistance. However, the rule of majority that became manifested through voting led to the adoption of the policies. The policies initiated will help in curbing reckless operations among employees that has resulted into great loss to the organization (Stevenson & Altholz, 2007). Cases of individuals who lack relevant computer knowledge indulging in the operation of computing devices will be eliminated. In the event that employees will act contrary to the set policies, the executive of the organization will decide on the punishment to put forth (Thomas, 2005). The communication department will be in constant search of new and more efficient ways of restoring effectiveness in the organization without compromising the morale of employees (Paludi & Krenkel, 2011).


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