Blackberries, I-phones, I-pads, Facebook. Today’s modern office is full of potential distractions from work. Even the smallest company or a solo practitioner needs a social networking policy for employees.
Issues that my clients have raised include: the office computer being infected with viruses, having unwelcome popups, time wasted by staff online or on personal devices.
Then, there are problems with confidentiality such as staff using office e-mail addresses for personal use.
It’s important to put office policy down on paper with regard to expectations and have the employee sign off that they have read the guidelines.
You can’t expect to admonish an employee for a breach that they did not know existed!
What should office policy include?
Cell phone use. Are employees allowed to have their phones on in the office, at their desk? Can they answer calls? What about text messages? Texting can consume an inordinate amount of time. I have seen offices where the receptionist is on her personal cell phone while a client/patient is waiting at the desk! Needless to say, it gives a very poor impression of the business or practice.
Some employers request that staff turn off cell phones when in the office. Others allow employees to have the phones on for emergencies only (working parents may need to be contacted by their children’s school for example).
Internet use: do you restrict it or allow unlimited access? Many of my clients allow staff to use the Internet during lunch or a break. Others allow only work related use.
If an employee has their own private office, it can be difficult to monitor how much time they are spending online. However, there is software that tracks what employees are doing on the Internet.
There is a need to be reasonable. Staff do not want to feel that their every move is being watched.
Set clear parameters about which sites are acceptable and which are off limits, when employees can use the Web and their cell phones, Blackberries and I-pads. Make it clear that work e-mail addresses are just that, for work.
Put the policies in writing. Make sure that all employees are aware of them (preferably when they join the company). Be prepared to re-visit the policies and make changes as warranted.
Social Networking in the Office
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