Group Email: The Principle

Group email is an essential part of our group's ability to communicate. How we conduct ourselves through emails, on the internet, through social media and through the use of other online group tools, affects each one of us, our relationships and our group image.

This calls for a clear policy framework to guide us in our use of group email addresses in a manner that protects the group image while promoting group interests and providing convenience to us as individuals.

The purpose of this policy is to assist employees in understanding the limitations of their corporate email accounts as the company seeks to protect confidential data from undue leakage and safeguard the company’s reputation and technological property.

Group Application

Anybody with access to group email is expected to adhere to this policy, whether organizers, leaders, volunteers, partners or members.

The email may be specific to an individual (e.g., name@utahoutdoors.com) or to a group entity (e.g., birdwatching@utahoutdoors.com).

Whatever the case, their use must be informed by the principles in this policy.

Email Policy Information and Components

Group emails should be used primarily for official communications. But the group appreciates and supports the freedom to use group emails for personal communications to optimize convenience.

This policy sets out to inform what amounts to appropriate and inappropriate use.

Inappropriate Use of Group Email

By using the group email address, individuals must bear in mind that they represent our group in that sense alone, and should mind the image they project. This sensitivity must be manifested in all their communications, whether official or personal.

Individuals must not:

• Send out marketing information that is not vetted and authorized.
• Sign up for engagement with other websites that are suspect, either for legal or ethical reasons.
• Send out insulting, hateful, or controversial messages or content that may hurt other people.
• Send unsolicited emails to other people including colleagues, in a manner that would arouse offense.
• Register for services of competing groups without authority.

Guide to Appropriate Use

Individuals can take advantage of their group email to boost their professional standing while furthering the interest of the group. Individuals are therefore encouraged to:

• Correspond with members, prospective members, partners, and group associates in a manner that creates trust in the group.
• Market their email contacts to strengthen and extend group networks at trade fairs, conferences, and even at social gatherings.
• Log in, where there is legitimate access, to purchase authorized software.
• Subscribe to online resources and materials that are professionally beneficial to them and the group. This includes newsletters, blogs, special offers, etc.

Personal Use

The group does not restrict group emails for personal use, but this is subject to some level of discipline and control. Examples of proper personal use include:

• Sending emails to friends and family as long as they do not disclose unauthorized group secrets or information.
• Registering for online courses and networking sites.
• Downloading educational or other professionally useful materials for their personal or official use from safe and legitimate sources.

This policy goes hand in hand with confidentiality and group data protection guidelines which individuals should implement.

Tips on Email Security

Email is a very sensitive medium that can compromise group reputation, legality, and security of data and equipment due to email hacker attacks, viruses, and other business related malware. To avoid a potential disaster and prevent this, individuals must:

• Remember passwords rather than writing them down, which can risk unauthorized access. Alternatively, use an approved password storage software solution.
• Select strong passwords that are hard to guess. Ideally, choose a password with at least eight characters in a combination of lower and upper case letters, symbols, and numbers.
• Avoid opening attachments and links for content that is not well understood or looks suspicious.
• Cross-check emails and names of unknown senders to ascertain their legitimacy.
• Be suspicious of clickbait titles and delete such emails if possible.
• Be wary of inconsistencies or stylistic red flags like too many mistakes, capital letters, or excessive exclamation marks.
• Keep their anti-malware programs updated across all devices.
• Cross-check with our IT support if they are unsure about the safety of any email.

Use of Email Signature

Group email signatures should add an aura of professionalism and business authenticity. Individuals are encouraged to create signatures that exude confidence and authority while depicting the group positively.

The leaders who represent the group to members and the public should especially mind their email etiquette, including how they format and close emails.

An acceptable signature format looks like this:

Appended to the email signatures can be professional images, group logos, and group taglines. Work-related videos and links can also be used. Individuals in doubt or who need assistance on how to configure the signature should consult with an organizer.

Prospects of Disciplinary Action

Disciplinary action will be taken against individuals who demonstrate ignorance or outright disregard of this policy. Such action could include removal from group leadership or the group itself, depending on severity.

Removal may be considered for the following reasons:

• Sending out confidential data or disclosing group secrets without authorization.
• Using group email to break the law.
• Sending offensive or inappropriate emails to anyone.