CELL PHONE POLICY

Introduction

Organizational policy refers to a formal and well-defined plan or method to guide decision makers and implementers, and spells the consequences of non-compliance with the policy, regulations, standards or guideline. A policy is designed in accordance with the environment in which the organization operates, and it is meant to limit the individual’s discretion on an action, while at the same time harmonizing activities and making decisions predictable, (Unified Compliance).

Cell Phone Use Policy

In a new cell phone policy, the employees should be aware of the purpose of the policy, which requires the leader to explain to them. Make sure you include in your definition, all handheld communication devices and devices capable of personal communication. The general procedure to follow in setting up the policy should be; Policy makers communicate to staff their intention make a cell phone policy; The staff give their inputs which are collated and incorporated in the new policy; All employees study the proposed policy, point out any inconsistences and oversights, and make their presentations to the policy makers; Once approved, every staff and associate signs, binding themselves to the new policy. As a leader, give the staff ample time to study and internalize the new policy; Review the new policy from time to time as circumstances demand.

A cell phone use policy complies with state laws, such as no using cell phone while driving; therefore the organization cell phone policy must incorporate such prohibition in order to exonerate them from liability. As a leader, explain to workers that they are responsible for any incidents arising from using cell phone behind the wheel. (Bowdoin).

An organization may have discovered that its employees are constantly disrupted and distracted by cell phone calls in the middle of an engaging activity, while serving a customer, or during a conference. Essentially personal calls and communication waste work time of the company, yet it is essential that personnel be able to communicate even on personal matters, yet many cell phones are provided by the organization for its business (Legal Zoom). A reasonable policy regards the fact that workers spend most time at work and still need to look after their families at the same time. Cell phone calls should be allowed to attend to personal emergencies or family matters, at designated time and duration, (Bowdoin). A good leader explains to the staff that the organization respects personal welfare but still expects maximum output from them and that other employees require an ambient working environment.

Spell out fair usage of devices, according to one’s designation in the organization. State the break times when personal calls should be made, and emphasize to the employees to be diligent and discrete on making calls. The organization should spell out the consequences of violating the rule and make a disclaimer for loss of personal devices on the premises, (Bowdoin). The leader points out that the organization desires to reap maximize productivity while giving personal employees personal space.

Cell phone cameras can capture and transmit to rivals organizations images of confidential documents, intellectual properties, customer information, and organization plans. Private pictures taken at the work place can result in embarrassment and litigation, and therefore it is necessary to insulate the organization from such consequences by making express prohibition, giving penalties of such violation, and instituting criminal prosecution.

Designate areas of cell phone usage; for example in office, lounge, stores, and so on, while pointing out any restricted use areas; for example construction site, laboratories, when operating certain machines, when driving organization vehicles or driving while on organization duty, unsafe areas, record room, or manufacturing area, (Unified Compliance). This is to ensure safety of users, certain equipment, and enhance security from camera capturing. Ban the use of cell phone to capture or transmit inappropriate images within the premises or on company-owned devices and network.

Company-provided cell phones will be restricted to business calls and only store business contacts. The policy will specify that the device remains the property of the organization and the employee is responsible for its safety and return it upon cessation of employment, (Legal Zoom). This is important because the device can be accessed by colleagues in line of duty.

References

Bowdoin. (2015). Use of Cell Phones – HR Handbook. Bowdoin.edu. Retrieved 14 October 2015, from http://www.bowdoin.edu/hr/handbook/employment/cell-phones.shtml

Legal Zoom, (2015). LegalZoom | Start a Business, Protect Your Family: LLC Wills Trademark Incorporate & More Online. Legalzoom.com. Retrieved 14 October 2015, from http://Legalzoom.com

Unified Compliance, (2015). Retrieved 14 October 2015, from http://www.unifiedcompliance.com/