In today’s digital world, the use of technology has become immersed in everything that we do. In the business world, the electronic age has improved employee productivity and has allowed companies to better serve the needs of their clients and customers. By using technology to their advantage, employers can carry out a variety of business practices more efficiently than ever before.But along with greater efficiency, comes some challenges. Below are some things to be weary of as your company uses technology to carry out its business practices:

1. Viruses and spyware. With more employees working remotely than ever before, the security of information comes into question. When working from home or other remote locations, most telecommuters use web-based e-mail accounts to correspond with clients, customers, and co-workers. The use of these types of e-mail systems is typically not as secure as the use of company networks with more robust anti-virus protection. Employees sending correspondence through web-based mail systems may inadvertently infect company systems with viruses. Employers should take the appropriate measures to safeguard their network from these types of threats.
2. Confidentiality issues. Since messages sent and received by web-based email accounts are typically stored on the mail provider’s server, the messages may be accessed by a third-party and may in some cases be considered the property of the provider. Typically, mail providers monitor messages in order to ensure that the system isn’t being used for improper purposes. Consequently, the use of a web-based e-mail account to send or receive confidential information may weaken a company’s argument that it took appropriate measures to ensure the privacy of its information.
3. Spam-blockers. Spam-blockers and other similar tools designed to protect e-mail account holders may, in fact, prevent the retrieval of important information. Spam filters and other privacy protections cans sometimes prevent clients and customers from receiving critical information. After e-mailing important correspondence always follow-up with a phone call to ensure the recipient has received the message; or request a read-receipt on your e-mail message.
4. Employees’ personal use. The internet can be one of the most enticing features that computers have to offer; luring employees into emailing family and friends, engaging in some online shopping, or reading their favorite blogs. Unfortunately, the time your employees spend “surfing the net” can add up fast, costing your company big bucks in lost productivity. One way to discourage employees’ personal use of the internet and e-mail is by drafting a well thought out and well communicated electronic monitoring policy. Employees will be less likely to use technology for personal reasons if they are aware of the consequences of doing so.
5. Employee privacy. An increasingly litigated question created by the growth of workplace technology is how to balance the employer’s right to control their workplace with the employee’s right to privacy. In achieving this goal, employers that choose to monitor employee’s online activity, must communicate and distribute workplace monitoring policies so that employees understand what is expected of them. Do whatever you can to get the word out - hold meetings, answer employee questions, and distribute memos. Generally speaking, courts will find that an invasion of privacy occurred in situations in which employees had a “reasonable” expectation of privacy. Presenting employees with a straightforward policy on employee monitoring as well as rules on e-mail and telephone use, will help to diminish expectations of electronic secrecy.
6. Customer isolation. Over-reliance on e-mail marketing campaigns and other technologically-driven avenues for communicating with your clients may come off as cold and impersonal. What happened to the good old days of personal phone calls, face-to-face meetings, and personalized correspondence? To combat customer feelings of isolation, include something unique in each and every letter you send out; or instead of sending out letters or emails, why not pick up the phone and give them a call? That personal touch can go a long way in enhancing customer satisfaction.

While technology has enhanced employee productivity and streamlined business operations, it can be a double-edged sword if not controlled. First and foremost, employers should take proper measures to ensure the security and confidentiality of business information. Appropriate safeguards may include using firewalls, installing anti-virus software, and only accepting communication from secure networks.

Another important step for using technology to your advantage requires the development of an electronic monitoring policy that protects the privacy rights of your employees while safeguarding your business interests. The policy should be straight-forward and well communicated so employees know exactly the types of activities that may be monitored.

Taking the necessary precautions can make technology one of your biggest assets. But if not properly managed, the use of technology can hurt business relationships, leak confidential information, and detract from employees’ work time.