Purpose

The purpose of this policy is to ensure that all communications are conducted in a professional, secure, and efficient manner, enhancing collaboration and protecting sensitive information. Effective communication is crucial for the success of Phenom Elite Team. This policy outlines guidelines for using Gmail and Connecteam to ensure professional, secure, and efficient communication.

Scope

This policy applies to all employees, contractors, consultants, temporary staff, and other workers at Phenom Elite. It covers the use of Gmail for email communication (both internal and external) and Connecteam for internal messaging, task management, and team collaboration.

Guidelines for Communication Channels

Gmail

General Use

1. Professional Conduct:
   • Use professional language and tone.
   • Avoid using personal email accounts for work.
2. Email Signatures:
   • Include a standardized signature with your name, title, and contact information.
   • Avoid informal signatures.
3. Subject Lines:
   • Use clear, descriptive subject lines.
   • Avoid vague or misleading subjects.
4. Email Attachments:
   • Ensure attachments are relevant and appropriately named.
   • Use Google Drive for large files.
5. Response Time:
   • Respond to emails within 24 hours on business days.
   • Set an out-of-office message when unavailable, over 24 hours. With an “in case of emergency, please contact __”

Security and Confidentiality

1. Data Protection:
   • Avoid sharing sensitive information via email unless necessary.
2. Phishing and Spam:
   • Be vigilant of phishing attempts and spam.
3. Access Control:
   • Secure your Gmail account with a strong password and multi-factor authentication (MFA).
   • Do not share login credentials.

Connecteam

General Use

1. Professional Conduct:
   • Use professional language.
   • Avoid personal conversations.
2. Channels and Groups:
   • Use appropriate channels for specific topics.
   • Avoid spamming channels.