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Create an IM policy

It doesn’t matter whether you use Instant Messaging in your business or not, there should be a policy relating to its use. Without a policy, the employees don’t know the company’s feeling s about it, and will often make their own decisions on if and how it’s used. Having a policy in place will not only protect the employee, but the company as well.

When creating an IM policy use these items to get it started.

1) Decide whether or not the company will allow IMs. If the decision is not to allow them, then the policy is simple and to the point. ‘Instant Messaging is not an accepted practice at this business and shall not be used.”

2) Standardize on one service. Everyone has their preferred service, but the company needs to be the one to determine which is the one that they will accept as best for them.

3) Determine what type of information should and should no be transmitted via IM sessions.

4) Detail limits on the use of IM. The policy needs to detail how personal IMs are to be handled.

5) Control the user name. The username should be appropriate for business use and the company, not the user, should have authority on the username used. The company should consider the username as another of their assets.

6) Save IM messages.

7) Have in the policy the risks that are involved in using IM software.

8) Define content in the policy. A policy should be in place detailing what’s allowed in any written communications, even letters and email. Some items to address are the use of profanity, sexual references and confidential business or personal information.

9) Review the IM policy and practice on a regular schedule. Internet security changes quickly and changes may be required in the policy.

10) Detail punishment for not adhering to the policy. With this policy as with any policy, all members of the company should follow it and be punished for violations equally. Have the employee read, understand and sign the policy to prevent misunderstandings.

© 2007-2009 Steven G. Atkinson – All Rights Reserved

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