| Refined Wisdom: Just as open communication in our personal lives depends on a certain level of trust, the same is true in our work lives. There simply are no perfect safeguards. The best business leaders can do is to set clear expectations of employee behavior, put as many safeguards in place as possible and – hold onto your seats – trust employees to do the right thing. |
Two recent news items shed light on how employee communication continues to be redefined and the sticky issues surrounding it.
A recent survey by a California-based business software company found that more than 43 percent of large U.S. corporations employ people to monitor outbound e-mail. A story last Wednesday in the Richmond Times-Dispatch said the area’s largest employers routinely check e-mails sent by employees to make sure they’re not leaking sensitive information.
A story published by Reuters on Saturday tells about the latest mainstream technology to be adapted by some corporations. Web logs – shortened to “blogs” – essentially are online journals written by everyday people for public consumption. One indication that blogs are picking up steam is that some bloggers received press credentials so they could write about the Democratic National Convention in July.
Now corporations are looking at the potential for blogs to be used as tools to enhance knowledge sharing and communication among employees. Not surprisingly, Microsoft and IBM are two leaders in the effort to introduce blogs to corporate America. The idea is to allow employees to post blogs on the company intranet – or perhaps even the public Web site, depending on the target audience – so they can share information more quickly and efficiently.
I work with companies to help them figure out the best ways to facilitate communication – from business leaders to employees, from employees to management, and laterally among employees. The flow of information is essential to any organization’s success and the less painful the communication, the better. Anyone who works in an organization with more than one employee knows exactly what I’m talking about.
Electronic media can greatly enhance communication. It’s difficult to imagine what we ever did before e-mail was introduced to the workplace. (Some might wish it never was as they spend hours a day creating and responding to e-mail.) Intranets, which are Web sites for employees, also can make communication and the flow of information easier. It looks like blogs might be the next big thing to find its way into our work lives – just as some companies also use message boards, chat rooms and desktop video.
The problem is that while many companies embrace the new technology, they also worry that it might be fraught with security problems. E-mail and Web-based technology offer just another way for proprietary information to leak to competitors, customers, the news media, and perhaps even criminals. This is true, but nothing kept employees from carrying sensitive documents out of the building with them in the days before e-mail. Nothing keeps employees from having one too many at the neighborhood block party and blurting out the name of the new product.
There simply are no perfect safeguards. The best business leaders can do is to set clear expectations of employee behavior, put as many safeguards in place as possible and – hold onto your seats – trust employees to do the right thing.
Just as open communication in our personal lives depends on a certain level of trust, the same is true in our work lives. I am not suggesting that companies should open the gates and throw caution to the wind for the sake of open communication. That would be foolish. However, there comes a point at which organizations must treat employees as responsible adults.
Routinely monitoring e-mails might be necessary in this day and age, but is it really necessary to completely restrict employees’ use of communication media? Such a hard line sends a bad message to employees, who then become increasingly distrustful and suspicious of management.
I expect blogs won’t become as ubiquitous as e-mail in American companies. I don’t believe there are many companies that trust their employees enough to give them that kind of freedom of expression. On the other hand, it’s interesting to think about the possibility of free-flowing information from one responsible employee to another.
