Building an Acceptable Use Policy: A Leadership Guide

Oct 1

Cyber Playbook: Crafting an Acceptable Use Policy That Works

Every business leader knows employees are the strongest line of defense and sometimes the weakest link. The difference often comes down to clarity. An Acceptable Use Policy (AUP) is the foundation of that clarity: it sets the rules of the road for how employees, contractors, and vendors use company systems.

But most AUPs fail because they’re either copied off the internet or written in legal jargon no one reads. Here’s how to build one that protects your business and actually gets used.

Step 1: Define the Scope

Who does this apply to? Employees, contractors, vendors, partners?
What systems and devices are included (corporate laptops, BYOD, cloud apps)?

Business Value: Sets clear boundaries before problems arise.

Step 2: Spell Out Acceptable vs. Unacceptable Use

Acceptable: Using email for work, accessing approved SaaS apps, connecting via company VPN.
Unacceptable: Installing unlicensed software, accessing personal email on company machines, sharing passwords.

Business Value: Eliminates gray areas that create liability.

Step 3: Align With Controls

Administrative: Escalation path when violations occur.
Technical: Firewalls, endpoint management, DLP to enforce rules.
Physical: Restrictions on removable media, unauthorized devices in secure areas.

Business Value: Reinforces the policy with actual guardrails, not just words.

Step 4: Communicate and Train

Roll out in plain English, not legalese.
Provide short training or a manager-led walkthrough.
Require acknowledgment (digital signature).

Business Value: Builds awareness and accountability.

Step 5: Monitor and Enforce

Be upfront about monitoring: email, web traffic, device logs.
Apply consistent consequences for violations.
Review annually and refresh as technology and threats evolve.

Business Value: Shows leadership is serious and keeps the policy relevant.

Executive Takeaway

An AUP isn’t about controlling employees, it’s about clarity, consistency, and compliance. Get it wrong, and your first line of defense turns into your first point of failure. Get it right, and you reduce risk while empowering your people.

At STGRC Solutions, we help leaders not just write policies, but implement them with the right mix of governance, training, and technical enforcement so they become living safeguards, not shelfware.

james cockrell