To prevent this situation to begin with, I would have posted very specific guidelines regarding acceptable and unacceptable emails and content that can be viewed. Since this event has already taken place, I would obtain a copy of the email and sit down with both the person that sent the email and the person that was offended by the email. I would find out specifically why the employee was offended (if not obvious) and I would ask the employee who sent the email, their intention. After this, I would sit down with the entire staff and come up with suggestions as to how this can be avoided in the future. Using these suggestions, I would come up with clear guidelines on computer use. Depending on how offensive the email was, I would determine necessary punishment.
I agree with Jane that we need a policy/guidelines that outline what is considered unacceptable use of company e-mail and that states possible consequences of these actions. The policy might include the following (taken from this link - http://humanresources.about.com/od/policiesandsamples1/a/email_policy.htm):
Viewing pornography, or sending pornographic jokes or stories via email, is considered sexual harassment and will be addressed according to our sexual harassment policy. Any emails that discriminate against employees by virtue of any protected classification including race, gender, nationality, religion, and so forth, will be dealt with according to the harassment policy.
These emails are prohibited at the Company. Sending or forwarding non-business emails will result in disciplinary action that may lead to employment termination.
We also should have employees sign something stating that they have read and understand this policy/guidelines so that we will be legally covered in the event we have to take disciplinary action
Also agree with Jane that we need to see the inappropriate e-mail to determine its severity and then take the appropriate action, if warranted. I would be careful about giving the sending employee more than guidance on why this was not appropriate unless we already have some type of acceptable use policy that lists the consequences of violations.
I agree with both of you, we definitively need to have some sort of policy for these things. What Rob has posted makes sense. Understanding this policy should be part of each employee’s training. If email sent by Debbie was in violation of this policy, I would sit down and talk to her about it. Maybe she misunderstood the policy or did not think her joke was so bad. People have different sense of humor. If Debbie was an obvious racist and sexist, she would not have a continuing employment with our café. I would also encourage more open communication between managers and employees, to avoid the entire drama of having anonymous notes.
On the situation, we dont know who the person is who has written this note. We need to observe from behavioral patterns who is interacting with Debbie most, who seems disturbed. Is there a truth in the note. Either one could be playing prank on the other, or the case could be genuine. Send clues to people on individual basis that you would like to talk with the 'disturbed employee'. the person will come forward. Later talk to Debbie. Sit with both together and discuss.
When one computer is being used by multiple employees, a third person can easily gain access to anyone's email id perhaps by chance or by reason. Have a software that will expire email sessions every 10 - 15 mins.
And then as all of us agree have a policy document signed by all employees.
To prevent this situation to begin with, I would have posted very specific guidelines regarding acceptable and unacceptable emails and content that can be viewed. Since this event has already taken place, I would obtain a copy of the email and sit down with both the person that sent the email and the person that was offended by the email. I would find out specifically why the employee was offended (if not obvious) and I would ask the employee who sent the email, their intention. After this, I would sit down with the entire staff and come up with suggestions as to how this can be avoided in the future. Using these suggestions, I would come up with clear guidelines on computer use. Depending on how offensive the email was, I would determine necessary punishment.
ReplyDeleteI agree with Jane that we need a policy/guidelines that outline what is considered unacceptable use of company e-mail and that states possible consequences of these actions. The policy might include the following (taken from this link - http://humanresources.about.com/od/policiesandsamples1/a/email_policy.htm):
ReplyDeleteViewing pornography, or sending pornographic jokes or stories via email, is considered sexual harassment and will be addressed according to our sexual harassment policy. Any emails that discriminate against employees by virtue of any protected classification including race, gender, nationality, religion, and so forth, will be dealt with according to the harassment policy.
These emails are prohibited at the Company. Sending or forwarding non-business emails will result in disciplinary action that may lead to employment termination.
We also should have employees sign something stating that they have read and understand this policy/guidelines so that we will be legally covered in the event we have to take disciplinary action
Also agree with Jane that we need to see the inappropriate e-mail to determine its severity and then take the appropriate action, if warranted. I would be careful about giving the sending employee more than guidance on why this was not appropriate unless we already have some type of acceptable use policy that lists the consequences of violations.
I agree with both of you, we definitively need to have some sort of policy for these things. What Rob has posted makes sense. Understanding this policy should be part of each employee’s training.
ReplyDeleteIf email sent by Debbie was in violation of this policy, I would sit down and talk to her about it. Maybe she misunderstood the policy or did not think her joke was so bad. People have different sense of humor. If Debbie was an obvious racist and sexist, she would not have a continuing employment with our café.
I would also encourage more open communication between managers and employees, to avoid the entire drama of having anonymous notes.
On the situation, we dont know who the person is who has written this note. We need to observe from behavioral patterns who is interacting with Debbie most, who seems disturbed. Is there a truth in the note. Either one could be playing prank on the other, or the case could be genuine. Send clues to people on individual basis that you would like to talk with the 'disturbed employee'. the person will come forward. Later talk to Debbie. Sit with both together and discuss.
ReplyDeleteWhen one computer is being used by multiple employees, a third person can easily gain access to anyone's email id perhaps by chance or by reason. Have a software that will expire email sessions every 10 - 15 mins.
And then as all of us agree have a policy document signed by all employees.