Technology A Hindrance to Workplace Productivity?

Thanks to BlackBerries, iPhones, and other smart phone technology, it seems like everyone has 24/7/365 web access, texting and email – not to mention telephone conversations.  In some cases, people are so addicted to their phones, that they never let the phone leave their side – they text, check email or scan social networking sites constantly, whether driving, eating dinner with their family or using the bathroom!

These devices can be a major distraction at work and can impede productivity; this is a challenge if you want staff to focus on getting projects completed accurately and on time.  So, where is the balance?  Here are a few tips:

1. Implement a personal cell phone usage policy in writing. Taking a personal call from your child’s daycare about a sick child may be acceptable, but spending three hours or more organizing a wedding or other event is not. This usage policy should include certain etiquette rules, including setting the phone ringer to vibrate during meetings or speaking softly to avoid disrupting others.  If possible, have employees assist in developing the policy; explain why the policy is being creating and that you want to make it fair and reasonable.  Usually, there are a small percentage of employees who abuse the system so you will probably find that most employees will be supportive of the policy and happy to provide input.
2. Post the cell phone usage policy throughout the office.  By posting the policy in visible and frequented locations in your office, this will serve as a reminder to staff about what is acceptable usage and what is not.
3. Review the policy with each employee and have them sign it.  This will ensure that each employee is familiarized with the usage policy and has had an opportunity to discuss any concerns.
4. Provide some flexibility.  Unusual circumstances will arise so provide flexibility in those cases.  Parents with a sick child or a sick parent, someone who is dealing with personal medical issues or an employee who experienced a recent death in the family may have a need to use their phones more than usual.
5. Enforce the policy.  A policy has been developed and all employees have reviewed and signed off so now what?  Enforce it so everyone knows you are serious about it. One of the best ways for management to do this is by walking around. Since personal cell phones are not connected to the company’s network, you will not know if the policy is being violated unless you physically walk around to check periodically.
6. Lead by example. Perhaps most important is leading by example.  Employees cannot be expected to stay off their phones throughout the work day if management personnel are seen constantly texting, surfing and texting on their personal cell phones.

A company’s cell phone policy can be included in its acceptable usage policy (AUP) that directs how employees may or may not use company resources (Internet, email, etc.).  For more help in creating these policies, you can contact me at Gaeltek, LLC | Technology Solutions in Manassas, Virginia at 703-652-4685.  You can also get more free tips, tools and information about Gaeltek’s services, including computer support for small to medium-sized businesses in Virginia, Washington, DC, and Maryland, at: www.gaeltek.com.