Search

How can we help?

Icon

1/3 of employees misuse company email

According to a survey completed by Lightningtools.com almost a third (32%) of respondents felt that they had used their company email for inappropriate activities.

The survey was sent to 1,283 employees in order to investigate what they use their work email for.

The results of the survey have been published on website Your Story.

The 32% who admitted to using email inappropriately were then asked to explain what they deemed to be their inappropriate usage. According to the results:

  • More than two fifths ( 41%), of respondents admitted sending ‘funny images` to colleagues,
  • Almost half (48%) said they had used it to gossip with their co-workers,
  • 17% said they had used it to plan social arrangements
  • One in 10 (11%) had flirted with co-workers in some way
  • One respondent admitted to have sent pictures of themselves to another employee.

It is clear from these figures that a large number of employees are misusing company email accounts. Misuse could lead to embarrassing situations for employers (for which they may be legally liable) and has the potential to cause damage to a businesses` reputation. So how can businesses protect themselves?

The first step is to have a clear and well communicated policy in place, setting out what is, and is not, considered acceptable and the consequences of the policy being ignored.

It is clear from these figures that a large number of employees are misusing company email accounts.

The second step is email monitoring. This needs to be done correctly in order to avoid the risk of claims against the business. You should carry out a risk assessment prior to commencing email monitoring in order to establish the least intrusive way to achieve your aim of ensuring the email policy is complied with. A good way of monitoring emails is to run regular “keyword” reports which pick up emails with inappropriate words in the title or content. Also generally monitoring email volume can be a good indicator of when someone is using it excessively for personal use.

You should also ensure that employees are aware of the extent to which they are monitoring their use of the e-mail system. Consider having a clause in your contract of employment specifically consenting to monitoring.

The third step is enforcing the policy if a breach is found. In most cases, email misuse will constitute misconduct and, depending upon its severity, it may justify dismissal. It is important to ensure that a fair disciplinary procedure is followed, as with any other dismissal.

About this article

Disclaimer
This information is for guidance purposes only and should not be regarded as a substitute for taking legal advice. Please refer to the full General Notices on our website.

About this article

Read, listen and watch our latest insights

Pub
  • 21 March 2024
  • Employment

TUPE Podcast Series: Who Transfers?

In this fifth podcast in our TUPE Podcast Series, Amanda Glover will be focusing on ‘who transfers’ under TUPE. Looking at the definition of ‘employee’ under TUPE legislation and the tests that apply in deciding if those employees transfer.

art
  • 20 March 2024
  • Employment

Changes to Employment Laws from April 2024 – are you ready?

There’s a large number of employment law changes coming in April which are set to shake up the workplace. It’s crucial for employers to stay informed and prepared.

art
  • 19 March 2024
  • Employment

Instant Messaging in the Workplace: Factors to be aware of

Workplaces have changed beyond recognition in the four years since the first COVID-19 lockdowns. This anniversary represents an opportunity to look back at how workplaces have changed in that period, from the increased use of flexible and hybrid working, to the continuing and significant integration of more technology in office-based work.

art
  • 14 March 2024
  • Employment

The impact of technology-dependent Gen Z on the workplace – Amanda Glover writes for Business Voice magazine

In Business Voice magazine, Amanda Glover, Associate at Clarkslegal writes about the impact of Gen Z sharing details of their work woes on social media and how organisations should respond.

art
  • 08 March 2024
  • Employment

The Labour Party proposes extensions to discrimination law

With a general election to come in 2024, it is vital that employers keep up to speed with the proposals of both major parties that are likely to affect the day-to-day operation of their business. 

art
  • 27 February 2024
  • Employment

Changing Attitudes to Menopause

We have set out some answers to the frequently asked questions that employers ask when considering how to support a menopausal employee.