Are businesses speeding along the Internet Highway with inadequate controls and no stop signs in place?
The Y generation has grown up with technology, has no fear of it, and embraces any new developments with a passion not seen before. This has a profound effect on the workplace. Although this has brought opportunities to increase the bottom line it has also brought new risks. If a company does not embrace these new technologies, as Clients/Customers expect, it can look out of touch. However if it goes wrong or is not handled correctly it can be catastrophic, for example, lost discs can bring a company down.
The speed of growth of Facebook in a year, of approximately 230% and Twitter just over 1300%, gives an indication of how quickly a new media can take off.
Employees now expect to use the internet routinely at work. This ranges form social networking; Facebook, Twitter, YouTube, LinkedIn to online banking and shopping. They use information on the go via their phones and are in touch constantly with the world outside. They will often know about new developments as soon as any IT department and before their managers in many medium to small companies.
The line is disappearing between personal and company use of the internet as social networking sites and blogs can be a source of new business contacts, information and innovation. So how do companies obtain the benefits of this new media while protecting the productivity and integrity of the company?
The Benefits
A workforce that can adapt to new technology more quickly than any previous generation. Marketing can be global with the touch of a mouse, information is at your fingertips. Telephone costs can be slashed and communication with offices all over the world via webcams is changing the way companies are run on a global scale. Complexities of foreign customs can be researched before a deal and the world has become a more accessible place. Working from home is becoming acceptable as using the internet to link offices is now commonplace. This saves costs of office space and time in travel. In cases of emergency, this ability has been found invaluable.
The Security Threats
Malicious websites, systems overloaded with spam e-mails, sensitive information sent in error at the push of a button.
Legal
Penalties can be imposed if personal confidential data is leaked accidentally or on purpose.
Unlicensed software can result in large fines and unauthorised downloads can have attached viruses, increasing risk loss of data. Company insurance may also not cover this. If employees download inappropriate or offensive material, this can cause HR problems with other staff who are offended.
Reputation
If staff or ex-staff post messages detrimental to the company, this can affect the Brand. In a recession the image of a Brand is of paramount importance. Those ignoring this do so at their peril. Large companies are now taking a proactive view of protecting their Brand. Medium and small companies can also do this by building on employer/employee relations and making sure communication with their clients or customers is clear and understandable.
Be in Control
It is unrealistic and probably not good business sense in today’s world to ban all internet communication. Most companies have firewalls and anti virus software in place but this can be breached by someone opening a malicious e-mail or downloading non authorised software. A clear and acceptable use policy is needed by all companies. It is a false economy not to use an expert in this as the law is very specific in what you can and can’t do. ACAS www.acas.org.uk has some useful tips and a helpline to assist with the formulation of a document, but it is safer to go to someone like www.peninsula-uk.com or a legal practice conversant with employment law to check any document to be used. Staff need to be consulted and engaged in this process. How this is communicated will often determine the effectiveness of the policy.
Maureen
