Hi Sonal,
I have also gone through the message trail; everyone is giving very good suggestions. But now you have to choose which one you can apply in your existing system or which system allows you.
In my opinion, the best approach would be to remind them of the email policy as highlighted above. Secondly, on the day of the relieving, you can ask your IT guy to deactivate the email ID of that particular individual (perhaps this you can amend in your existing policy/processes). Thirdly, put a check through IT where any email sent to more than 10 internal employees should require authorization from the departmental head or manager. Access for all should not be given to everyone; it should be through common departmental IDs created department-wise, like HR Team, Accounts Team, IT Team, etc. Common messages to all should be sent through these IDs only.
I believe these are some small checks you can apply to prevent such emails.
Regards,
SV
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I have also gone through the message trail; everyone is giving very good suggestions. But now you have to choose which one you can apply in your existing system or which system allows you.
In my opinion, the best approach would be to remind them of the email policy as highlighted above. Secondly, on the day of the relieving, you can ask your IT guy to deactivate the email ID of that particular individual (perhaps this you can amend in your existing policy/processes). Thirdly, put a check through IT where any email sent to more than 10 internal employees should require authorization from the departmental head or manager. Access for all should not be given to everyone; it should be through common departmental IDs created department-wise, like HR Team, Accounts Team, IT Team, etc. Common messages to all should be sent through these IDs only.
I believe these are some small checks you can apply to prevent such emails.
Regards,
SV
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Perhaps, the login IDs of the employees could be disabled as soon as an employee submits a resignation letter or in the event of a termination letter being issued. The department head can coordinate with HR/IT and ensure this. This might help to a certain extent.
Regards,
Prakash
From India, Bangalore
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Regards,
Prakash
From India, Bangalore
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Do not issue the relieving or experience certificate for such type of employees. Let this be a lesson for the others!
From India, Kochi
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2From India, Kochi
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If an example of positive behavior doesn't work, and if setting such a policy and making an example out of the ones that will break it also doesn't work, then you can technically prevent it from happening by putting filler to the 'everyone' mailing list, appointing someone of trust who will review these emails, and putting a restriction on the number of recipients an email can be sent to.
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Every day, you can send a list of resigned employees along with the date of their last day of work to the IT department and ask the IT personnel to block the IDs of these individuals on their last working day. Since the IT department would be informed well in advance, they shouldn't hesitate to carry out the necessary actions at the right time.
Also, issue a circular stating that no sentimental emails should be sent by resigned employees thereafter. Failure to comply may directly impact the settlement of their Full and Final (F&F) dues. Of course, ensure to inform the HR department about this decision.
Set an example by actually deducting one day's pay from the F&F of an employee who fails to adhere to the policy.
From India, Mumbai
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Also, issue a circular stating that no sentimental emails should be sent by resigned employees thereafter. Failure to comply may directly impact the settlement of their Full and Final (F&F) dues. Of course, ensure to inform the HR department about this decision.
Set an example by actually deducting one day's pay from the F&F of an employee who fails to adhere to the policy.
From India, Mumbai
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I feel irrespective of position, HR should organize a farewell meeting wherein the employee is able to interact with his immediate circle of colleagues and thank them. Also, announce during the meeting that the employee will not be sending any emails from his side, so all good wishes, etc., should be communicated to him. Additionally, make the employee declare his phone number, personal email address, etc., to the group.
Think about this. It could work.
From India, Mumbai
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Think about this. It could work.
From India, Mumbai
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Dear Sonal,
Talk to your IT and ask him to put his email (personal email ID as mentioned in personal records) and "subject line" under the filtration list. The majority of such emails would be tracked at the server level itself, and IT can delete them. If it is a useful message, then IT can release it.
In the case where a resigned employee sends an email from the employee's PC, track the IP address and issue a charge sheet or warning letter (in writing). This action will help in maintaining order.
Please get in touch with your IT team; they will provide many solutions to address the above issue.
Arvind
From India, Ahmadabad
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Talk to your IT and ask him to put his email (personal email ID as mentioned in personal records) and "subject line" under the filtration list. The majority of such emails would be tracked at the server level itself, and IT can delete them. If it is a useful message, then IT can release it.
In the case where a resigned employee sends an email from the employee's PC, track the IP address and issue a charge sheet or warning letter (in writing). This action will help in maintaining order.
Please get in touch with your IT team; they will provide many solutions to address the above issue.
Arvind
From India, Ahmadabad
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Hi,
Greetings.
So, writing a thank-you note is bad - some American "mentor" says it is wrong, and all lackeys support it - good, keep it up. I thought only politicians sell our country to foreigners - till date never realized HR did not have self-respect/athma gaurav.
In my country, the first thing we do is say thank you by touching our parents' feet every morning - our culture and their cultures are different. So please explain to your American mentors that human beings do become emotional when parting. Your job is to teach the kids the emotional maturity by analyzing old farewell/goodbye letters and how laughable some of them are.
Best wishes - please think and make others think.
Warm regards,
K
From India, Gurgaon
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Greetings.
So, writing a thank-you note is bad - some American "mentor" says it is wrong, and all lackeys support it - good, keep it up. I thought only politicians sell our country to foreigners - till date never realized HR did not have self-respect/athma gaurav.
In my country, the first thing we do is say thank you by touching our parents' feet every morning - our culture and their cultures are different. So please explain to your American mentors that human beings do become emotional when parting. Your job is to teach the kids the emotional maturity by analyzing old farewell/goodbye letters and how laughable some of them are.
Best wishes - please think and make others think.
Warm regards,
K
From India, Gurgaon
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Well said, Mahalakshmi!
What is wrong if an employee sends a goodbye mail when they are leaving? I suppose Americans are very transparent and open in their views. What is objectionable in a goodbye mail?
In case you do not allow the use of the official mail id for a goodbye mail, employees can very well send the same through their personal mail id. So don't be stupid and small.
Thanks & Regards
From India, Pune
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What is wrong if an employee sends a goodbye mail when they are leaving? I suppose Americans are very transparent and open in their views. What is objectionable in a goodbye mail?
In case you do not allow the use of the official mail id for a goodbye mail, employees can very well send the same through their personal mail id. So don't be stupid and small.
Thanks & Regards
From India, Pune
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Hi,
Well, you should make a policy that has to be introduced during induction and at times of resignation. HR should also provide a human touch, so instead of just telling people what not to do, you can personally send a goodbye letter. As someone previously mentioned, when you send this letter, people will be more responsive to it rather than taking their initiative. I hope this suggestion will be helpful.
Regards,
Shanu
From India, Ahmadabad
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Well, you should make a policy that has to be introduced during induction and at times of resignation. HR should also provide a human touch, so instead of just telling people what not to do, you can personally send a goodbye letter. As someone previously mentioned, when you send this letter, people will be more responsive to it rather than taking their initiative. I hope this suggestion will be helpful.
Regards,
Shanu
From India, Ahmadabad
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