Although technology, in general, can make our day-to-day lives much easier, it also can create huge distractions when trying to focus. Distractions can lead to detrimental delays in work productivity, costing your business valuable time and money. Technology, and its associated devices, can also present potential security risks for the business. This is why many companies choose to establish clearly defined rules on what kind and when technology can be used and for what. Addressing the use of technology in the workplace is an essential factor for running an efficient and effective business. So, what are the best rules to include in a company technology policy?
Rules Regarding Smartphone Use
A good technology policy should include stipulations regarding the use of smartphones in the workplace during working hours, and a policy for each employee’s use of their personal social media accounts. In determining your policy for the use of cell phones, it is important to remember that completely banning smartphones in the workplace can cause more problems than limiting their use. Instead of implementing a complete ban, it is recommended that you ask your employees to use their better judgement and only take calls or send texts when they feel it is necessary. Make sure to make it clear what types of scenarios you would deem it acceptable to use their smartphones in. Also, be clear on what your expectations are for different applications on the phone, including messaging, camera, and social media apps.
If you have employees that drive company vehicles, it would be best to create rules around the use of their phones while driving. For example, hands-free options could be acceptable to you, but text messaging or holding the phone to one’s ear should be unacceptable. Strictly limiting the use of smart devices while driving company vehicles is extremely important to the safety of your employees, as well as those that may be involved should an accident occur. If a call must be made or taken and the driver cannot use a hands-free option, the driver should be instructed to pull over to a safe area before engaging in the call.
There are also options available to set up automatic replies or voicemails that inform a caller that the employee is currently driving and will call them back once they are finished. Also, it is important to state that your company’s anti-harassment policy does still apply to electronic communications, including anything sent or received on company and personally owned devices.
Technology Policies and Company-Owned Devices
Rules regarding company devices should be made as well. If a company issues company-owned devices to its employees, the allowed uses of those devices should be made abundantly clear to the employees using them. Employees must be aware that any communications sent and received using a company device can be deemed company property, and that the information stored on the device can be subject to review by the company. Also, if the device is a phone, the employee should be informed that the phone number of the device is owned by the company.
If you feel it is necessary, you can make rules related to what employees can and cannot use company-owned devices for. It may be smart to restrict employees from using company devices for anything other than work-related issues, as well as from downloading or installing anything not approved by the company first. This goes a long way towards the security and privacy of the device. You may also feel it necessary to set content restrictions and filters on company devices to ensure that employees are staying on track. Not only can there be a negative effect on productivity, but there may be liability to the company should company-owned devices be used in activities that could be deemed discriminatory or offensive or illegal. You may also put in place restrictions on specific company information for certain employees to prevent abuse of your company’s technology and computer network.
One more important aspect that should be included in your policy – procedures and requirements regarding the return of devices upon departure from employment and/or how payment or reimbursement should be handled regarding devices that aren’t returned. Do you need your employees to reimburse you for lost or stolen devices? How and when would you like them to handle returning devices when leaving the company?
Sometimes companies may also deem it necessary to create guidelines on what work-related matters employees can engage in from their personal devices, such as logging into accounts or sending emails. For more information on policies regarding the use of personal devices for work issues, check out our article on BYOD policies.
Social Media Use in Your Technology Policy
Some employers choose to limit and monitor their employee’s use of social media in order to protect the reputation of their company. They usually do not wish to be associated with someone who posts inappropriate or offensive materials on their social media accounts, regardless of whether the account is associated with the company or not. Plus, your company should require that workplace conflicts stay offline. Outline the procedures that employees must follow to voice certain grievances, as well as what they cannot do.
Additionally, many social media platforms are fraught with virus and other malicious programs that could prove to be detrimental to the company network and business operation. It is also important to remember, though, that employees still have personal lives and freedoms, so a company cannot place too strict of social media rules on their employees without violating their rights.
If you choose to implement rules on social media use, always enforce the rules consistently and fairly with every employee. Make specific rules on what employees can and cannot post about the company, and hold every employee accountable, regardless of their position.
Technology policies really need to address issues on a number of fronts: network security, the loss of time and/or productivity, as well as the potential for harm or liability to the company that certain activities possibly bring. It’s a good idea to bring in legal counsel to make sure the policy is comprehensive in reach; but keep in mind that having it brief, as well as easy to read and understand, is better to bring about compliance and cooperation.
Read our previous blog post here: Ways That Ransomware Can Cost Your Company
