By Hedley Lawson, Jr.

You've just arrived at the office when your customer services man­ager begins to tell you about the results of a routine upgrade of computers in her department. Apparently, two of the four people working for her were discovered to have the following material on their company computers: bookmarks of pornographic web sites; considerable e-mail messages to personal friends; unauthorized software downloaded from public domain sites, and saved messages from lusty chat room conversations.

Welcome to the electronic workplace! E-mail, the Internet, voice mail and a wide variety of new electronic technologies are now an essential part of your company's daily business. The same technology that serves to increase your company's business and enhance efficiencies, productivity and sales may also create both employee relations and possible litigation risks.

Although not a legal primer, you will find the following recommendations helpful in communicating your company policy on certain electronic technologies, and adopting appropriate policies for reference and guidance for your employees.

* Clarify employees' expectations of privacy.

Of pre-imminent importance is to reduce employee's expectations of privacy in the electronic workplace. This should be accomplished through written policies and protocols, and communicated through employee meetings. If necessary, you may consider conducting periodic orientation or training sessions.

* Establish a self-auditing process.

A periodic self-auditing process is designed to ensure your electronic technology and equipment are used for business purposes only and that electronic communications are limited to those required to conduct business. It is also designed to ensure incoming and outgoing transactions are business related, and personal, confidential or potentially litigious situations will not arise.

* Continually review your policies to ensure new electronic technologies are addressed.

The introduction of new electronic technologies does not always happen all at once. As such, with the introduction of or modification to any electronic technology, you should ensure your business policies address any restrictions on privacy or use of the technology before it is introduced. Once completed, make sure all employees are aware of any modifications, changes or new additions to your policy.

* Develop a practical training program.

Employees today have become more self-directed and independent in their work activities. As well, levels of day-to-day supervision have been reduced or eliminated in recognition of employee's ability to work more independently, resulting in greater job satisfaction. Providing periodic training on the proper use of new electronic technology, including permitted and non-permitted uses, effectively ensures that your employees are fully aware of the policies and expectations.

* Establish and enforce disciplinary policies associated with the misuse of electronic technologies.

You need to communicate your policies regarding discipline should a policy violation occur. Employees who are fully aware of the consequences associated with the misuse of electronic technology should also be aware of specific disciplinary action which will result in any violation of policy.

In conclusion, before implementing any policies, do check with legal counsel to ensure your planned policies  reflect the most current information.

Hedley Lawson, Jr. is the managing partner for Aligned Growth Partners, LLC, a seasoned team of executives with decades of optical industry experience. In addition to providing executive search services, the firm offers a complete business perspective that helps client companies develop and execute strategies, tactical plans and functional initiatives. For more details, visit their web site at www.alignedgrowth.com.