Netiquette Issues: Spam, Corporate Image, and Email Safety

Most of us are no stranger to spam; however, many people don't really know what it is or how it affects the corporate world. Spam is simply unsolicited email that can take on many forms, from 'get rich' schemes to the marketing of products and services. The main difference between email and spam is relevance. While email is considered to be a valuable source of communication, especially in business, without the permission from current or potential customers, unsolicited email, or spam, can be damaging to the reputation of a company. Complaints due to spam can lead to lack of trust, irate customers or clientele, and increased costs. Roughly 10 out of every 12 emails are estimated to be spam. Companies continually fall victim to spammers through the response to offers made by their employees. Unfortunately, when these unsolicited emails are opened within the office, the chance of being added to more spammer lists is increased significantly. Furthermore, the time it takes for each employee to respond to spam messages can actually cost companies money due to lost production. Companies cannot afford to spend countless, wasted hours going through and sorting out spam. Companies can also be held liable for any non-business related communication that has taken place within the office. Were you aware that companies are continuously rated by the professional conduct of their employees? Not only is professional appearance and ethical conduct important, but correspondence with others, including spammers, is just as vital to the image of a corporation or business, regardless of size. With more and more companies communicating via email today, the need for employees that are properly trained in the use of email etiquette is stronger than ever. Nearly one half of businesses do not train their employees in the proper use of electronic messaging, nor do they maintain written email policies. Additionally, few companies (between 20%-30%) actually monitor the electronic communication of employees. This factor alone poses serious risks with regard to email safety issues. Around 30 percent of email messages within the workplace are of a personal nature. These same emails, as well as those that are business related, carry the potential to be viewed by nearly anyone, and in some circumstances, can even be changed without your knowledge. As spam is quickly becoming a major issue for businesses and as corporate image and email safety are also at risk, guidelines for unsolicited email and other electronic correspondence need to be incorporated and monitored. One of the best ways to protect not only the company but its customers and employees is through the proper handling of electronic communication. Any unrelated business correspondence should be avoided, and nothing within an email should ever contain unsavory content or personal information. Password protected email accounts may help, but only if others do not have access to this information. Becoming familiar with and adhering to proper email protocols is only half the battle, however. Companies should also periodically monitor their employees and email accounts on a regular basis to ensure that all electronic communication procedures are being followed.