The secrets to having an effective cell phone policy at work

Now that cell phones have become an integral part of our day to day lives and nearly all adults possess one, employers have discovered the importance of developing policies that govern cell phone use at work. A cell phone policy at work minimizes distraction and inconveniences in the work environment and stipulates the time when it’s convenient for people to use their cell phones during working hours.

While having a cell phone policy in your company isn’t mandatory it may be helpful to draft and implement one, especially if distractions could lead to dangerous outcomes. However, not having a cell phone policy, also referred to as employee cell policy, no mobile phones at work policy or bring your device policy limits employees’ productivity.

Different rules should apply to different industries, where the employee’s ability to complete their work is dependent on other employees working simultaneously.

What to include in a cell phone policy?

When drafting a cell phone policy at work, take time to communicate your expectations and use proper wording to ensure it is non-discriminatory, consistent, and fair.

1. Policy brief and purpose

The cell phone policy defines the guidelines for using cellular devices or any device that receives phone calls and messages, leaves and sends messages, surfs the internet, or downloads, whether the equipment is company-provided or personally owned.

The policy, therefore, defines the use of personal cell phones within the work environment, the personal use of business cell phone, and the safe use of cell phones by employees while driving.

We realize that cell phones and other communication devices have become an essential part of our day-to-day activities and are an asset when used correctly, for the right reasons (for productivity apps, calendars, and making business calls). However, excessive and tactless use of these devices may cause problems.

2. Scope

This policy applies to all workers no matter the rank or employment agreement.

3. Policy elements

Although cell phones and other communication devices are beneficial, they cause problems in the workplace. Excessive use of these devices at work may result in:

• Employees being distracted
• Disturbances when employees speak on their phones
• Security problems due to improper usage of company provided materials or abuse of the organization’s internet connection.
• Serious casualties caused while driving company vehicles or in zones where using cell phones is restricted.

We expect all employees to use cell phones and other communication devices responsibly during traditional working hours.

Employees are advised to:

• Use company-provided phones strictly for business purposes and ensure they remain in a perfect state.
• Surf the internet, text, or talk on their cell phones for short periods of time within the day, mostly when they are on breaks.
• Turn off or keep their phones on silent or vibration mode.
• Use cell phones for work-related communication, such as emailing or text messaging, appropriately and respectably.
• Surf the internet and download relevant work-related research.
• Use company-issued phones to track work-related tasks and contacts, and to schedule and keep appointments.

You can actively prohibit employees from:

• Playing games on their cell phone devices during working hours.
• Using personal phones, regardless of the reason, while driving a company car.
• Using a cell phone or other devices to record confidential information.
• Using phones in prohibited areas.
• Causing disturbances while talking on their phones within their colleagues’ working environment during traditional working hours.
• Downloading or uploading inappropriate, unlawful, or profane material on the company-provided cell phone using the company’s internet connection.
• Use cell phones while operating equipment.
• Using cell phones during meetings.

However, workers can use their phones freely during breaks or while on stationary vehicles.

a). Personal cell phones
During working hours, employees are required to observe prudence while using their cell phones, as well as company-issued phones. Immoderate personal calls, regardless of the phone used, is strongly prohibited since it interferes with workplace productivity and acts as a distraction to other employees.
We encourage limiting personal phone calls to one call during working hours. Employees are preferably requested to restrict their phone calls to non-working hours. However, flexibility will be granted in emergencies that require immediate attention.

b). Personal use of company-provided phones
For employee roles which demand prompt communication and access, the organization will provide a business cell phone for work-related communication. To protect the employee issued with the phone from any tax liabilities, the phone issued is only for job-related activities, and hence, the phone log will be regularly inspected to ensure unauthorized use hasn’t happened.

C). Safety issues for cellular phone use
Employee roles that frequently or occasionally require driving, and are provided with a cell phone for business-related activities, are strongly encouraged to refrain from using the phone while driving. No matter the situation, employees are encouraged to pull off to the side of the road and safely halt the car before placing or receiving a call. However, hands-free gadgets will be issued to facilitate the provisions of this policy.

Note that employees charged with traffic violations because of cell phone use while driving will be responsible for all the liabilities therein.

4. Disciplinary Actions

The company reserves the right to supervise employees for immoderate or improper use of their cell phones during working hours. Also, if the usage of cell phones and other cellular devices causes a deterioration in the productivity of employees or interferes with the operations of the business, employees will be forbidden from using their phones during working hours entirely.

Rigid disciplinary action will be taken, including termination of employment, if an employee’s cell phone usage:

• Causes a breach in security.
• Infringes the company’s confidentiality policy.
• Leads to an accident due to recklessly using cell phones while driving.

Guidelines to consider including in a cell phone policy

It’s essential to ensure that the cell phone policy at work is realistic, don’t ban the use of cell phones unless it poses a security threat or safety issues. However, implementing rules and regulations that require your employees to at least observe the bare minimum of the cell phone policy, like putting their phones on silent or vibration mode or limiting the number of personal calls.

A cell phone can be integrated into the employee handbook together with the code of conduct, or it can be relayed to employees through emails, a written notice or other orientation materials especially for new employees. Alternatively, you can post it in the most frequented areas, such as hallways, bulletin boards, or break rooms.

• Restrict cell phone use to emergencies such as medical and childcare.
• Employees who must make personal phone calls during business hours should be asked to step out of the office to avoid disrupting others while they work.
• Cell phones can be kept on but should be set on vibration or quiet mode during working hours. Also, those wishing to listen to music should use headphones or earphones.
• Cell phone use at work must not include discriminatory, offensive, obscene or defamatory language.
• Personal cell phones should not be used for business purposes and likewise, business-provided cell phones should not be used for personal use, unless in cases of emergencies.
• Ensure you address employees whose roles require regular or occasional driving and sometimes constant communication from using a work-issued cell phone while driving. Instead, provide them with alternatives, such as hands-free gadgets.
• Ensure that the management leads by example. Employers can model the cell phone policy that they want their employees to emulate. Typically, the management staff should act as the role models for seamless compliance with the stipulations of the policy and continuously remind employees of the expectations regarding compliance.
• To enforce a cell phone policy at workensure that the employees understand its objectives and the consequences for violations.
• Write down your company’s cell phone policy or include it in the employee handbook and ensure it’s distributed throughout the organization, if possible let everyone sign once they understand what it entails. There are numerous channels you can use to relay information within the organization, such as through emails, notice boards, and frequented areas such as the hallways.
• Security is a vital component in any organization. Therefore, when writing your policy ensure you highlight security matters, accountability, and legitimate uses.
• Make the policy simple and straightforward. Itemize the permissible and non-permissible behaviours.
• When it comes to enforcing your cell phone policy, it is crucial to be consistent. Also, highlight any exceptions and provide reasoning behind these exceptions. Employees will be in a better position to understand when limitations apply and not take advantage of them.

Crafting a sensible cell phone policy improves not only the productivity of the business but also protects the company from legal problems. Implementing a cell phone code of conduct ensures that your employees are restrained from inappropriate and disruptive content during working hours, which reduces productivity levels. While the consequences of using cell phones are prominent, incorporating an active policy is essential in your organization. Ensure the approach you use is productive and realistic.

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