Question

SCENARIO: A mid-sized employment agency needs your advice on e-mail policies. They want to prepare a one-page document to distribute to employees. Since you're only being asked for advice and to not create the actual document, perform the following tasks:

1. List items you would recommend including in this document,
2. Provide suggestions as to who the key resources should be involved in creating the policy, and
3. Identify the corporate entity, department, or individual to distribute the policy.

Answer 1

Emails are part of any organisation's day to day activity , big or small. So , setting up an efficient email policy is vital to the organisation.

Listing the item that could be included in the document :

1. Email format : A basic outline of how the email should look like can be included in the document.

2. Signature format : How to format the main and reply signature of the sender can also be defined.

4. How to start the email like what greetings are recommended etc.

5. What should be avoided in the email , like offensive languages or things that are not actually needed.

6. Who all should be included when an email is sent . For example, there will be an email that should be concering only your team lead and you but upon common courtesy, we might include our manager also in the CC.

The key resources that can be given this duty would be the Process Team of the organisation because the process team basically manages all the important processes happening in the organisation and has direct attachment to the employees as well.

For distribution, I would recommend the HR team fully coordinating with the process team to deliver it to the employees in a very good manner.