Suggestions for Your Company’s Email Policy

By Jon Burgess -2004

How much time each day do you spend viewing your emails? How much of that email was real mail sent to you? How much was SPAM?

One of the largest squeezes on America’s workplace productivity is Email Waste. So, the real question is, does your business have an Email Policy?

Things to consider in constructing your Email policy:

1. Don’t sign up for anything with your email address.


  • Much of spam comes from signing up for un-needed services, like News Alerts, Buddy Lists, Stock Quotes, or Special Offers.
  •  Only sign up for the most crucial services with your email.
  • Make sure when you sign up for something, they have a privacy policy.
2. Employees should not use the business email as a personal email.


  • Have them use a GMail, Hotmail, or Yahoo account for personal mail.
  • Personal email shouldn’t be read on company time.
3. Get off of the lists!


  • Look at the bottom of the emails for a place to unsubscribe.
  • Don’t ever unsubscribe from anything that says to respond to the email with a note in the subject line. They don’t work, so don’t waste your time.
4. Block unwanted email.


  • Set up “Rules” inside your email account to block emails that contain unwanted words. You know what words they are, just know that you also need to block the misspelling of the word.
5. Don’t place your email on your website without precaution.


  • Most SPAM is harvested off of your contact email on your website. Little spiders run around and grab your email address while you sleep.
  • Ask your web designer to code your email address into your site so that it can’t be read by the spiders.

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