EMail Management ’06 : Best Practice & Compliance in the Public Sector Controlling the Inbox Dr Keith Nicholson Alfred McAlpine Business Services Information.

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Presentation transcript:

Management ’06 : Best Practice & Compliance in the Public Sector Controlling the Inbox Dr Keith Nicholson Alfred McAlpine Business Services Information Systems

Management ’06 : Best Practice & Compliance in the Public Sector Challenges Overwhelming volumes Overuse destroying effectiveness of Negative impacts on staff productivity Negative impacts on staff morale / health 10% companies experienced abuse by staff Compliance issues yet over 90% of organisations provide little/no training in management

Management ’06 : Best Practice & Compliance in the Public Sector PEOPLE POLICIES TECHNOLOGY 360  © Keith Nicholson 2006

Management ’06 : Best Practice & Compliance in the Public Sector Inbox Control : Reclaiming the desktop Organise & filter s Mute audible alert Set specific times to respond to s Enable spam filtering Housekeeping & archiving routine Technology + Behaviour + Policies

Management ’06 : Best Practice & Compliance in the Public Sector Behavioural Changes Use “Reply to All” appropriately Do not “CC” widely is CONTENT – write appropriately Exploit the strengths of Use alternative channels to eg. SharePoint Talk – verbal briefings most effective Allows effective Q&A Quicker, easier explanations Team dynamic

Management ’06 : Best Practice & Compliance in the Public Sector e.g. SharePoint

Management ’06 : Best Practice & Compliance in the Public Sector The 3 Steps to Success 1. 1.Good Practice – in writing and managing s; using alternative solutions Enforced Policies – ensuring effective lifecycle management Effective Technology – in screening, securing and storing s. © Keith Nicholson 2005

Management ’06 : Best Practice & Compliance in the Public Sector Acceptable use, content, disclaimers Audit & Monitoring, Privacy Enforcement Segregation of roles and responsibilities Storage, Archiving, Retention and Deletion Access control, DR, BC Encryption, mobile, remote communication Staff induction & training Policies

Management ’06 : Best Practice & Compliance in the Public Sector Policies – Key issues s are organisational information Manage as formal documents/records Apply information lifecycle management policy – including destruction and archiving The system (Inbox) is not a storage facility Use strengths – recognise weaknesses Use alternatives to

Management ’06 : Best Practice & Compliance in the Public Sector Business Benefits Improved systems management Adoption of alternatives to Improved productivity Compliance across multiple regulations Addresses common problem areas of risk as content – attitude change

Management ’06 : Best Practice & Compliance in the Public Sector Supporting Paper Business Card Complete Request List Send your request to: PLC.com