Necessary Policies You Probably Don’t Have

Technology Policies

Although technology is a vital part of every organization, many do not have regulations developed concerning it. Technology policies can help cover all sorts of issues. Social media activity, company email usage, cyber security, and cell phones usage are all examples of areas that should be covered in an organization’s policy and procedure manual. If your organization does not have these, it would be wise to seek help from resources that create these.

Social Media

Technology is used everywhere in the world and impacts individuals every day. One of the biggest innovations and also pitfalls derived from technology has been social media. In today’s culture, what your employees post, whether it even has anything to do with you, reflects back on your organization and your hiring choices. Having proper language in your policy and procedures handbook allows employees to understand the consequences of negative posts and hopefully lead them to self-censorship with their posts.

Company Emails

Emails act as both a form of communication and an easy way to sign up for things. With this ease can come the risk of an email ending up in sticky hands. Spam emails are just plain annoying and can even contain viruses. Defining boundaries for email usage can protect the organizations technological property. Policies can also be used to keep employees on track at work by denying the use of one’s company email for anything not work related.

Cyber Security

As mentioned above, viruses are now a concern for many companies and organizations. Emails, websites, and downloads can all contain links that lead to troublesome viruses and expose the company to having its secure information stolen. Credit card numbers, client information, and bank accounts can all be accessed through computer hackers who get into a network through a virus. These can create scandals that can damage the reputation of an organization. Policies can warn employees about being frivolous with their link clicking and package downloading.

Cell Phone Usage

Cell phones are useful for keeping in contact and communicating with your team, but with the various apps and sites easily accessed from a phone, they can become a major distraction that can reduce productivity and efficiency. Stating times and places where it is and is not appropriate to use a cell phone can guide an employee to making the most of their time while at work.

Confidentiality Policy

Your financial information, your customer’s information, your data, and your emails are all examples of confidential topics. In order to protect your intellectual property and data, it is important that all employees have been exposed to a confidentiality policy that lays out the information that should not be disclosed to anyone outside of the company and the consequences of leaking such information.

Everyday millions of emails and files are shared. The wrong information in the wrong hands can be detrimental to your organization. This can be both physical and digital. Donor information, strategic plans, photographs, and much more can be considered intellectual property that can be advantageous to your organization to collect and maintain. Employees should understand the importance of this information and make it a priority of theirs’s to preserve confidentiality of this.

A policy like this can also limit the spreading of information verbally. It is common for employees to leave work and to continue talking about it with their friends and family. Although it may be unintentional, confidential information can be released like this when names are dropped, or plans are revealed. This policy can hold employees legally and even financially responsible for any confidential information spills. Specific names, values, addresses, and other personal information from clients and projects should stay confidential unless used for a professional work related experience.

Community Service Policy

As a nonprofit, you tend to rely on the willingness of individuals to show up and volunteer with your organization. Volunteering comes with many intrinsic and altruistic benefits for an individual as well as for the organization. Community service also shines a positive light on your organization by encouraging collaboration within the community your organization serves.

Writing a policy that encourages your employees to volunteer for other noncompeting organizations in the community helps keep your employees more engaged which can lead to better productivity and quality of work. Many versions of this policy exist, some even offering reimbursement for time spent volunteering. This time spent volunteering can be during regularly scheduled work hours or on the employee’s own time. Based off of approved hours and the activity, employers can allot various financial rewards to those employees who volunteer outside of your own organization.

Sometimes, due to budgetary or time constraints, offering financial reimbursements or time off is not possible for your organization to use as incentives. This is where creativity comes into play. Turning to different “carrots” or incentives to offer your employees It is important to seek consul regarding which version of this policy is best for your organization.