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Dear All,
Please let me have your expert views and solution for the following case:
My boss want me to aware existing employees for not having a contact with ex employees ( especially those who are terminated ).
I want to write a formal mail to circulate but i am confused what language should i use or the professional way to do this.
Pls help me out.
Thanks
Payal

I opine that it is not a right approach to dictate employees not to have contact with the ex-employees and it is not possible also. You can be vigilant and initiate actions in case the employees are sharing any business information which is going to be a threat to the organization but not in general.
Regards - kamesh

Dear Payal,
first you should understand the reason why your boss is instructed this ? , go through the reason and address it to existing employees .
when I was at your place : my internal and official information was flowing out and ex employees ware telling that they knows every thing what is going in the office .
then I have addressed it through mail - saying that any official information should not share with ex employees . but still we can not put lock to their mouths after office hours closer .
people should think practically and should use minimum common sense on what to share , what no to share .

This would be impossible to police.
It is likely that some staff members will still be friends with terminated employees. You cannot tell people who they can, and cannot have as friends. Last time I looked, India was still a democracy, and it's people still have basic freedoms.
Divulging internal business, and official information is a different matter, and that is surely addressed in your Conditions of Employment, along with the penalties for transgression. If it isn't, then fix that problem FIRST.
Why were the employees terminated? If there is bad blood, and/or they are now working for competitors, then extra vigilance may be required.

Dear Information-Seeker

Your Query: Dear All, Please let me have your expert views and solution for the following case: My boss wants me to aware existing

employees for not having a contact with ex employees ( especially those who are terminated ). I want to write a formal mail to

circulate but i am confused what language should i use or the professional way to do this. Pls help me out. Thanks"

Position: " Free Speech " is a Fundamental Right of India Citizens which is enforceable by Law. Any infringement will land your

Establishment and the Person restraining Free Speech in to Legal Trouble.

The Employees are governed by either the Standing Orders or the Services Rules framed by their respective Industrial and

or Commercial or Govt. Establishment. Your Employees in question are also covered by the Orders/the Rules. You may initiate

Disciplinary Action as per the SO or Service Rules of your Establishment which definitely has Clause /Provision for "Breach of

Secrecy"; Dereliction of Duty; Acting against Company's Business Interest; and similar other Acts of Misconduct.

Taking Disciplinary Action within the "Framework of Law" is also the Meaning of "Rule of Law". Arbitrary Action will prove

disastrous.

Kritarth Consulting Pvt Ltd

Employee Relations Team

Kritarth Consulting Private Limited

19th Oct 2014

Dear Ms Payal,

There is no permanent preventive solution to the problem to restrain the staff from keeping contact with ex/terminated staff. In private sector an employee is expected to be loyal and faithful to the company during the performance of duties in official hours as well as in her/his conduct outside office premises beyond duty hours. An employee after office hours enjoys the status of a citizen and fundamental rights guaranteed under the Constitution of India. Therefore any company can not curtail the fundamental rights of a citizen, nonetheless it is justified for a company to expect loyalty and faithfulness from its employees as stated in the beginning.

So far a draft is concerned I am suggesting the following draft that can be sent to employees to caution them not to do anything that may harm the reputation and business interests of the company.

DRAFT MAIL

_______________________

CIRCULAR

Attention of all the employees of this company is drawn to the conditions of service that they have to discharge their duties in the interest of the Company and do nothing which may harm the reputation or business interests of the Company. All employees are expected to observe disciplined conduct at the work place and also maintain the good image of the Company in public life beyond office hours. It has been decided by the Management that an act of keeping contact with ex employees terminated due to misconduct will amount to indiscipline. Any such act coming to the knowledge of Management will be viewed seriously and appropriate disciplinary action would be taken.

All concerned are accordingly advised to note these directions for adequate compliance.

____________________________

I hope the above draft will be found suitable by your Management. Get it approved from your superiors before issue.

With good wishes,

C.M. Lal Srivastava

9818680671

srivastavacmlal@gmail.com


Hello C.M. Lal Srivastava,
I think your suggested draft is PREMATURE.
You have presumed that the prohibition is ONLY w.r.t. interaction with terminated employees, while Payal mentioned it applies to all ex-employees.
@ Payal--
First, pl give the details of :
1] the reason(s) for your boss's instruction
2] the general work culture/environment--which would in a way explain the unsaid story of the diktat.
All said, pl note that such a written note would indict YOUR BOSS if anyone wants to go legal or even to the media--this surely is against the Fundamental Right to Free Speech constitutionally. Is your boss ready for such a possible scenario & the consequences thereof?
One more aspect that your or your boss/Company will find it tough is the implementation part--like other members pointed out [you just can't police anyone out-of-office]. Ask your boss to find OTHER ways to control the situation rather than give some sort of a generalized diktat.
A better way COULD be to highlight any specific instance/occasion that is the cause for such a step--IF the Company has the evidence--and send a mail w.r.t THAT situation with a warning/alert about any repeats by any employee.
Rgds,
TS

Dear All,
I really respect the view of members expressed on this particular post where several dos and don\'ts have been expressed. Although these are worth considering, however I simultaneously seek permission of my senior members to draw your worthy attention to one of the quotes of William Shakespeare which reads as under:
\"OUR DOUBTS ARE TRAITORS AND MAKE US LOOSE THE GOOD WE OFT MIGHT WIN, BY FEARING TO ATTEMPT.\"
My good wishes to the Enterpreneur to go ahead to achieve the goal as I am convinced my draft is well guarded.
C.M. Lal Srivastava

Sensitizing the staff indirectly on pro's and con's of divulging information about the company is important. It always helps to put up encouragement posters around the office that states why we should listen to positive things about others and not listen if people only have negative things to state. The work attitude in any organization will undergo a change very slowly. Positive affirmations are important.

What can be done internally is that every employee signs a non disclosure agreement and that is filed away in the personal file of the employee. It is eventually a developmental issue and takes years to build awareness on why company matters cannot be divulged to those who do not work there. One has to encourage a spirit of belonging for an employee to come to that stage. It may be tough but it is not something that cannot be brought down to a negligible level. The Employees need to realize that they still are working in the organization because trust has been placed on the employee. It also needs to be indirectly emphasized that there is a reason why the employee is still working and why another has left.

I keep saying 'indirectly' because it is more to deal with attitude change than just send out a circular telling of dire consequences.

Hope this helps give you a different perspective on tacking the problem long term.

Regards and I wish you the best.

Sandy

Dear Srivatsava,
I am no HR or legal expert. However, I read your following statement with a bit of apprehension and concern.
"All employees are expected to observe disciplined conduct at the work place and also maintain the good image of the Company in public life beyond office hours. It has been decided by the Management that an act of keeping contact with ex employees terminated due to misconduct will amount to indiscipline. Any such act coming to the knowledge of Management will be viewed seriously and appropriate disciplinary action would be taken."
Let me put a hypothetical case and see what you and others think. Suppose one of a worker's relation (Say a cousin or an in-law) was working in the same firm, should the worker not have any contact? Had you said "Disclosing company information...", it might have been a different case.


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