It’s easy for smaller companies to skip formal policies. Many assume that giving verbal instructions when needed will do the trick. But that casual approach can lead to miscommunication, misunderstandings, and even legal trouble down the road.

What seems like common sense to one person may not be so obvious to another. Without clear IT guidelines, your team is left guessing about what’s okay and what isn’t.

Policies aren’t just a formality, they’re a critical part of protecting your business. For example, if someone misuses a work device or sends a risky email, and there’s no policy in place, it’s harder to take appropriate action. Even something like social media use at work can quietly eat up productivity and introduce security risks if it’s not addressed upfront.

Here’s a breakdown of the essential IT policies every company should have, whether you’ve got two employees or two hundred.

Password Guidelines That Actually Protect

Weak or reused passwords are one of the leading ways hackers break into business systems. And cloud breaches often start with nothing more than compromised login credentials.

A clear password policy helps prevent this. It should cover things like creating strong passwords, using multi-factor authentication, and how passwords should be stored. If you expect employees to update their passwords regularly or use a password manager, say so in the policy.

Technology Use Expectations

An Acceptable Use Policy lays out how your team should interact with your company’s tech and data. It sets expectations around device care, software updates, and where and how company devices can be used.

For remote staff, this policy might explain that work laptops shouldn’t be shared with family members. If you handle sensitive data, you might require files to be stored only in encrypted environments.

Cloud and App Usage Rules

Many employees use online apps they’re familiar with to make their work easier. But when those apps haven’t been vetted or approved by IT, they become a security risk. This kind of off-the-record software use is often called “shadow IT.”

A cloud and app policy helps guide your team toward secure, approved tools. It should also make it easy for employees to suggest new apps for consideration instead of taking the DIY route.

Clear BYOD Boundaries

A lot of businesses let employees use their own phones or laptops for work; it’s convenient, and it cuts down on hardware costs. But if there’s no policy in place for this, it can get messy.

What happens if someone’s personal phone gets hacked and it had company data on it? Or if they want to be reimbursed for work calls? A Bring Your Own Device policy covers security requirements for personal devices, expectations for support or compensation, and whether you’ll require device management software to be installed.

Safe Wi Fi Practices

Many employees work from coffee shops, airports, or other places with public internet. Unfortunately, public Wi Fi isn’t always secure, and if someone logs in to your company’s systems while connected, they could unknowingly open the door to a breach.

A Wi Fi use policy helps avoid this by encouraging employees to use secure networks or connect through a company VPN. It might also limit the kind of actions that can be taken over public connections, like accessing internal systems or entering passwords.

Social Media Use in the Workplace

Social media isn’t going anywhere, and a lot of people check it throughout the workday. Without a policy, this can quickly eat into productivity and, worse, lead to accidental sharing of sensitive business information.

A thoughtful social media policy can outline when it’s okay to browse personal accounts, what employees should avoid posting about the company, and even which parts of your office or facility are fine for public-facing photos.

Let’s Get Your IT Policies Up to Speed

Not sure where to start with your documentation? Or maybe your existing policies are due for an update. We’re here to help you build practical, easy-to-follow IT policies that keep your team informed and your business protected. Let’s chat about how we can make your digital environment more secure and streamlined.