Abusive Language Through Official Email - Take Action?

i think that this point should be discussed during induction itself from next time. Make a note in employee hand book that abusing /filthy language should not be used in office mails .For time being circulate this message a warning mail to all people.

Take actions should not necessary mean harsh actions / penalties / memos etc.
HR can and should know to act through counseling and disciplinary actions both.
If only disciplinary actions and punishments are to be taken only why we have evolved from 'Labour Officer' to 'HR Professionals'.
Use punishment as last resort but YES,,, TAKE ACTION.
Speak --> explain --> listen --> guide --> Observe.
If required after observations, use punishment.
Views shared by Jyoti are indeed good.
- Hiten

Hi
It is very easy to take action against anybody who does wrong things but it is very difficult to correct them, here as a HR person we have to correct them but not punish. Try to counsel them and correct them pls do not take any action initially if required it can be done at the final stage.
Regards
Itzme

Right.They need to have some change in their concept about what an organization is.People can be forgived when they are young because they lack experience.They need to be taught.To learn is to grow up.

dear Mr. Sharma,
I do agree that severe action should be taken.I think in official(written)warning should be given to them. As they are young and immature so according to me this disciplinary action will be enough for them
Regards
C.m.mohla

Hi,
I completely agree with Jyothi on this. One thing you should decide is whether to take a 'Compliance based approach' to this issue or a 'Value based approach'. Compliance based approach which emphasises on punishments for non-compliance, will reduce such activities, but only on the short term. Being youngsters they can feel offended which will reflect on their productivity.
Value based approach is what Jyothi explained. Explain the team about the values of the company and describe them that till they are with the company they should try to adhere their values to the company's values. Training on mail etiquittes, behaviour in office with peers, might be of great help to these youngsters for their future and will work for longer-term.
Regards
Saravana:icon1:

Dear Mr. Sharma
Eventhough we are not receiving any complaint from any one of the gang, they are using the official e mail for their communication. Hence it is against any office policy. First of all they should not use the official mail id for personal chatting and personal mail. It is accepted only for any seasons greatings and wishes on the staff members birth day, marriage anniversory etc. otherwise they should not use the official e mail id for their personal chatting. Here we have the morale responsibility to call them and warn them for misusing the e mail provided to them by the organisation.
With warm regards
S. Bhaskar

Team
I do agree with Jyoti. But then a training Programme for all employees could be an excellent option for small org. if your org has an enormous work force then i would suggest you run a Programme for the business units leaders and supervisors and ask them to cascade the same to their reportees. In addition a communication can be sent to all employees regarding the Email policies of the company and the consequences that could follow if a misuse is reported.
This would really project you to be a company with a people friendly approach and still would drive home the message among your employees
SEN

Avika has hit the nail on its head. A very correct approach.

However, it is very necessary and important to nip the evil in the bud.

You could perhaps extract a written apology from the concerned employees and based on these written admissions and apology, issue a befitting warning letter to each of them.

It is also very important to ensure that signtures of the concerned employees are obtained on the copies of the warning letter.

And, the receipted copies should be placed in their Personal Files.

Best Wishes,

Vasant Nair
HR Advisor

Ideally its best to call them for a private meeting and counsel them. Also its good to have an induction, including the topic email etiquette. If things don't work out, issue warning letters against such misdemeanor.