Email Encryption: Protecting Employee Information the Right Way

In our industry, handling sensitive documents is part of the job—but protecting that information is just as important. Whether you're sending an I-9 form, a Social Security number, or a photo of a driver’s license, it must be encrypted before it leaves your inbox.

Why Encryption Matters

Email encryption ensures that private information remains protected—even if it's accidentally sent to the wrong person. Without encryption, messages can be intercepted, read, or misused, putting both employees and the company at risk.

When to Encrypt an Email

Always use encryption when sending:

• I-9 documents and ID photos

• Social Security numbers

• Bank or payroll information

• Any personally identifiable information (PII)

• Disciplinary or confidential HR documentation

Important: Never include the employee’s name or other personal identifiers in the subject line of an email containing sensitive information. Subject lines are not encrypted, even when the email body is.

How to Encrypt in Outlook

If you're using Microsoft Outlook or Outlook Online:

1. Create your email as usual.

2. Before sending, go to the Options tab.

3. Select Encrypt or Do Not Forward (this prevents the message from being copied, printed, or forwarded).

4. Send with confidence—your data is protected.

Encrypted emails can be opened by recipients using any email provider. They will be directed to verify their identity and view the secure message via Outlook Online.

Common Questions

• Can attachments be encrypted? Yes. Attachments are protected when the email is encrypted.

• What if the recipient isn’t using Outlook? No problem—they can access the encrypted message through a secure Microsoft portal with a one-time passcode.

• How do I know it's encrypted? Look for the lock icon next to recipients or check that an encryption option is selected before sending.

Resource: Available at WHG University

To support secure communication practices, review in WHG University: Data Protection Basics – eLearning This short course is a helpful refresher for anyone handling employee or guest data.

Encrypted Email FAQ.pdf

Download PDF • 364KB

Mental Health Matters in Hospitality

The hospitality industry is fast-paced and demanding, often requiring long hours, emotional labor, and constant problem-solving. Amid all this, it's easy to overlook an essential element of well-being: mental health.

Promoting mental wellness is not only the right thing to do—it also leads to stronger, more resilient teams. When employees feel supported, they’re more likely to stay engaged, communicate openly, and perform at their best.

What Can GMs Do?

• Foster a supportive culture – Encourage open conversations and make it clear that mental health is just as important as physical health.

• Recognize the signs of stress or burnout – Fatigue, mood changes, or disengagement may be signs that a team member is struggling.

• Lead by example – Model healthy habits by taking breaks, managing stress constructively, and setting boundaries.

• Share resources – Whether it’s an employee assistance program (EAP), a local support hotline, or simple wellness tips, make resources easy to access and judgment-free.

What Can Employees Do?

• Speak up if you're feeling overwhelmed – It’s okay to ask for help. Talk to your supervisor or someone you trust.

• Take short breaks when needed – A few minutes to breathe or reset can go a long way.

• Look out for each other – If you notice a coworker struggling, check in. A simple “Are you okay?” can make a difference.

• Use available resources – WHG University has wellness courses available or ask your manager about other support options.

A Healthy Team is a Strong Team

Mental health isn’t a one-time conversation. It’s an ongoing commitment to care, communication, and support. When everyone—from leadership to front desk to housekeeping—is involved, we create a work environment where people feel safe, valued, and empowered to succeed. Page 2 of 2

Mental Wellness Matters: Explore the May Learning Collection

WHG University is spotlighting Mental Wellness this month with a curated collection of courses that support stress management, resilience, and overall well-being.

Team members can explore topics such as:

• Employee Wellness and Well-Being in the Workplace

• Managing Stress (with translations available)

• Resilience: Personal and Team Strength

• Personal Financial Stress and Wellbeing

These resources are accessible to all employees and provide meaningful strategies for navigating challenges both on and off the job.

In addition, users can create a custom AI Playlist by searching for topics that interest them—from burnout prevention to work-life balance. This allows for a more personalized learning experience.

Supporting mental wellness in the workplace not only builds stronger teams—it creates a culture where people feel safe, seen, and valued.

Proper Room Temperature Settings – Comfort & Efficiency

Maintaining appropriate room temperature settings is critical to guest satisfaction and energy efficiency. We continue to find guest rooms with HVAC settings that don’t match the weather—such as A/C running on cold days or heat set too high in unoccupied rooms.

This impacts guest comfort, increases energy costs, and places unnecessary strain on HVAC systems.

To ensure consistency and reduce avoidable maintenance calls, please follow the guidelines below:

Room Temperature Guidelines

Occupied Rooms (Based on Guest Preference):

• Allow guests to control their comfort—but ensure systems are working correctly.

Unoccupied Rooms (Default Settings):

• Winter: Set thermostats to 68°F – Heat

• Summer: Set thermostats to 72°F – Cool

• Mild Weather: Set to Auto or Off if weather permits.

Common Mistakes to Avoid

• Leaving HVAC set to “Air” mode when it’s already cold outside.

• Setting heat to 75°F or higher in empty rooms.

• Turning systems completely off during extreme weather (can lead to damage or discomfort).

• Not resetting the thermostat after maintenance or inspections.

Pro Tips for Staff

• During daily room checks, confirm thermostats are seasonally appropriate.

• Remind team members of our seasonal settings—especially during shift changes or new hire training.

• If a thermostat seems unresponsive or off, report it to maintenance.

Need a refresher on HVAC troubleshooting?

Review the March 2025 PM Newsletter, which includes detailed guidance on common HVAC issues like clogged filters, vent blockages, and thermostat calibration in WHG University.

Let’s work together to keep our rooms comfortable and our systems running efficiently.

For questions or support, contact your RFPM.