Does your company have an email policy that will stand up to close scrutiny?

More importantly, do you or your bosses have any idea what colleagues are using email for and what the consequences of misuse could be?

My question was prompted by a recent "email ethics" survey by mail-filtering experts SurfControl. It revealed 53 per cent of employees from the UK's largest cities "behave badly" on email while at work.

There was evidence of widespread use of email to "back stab" colleagues to further career prospects and plenty to suggest many workers used their company network to sent racist, sexist and discriminatory emails.

The survey suggested 38 per cent of UK employees used email to improve personal standing within their company. By simply hitting "reply all", "forward" or using the cc and bcc buttons strategically, they were using email as an easy way of highlighting a colleague's mistake.

Given the extent of e-political activity in the workplace, it was no surprise to discover a third of employees preferred to shelter behind email rather than handle sensitive situations face to face.

I was also fascinated to discover 80 per cent of the sample group believed email provided them with a sense of protection because everything was written and documented.

They obviously failed to see how this kind of defensive mindset could be damaging to their relationships with other staff and, in its most oppressive sense, could even be construed as email bullying.

Employees expect to be able to use email in the same way they use a telephone and many resent restrictions or surveilance placed on them.

The trouble is, email has become ubiquitous. It has replaced expensive, long-distance phone calls and enables overseas business to be conducted quickly and easily.

It is also a great way for families and friends to stay in touch. The issue of personal use of company email is fraught with complications. People using email at work often feel it is one of the perks of the job.

They fail to see the amount of time they waste writing personal emails will impact on their employer's business. Most do not recognise a loss in productivity could result in the loss of their job.

So, what can employers do to stem the flow of ethically unsound emails and how could employees benefit from a clamp down?

Employers should consider the options, including banning non business-related email usage; providing non-networked internet-ready terminals for employee's private use; or allowing employees to use company email without any restrictions but without any suggestion of privacy.

Employees should consider the effect of a well-structured email policy that would protect them from email bullying and prevent unwanted racial, sexual or other objectionable communications and make their place of work a more agreeable place.

No matter what decision is made, it is important to recognise the benefits to both sides as a comprehensive email policy can protect employers and employees from costly litigation and painful work-place disputes.

For more information see: www.surfcontrol.com or call 01260 296 150 for a free CD.