Overview

Participants are encouraged to think about the ethical consequences of seemingly innocent acts, such as circulating humorous Internet lists to co-workers.

Purpose

To make participants aware of negative consequences associated with misuse of the Internet.

Group Size

Any number of individuals can participate. The group should be divided into subgroups of three or four.

Room Arrangement

If possible, arrange table groups for four participants each.

Materials

Transparency 12.1, “Internet and Productivity”

Projector for transparencies or for PowerPoint slides

Handout 12.1, “What’s Your EQ (Electronic Quotient)?”

Copies, if possible, of the organization’s e-mail policy

Procedure

1.Begin by asking if anyone has recently received any good lists at work. These would be funny composites of responses to questions such as, “How Can You Tell You’re Getting Old?” or “Ways to Get Back at the Boss” or “25 Things You Should Never Tell Your Spouse.” Allow a minute or two for sharing.

2.Then show the questions on Transparency 12.1, “Internet and Productivity.” Ask participants to pair up and discuss one or two of the questions for about 5 minutes. (Note: If copies of the organization’s Internet/e-mail policy are available, distribute them. After a few minutes’ review, ask participants for the main points of that policy. For question 6, point out that most experts recommend purging after 90 days, but circumstances will dictate appropriate time periods.)

3.Distribute Handout 12.1, “What’s Your EQ (Electronic Quotient)? Ask participants to answer the questions and then lead a brief discussion based on the answers: 1. B (“Email: Tool or Torment?” in Solutions, Summer 2001, p. 15); 2. C (“When in doubt, delete that e-mail,” by Clinton Wilder, www.optimizemag.com, October 2002, p. 84); 3. A (Survey by META Group, Inc. of Stamford, CT; reported by Jupiter Media Corporation [www.internet.com], October 2002); 4. C (Customer Respect Report released by International Ventures Research Limited, October 2002; reported at www.CustomerRespect.com); 5. A (You can verify by visiting such sites as www.HoaxBusters.ciac.org or www.grahamsurbanlegend.tk).

4.Conclude by incorporating the Points of Interest in your reminder that the electronic surfing, sending, and receiving of material not related to work reduce productivity. Further, they may violate internal policy and could cost employees their jobs.

Variation

Icebreaker: Begin the class by distributing the handout. Ask participants to find others who had the same answers they did. (They can form dyads, triads, or small groups. Those who cannot find anyone with an identical set of answers can form a “group” of their own.) Ask which group had answers B, C, D, E, A. Ask them to stand for an ovation from the other participants. Then probe: “Were these lucky guesses or do some of you have some experience with e-mail ethics? If so, can you share that with us now?”

Discussion

Should the regulations set forth in an organization’s e-mail policies be strictly enforced?

If so, how should that enforcement be handled?

Should such policies have “zero tolerance”?

Do employers have the right to invade employees’ electronic privacy? (Discuss in relation to the legal right versus the ethical right of monitoring employees’ e-mail communications.)

Quotation

“In the event of a workplace lawsuit, employees’ home computers may be reviewed along with the company’s computers.”

—Nancy Flynn, The ePolicy Handbook

Points of Interest

An e-mail circulated by male employees (“25 reasons why beer is better than women”) cost a major corporation $2.2 million to settle a sexual harassment lawsuit.

The State of Michigan, Department of Management and Budget, offers these guidelines for the use of computer passwords (reprinted with permission from Office of Administrative Services):

Don’t use common words in proper or reverse spelling.

Don’t use common computer acronyms.

Don’t use names of famous or fictitious people.

Don’t use your login name in any form.

Don’t use your first, middle, or last name in any form.

Don’t use your spouse’s or child’s name.

Don’t use easily obtained numbers such as telephone, street, or social security.

Don’t use passwords starting with a digit or composed entirely of digits.

Don’t write your password on paper affixed to your desk or PC.

TRANSPARENCY 12.1

HANDOUT 12.1