Instant Messaging Policy Example – Remote Communication Policies

Instant Messaging Policy Sample

In this article, we’ll look at the key elements that make up an example Instant Messaging Policy. We’ve included some starter/boilerplate information to help you get started writing this policy for your company. If you’re looking for help in setting up your policies & procedures or employee manual/handbook, our team can assist.

Instant Messaging Policy Template

The following are the main elements that should be included in your Instant Messaging Policy:

1. Title Page

• Policy Title: Instant Messaging Policy
• Company Name: The name of the organization implementing the policy.
• Policy Number (if applicable): For easy reference within the company’s policy structure.
• Version Control: Date of creation, last review, and version number.
• Effective Date: The date the policy becomes operational.
• Approval Authority: Name and title of the individual who approved the policy.

2. Purpose/Objective

• A brief statement explaining why the Instant Messaging Policy exists. This section outlines the policy’s purpose in relation to the company’s goals, regulatory requirements, or ethical standards.
• Describe what problem or issue the policy addresses.
• Example Purpose/Objective:

The Instant Messaging Policy aims to ensure effective and professional communication by establishing clear rules for using instant messaging platforms during work hours. It seeks to maintain productivity, protect sensitive information, and promote respectful interactions among employees. By setting guidelines, the policy helps prevent misunderstandings and misuse of communication tools, fostering a positive and efficient remote work environment. It also addresses the need for compliance with company standards and legal requirements, ensuring that all communications align with organizational values and objectives

3. Scope

• A description of who the Instant Messaging Policy applies to (e.g., employees, contractors, vendors).
• Specify any exceptions to the policy.
• Explain departments or roles affected, if necessary.
• Example Scope:

This policy applies to all employees using instant messaging platforms during work hours. It aims to ensure communication remains effective and professional, supporting remote work environments. Employees must adhere to guidelines regarding appropriate language, confidentiality, and the sharing of information. The policy covers the use of company-approved messaging tools and prohibits personal use during work hours. It also outlines procedures for handling sensitive data and maintaining records of conversations. Compliance is mandatory to maintain a productive and secure communication framework

4. Definitions

• Clarify any key terms or jargon used within the Instant Messaging Policy to ensure understanding.
• Avoid assumptions about familiarity with industry-specific terminology.
• Example Definitions:

The Instant Messaging Policy outlines key terms to ensure clarity and compliance. “Instant Messaging Platforms” refer to applications used for real-time text communication. “Work Hours” are defined as the standard operating hours set by the company. “Effective Communication” emphasizes clear, concise, and purposeful exchanges. “Professional Communication” requires maintaining respect, courtesy, and appropriate language. “Remote Communication Policies” categorize guidelines for digital interactions outside traditional office settings. “Compliance” involves adhering to these rules to maintain a productive work environment

5. Policy Statement

• A detailed outline of the Instant Messaging Policy itself, including all rules, expectations, and standards.
• It should be direct and clear so that it leaves no ambiguity about the company’s position or requirements.

6. Procedures

• Step-by-step instructions on how to implement or comply with the Instant Messaging Policy.
• Include any forms, tools, or systems that employees must use.
• Describe the responsibilities of different roles in ensuring adherence to the policy.
• Example Procedures:

Employees must use approved instant messaging platforms for work-related communication during business hours. Personal use is discouraged and should not interfere with productivity. All messages should maintain professionalism, avoiding inappropriate language or content. Confidential information must not be shared over these platforms unless encrypted and authorized. Employees should be aware that messages may be monitored for compliance. Regular training sessions will be conducted to ensure understanding of these guidelines. Violations of the policy may result in disciplinary action, up to and including termination

7. Roles and Responsibilities

• List the roles responsible for enforcing or overseeing the Instant Messaging Policy (e.g., managers, HR).
• Define who is accountable for reporting, monitoring, and updating the policy as needed.
• Example Roles and Responsibilities:

Employees must use approved instant messaging platforms for work-related communication, ensuring messages remain professional and relevant. Personal use during work hours should be minimal and not interfere with productivity. Sensitive information must not be shared over these platforms unless encrypted and authorized. Managers are responsible for monitoring compliance and addressing any misuse. IT is tasked with maintaining secure and updated messaging systems. Violations of this policy may result in disciplinary action. Regular training sessions will be conducted to keep staff informed about best practices and security protocols

8. Compliance and Disciplinary Measures

• Outline how compliance will be monitored or enforced.
• Describe any consequences or disciplinary actions for failing to follow the policy, including the escalation process.

9. References and Related Documents

• Include links or references to any laws, regulations, or company guidelines that support the Instant Messaging Policy.
• Reference related company policies that connect or overlap with the document.

10. Review and Revision History

• State the review cycle (e.g., annually, biannually) and who is responsible for reviewing the Instant Messaging Policy.
• A history section that lists all revisions made to the document, including dates and reasons for changes.

11. Approval Signatures

• Signature lines for key decision-makers who have authorized the policy (CEO, department head, HR manager).

12. Appendices or Attachments (if needed)

• Additional information, FAQs, or case examples to provide more context or clarify how the Instant Messaging Policy applies in specific situations.
• Any relevant forms or templates employees need to complete.