Communication policy
HRforME
497 Posts
USE OF COMMUNICATION SYSTEMS<?xml:namespace prefix = o ns = "urn:schemas-microsoft-com:office:office" />
It is the intent of L Inc. to provide the communication systems necessary for the conduct of its business. Employees are expected to adhere to proper use of all communication systems. These include but are not limited to the Telephone, Electronic Mail (E-Mail), Facsimile, Internet, Corporate Intranet, Voice Mail, Computer Terminals, Modems and Systems Software. Employees are permitted use of L Inc. property and must comply with L Inc. policies and procedures regarding its use.
The communication systems are owned and operated by L Inc. and are to be used for the business of L Inc. Employees should have no expectation of privacy of any correspondence, messages or information in the systems.
L Inc. reserves the right to access and disclose all such messages sent for any purpose. All such messages, regardless of content or the intent of the sender, are a form of corporate correspondence, and are subject to the same internal and external regulation, security and scrutiny as any other corporate correspondence. E-mail communications must be written following customary business communications practices as is used in L Inc. correspondence. E-mail communications are official internal L Inc. communications, which may be subject to summons in legal proceedings. Work-related messages should be directed to the affected employee(s) rather than sending a global message to all employees.
L Inc.’s communication systems shall not be used as a forum to promote religious or political causes, or an illegal activity. Offensive or improper messages or opinions, transmission of sexually explicit images, messages, cartoons, or other such items, or messages that may be construed as harassment or disparagement of others based on race, national origin, sex, sexual orientation, age, disability, or religion or status as a Vietnam-era veteran are also prohibited on L Inc.’s communication systems.
Employees shall not attempt to gain access to another employee’s personal communications system and messages. L Inc., however, reserves the right to access an employee’s messages at any time, without notice to the employee.
Any violation of these guidelines may result in disciplinary action, up to and including termination.
Access to the Internet has been provided to staff members for the benefit of the organization and its clients. It allows employees to connect to information resources around the world. Every staff member has a responsibility to maintain and enhance L Inc.’s public image, and to use the Internet in a productive manner. To ensure that all employees are responsible, productive Internet users and are protecting L Inc.’s public image, the following guidelines have been established for using the Internet.
Acceptable Use of the Internet
Employees accessing the Internet are representing L Inc. All communications should be for professional reasons. Employees are responsible for seeing that the Internet is used in an effective, ethical and lawful manner. Internet Relay Chat channels may be used to conduct official L Inc. business, or to gain technical or analytical advice. Databases may be accessed for information as needed. E-mail may be used for business contacts.
Unacceptable Use of the Internet
The Internet should not be used for personal gain or advancement of individual views. Solicitation of non-L Inc. business, or any use of the Internet for personal gain is strictly prohibited. Use of the Internet must not disrupt the operation of L Inc. network or the network of other users. It must not interfere with your productivity.
Communications
Each employee is responsible for the content of all text, audio or images that they place or send over the Internet. Fraudulent, harassing or obscene messages are prohibited. All messages communicated on the Internet should have your name attached. No messages will be transmitted under an assumed name. Users may not attempt to obscure the origin of any message. Information published on the Internet should not violate or infringe upon the rights of others. No abusive, profane or offensive language may be transmitted through the system. Employees who wish to express personal opinions on the Internet are to use non-L Inc. Internet systems.
Software
To prevent computer viruses from being transmitted through the system, there will be no unauthorized downloading of any software. All software downloads require prior management approval.
Copyright Issues
Copyrighted materials belonging to entities other than L Inc. may not be transmitted by staff members on the Internet. One copy of copyrighted material may be downloaded for use in research. Users are not permitted to copy, transfer, rename, add or delete information or programs belonging to other users unless given express permission to do so by the owner. Failure to observe copyright or license agreements may result in disciplinary action from L Inc., up to and including immediate termination, or legal action by the copyright owner.
Security
All messages created, sent or retrieved over the Internet are the property of L Inc., and should be considered public information. L Inc. reserves the right to access and monitor all messages and files on the computer system as deemed necessary and appropriate. Internet messages are public communication and are not private. All communications including text and images can be disclosed to law enforcement or other third parties without prior consent of the sender or the receiver. You cannot change your computer password without permission from your supervisor.
Harassment
Harassment of any kind is prohibited. Messages with derogatory or inflammatory remarks about an individual or group’s race, religion, national origin, physical attributes, or sexual preference will not be permitted.
Violations
Violations of any guidelines listed herein may result in disciplinary action, up to and including immediate termination. If necessary, L Inc. will advise appropriate legal officials of any illegal violations.
L Inc. strives to consistently provide customers with a product and service that is of exceptional quality and value.
In order to realize our commitment to excellent customer service, we expect the following from each of our employees:
- Provide courteous service in a prompt and efficient manner.
- Establish and maintain positive relationships with customers by gaining their trust and respect through professional, honest interaction.
- Handle complaints quickly and professionally. Never argue with a customer. If you are unable to resolve the complaint to the customer’s satisfaction, review the situation with your supervisor.
- Communicate with customers in a professional manner whether in person, over the phone, or via E-mail.
- Always remember that you are L Inc. to our customers and our reputation and the customer’s perception of L Inc. is attributed to each employee.
No employee shall solicit or accept for personal use, or for the use of others, any gift, favor, loan, gratuity, reward, promise of future employment, or any other thing of monetary value that might influence, or appear to influence, the judgment or conduct of the employee in the performance of their job.
Employees can accept occasional unsolicited courtesy gifts or favors (such as business lunches, tickets to sporting events or cultural events, holiday baskets, flowers, etc.) so long as the gifts or favors have a market value under $25, are customary in the industry, and do not influence or appear to influence the judgment or conduct of the employee. Please discuss any exceptions to this amount with your supervisor.
Employees are not to give, offer, or promise directly or indirectly anything of value to any representative of a customer, a potential customer, a vendor or potential vendor, financial institution or potential financial institution with whom L Inc. has or may have a business relationship.
SOLICITATIONS AND DISTRIBUTION OF LITERATURE
It is the intent of L Inc. to maintain a proper business environment and prevent interference with work and inconvenience to others from solicitations and/or distribution of literature.
Group meetings for solicitation purposes, distributing literature, circulating petitions in work or sales areas is prohibited unless it is approved by the on-site supervisor as a L Inc.-sponsored event. The following guidelines will apply throughout L Inc.:
- Employees will not engage in any solicitation of other employees for any purpose whatsoever during working hours or in work areas.
- L Inc.’s facilities may not be used as a meeting place that involves solicitation and/or distribution of literature.
- In order to maintain good customer relations and preserve the professional work environment, employees may not wear any insignia, badge, or button on their person, nor display any insignia, badge, or button on their desk or in their work area, excluding professional designation awards.
- Human Resources will approve and post all information that is displayed on L Inc.’s bulletin board or make available for review or distribution to employees.
- Trespassing, soliciting or distributing literature by non-employees is prohibited on L Inc. premises.
