Take the initiative. Don't wait for an "e-disaster" to strike. Develop and implement written eMail, Internet, and software usage policies that clearly spell out the organization's expected standards of "digital behavior", along with privacy and monitoring policies.
Companies must consider e-mail as a management issue of strategic importance. There’s no doubt that using this communication medium properly helps save time and money, but as we have already seen, in some cases it can be very unproductive.
While no workplace ever can be 100% safe from electronic risks, a written "e-policy" (coupled with a comprehensive employee education program) can help for-profit businesses to control risks at workplace for bad practices on written communications.
Organizations must promote spaces for “meeting and exchange” where employees can voice their concerns as senders and recipients, share their experiences in their daily work, establish opportunities for improvement, and receive coaching.
The associated financial costs have such an impact that the topic needs to be discussed at all levels in the company, specially in upper management.