Struggling with Cell Phone Distractions at Work? Seeking Sample Policy for Guidance

Hi Seniors,

Mobile phones these days make the office more and more difficult day by day. I am having a real problem with employees taking calls and text messaging while at work! Does anyone know where I can find a sample policy for personal cell phone use on the job?

Regards,

Partho

Dear Partho,

Check out this link: [Cell Phone Policy Sample for Workplaces](http://humanresources.about.com/od/policysamplesc/a/cell_policy.htm). Hope this will help you.

Regards,
Pankaj Chandan

Dear Partho,

I believe two years ago, there was a significant explosion at IDL Chemicals in Hyderabad, resulting in the death of two individuals and injuries to several others. Upon investigation, it was discovered that the explosion was caused by a cell phone.

Given this context, I would like to emphasize the issue with cell phones and suggest avoiding their use in the workplace. This policy should apply to all employees regardless of their position or gender. Mobile phones should only be provided to employees in critical roles, with strict instructions to limit usage to their designated cabins or administrative offices.

It is important to outline in the policy that any personal mobile phones will be confiscated by security at the entrance. Beyond the security gate, unofficial phones should not be allowed, including for visitors. Employees issued company mobiles should refrain from using them in production areas or workplaces; failure to comply should result in the discontinuation of this privilege.

Exceptions can be made in emergencies, such as when an employee's family member is hospitalized. In such cases, approval from the HR department is required, and the phone should only be used in the employee's supervisor's cabin or designated administrative area.

To address concerns about potential damage to visitors' phones, consider providing secure storage options such as lockable pigeon racks at the security checkpoint.

Additionally, the policy should clearly state the disciplinary actions for non-compliance and display a notice providing a 15-day advance warning before enforcement.

Having worked in a chemical plant, we faced resistance initially but successfully implemented a similar system. To discourage the use of company phones when personal phones are not allowed, we even provided coin-operated phones on-site.

Best regards,
Kameswarao

Hi all,

My opinion is not to strictly adhere to mobile usage policies. It depends on the nature of the industry. In manufacturing industries, excessive mobile usage may create dangers. However, in other sectors like IT and service industries, mobiles are not harmful. Companies should implement policies allowing limited mobile usage because any loss of information can lead to irreparable consequences. Reducing mobile usage is more feasible than imposing a complete ban on mobiles.

Soju

Dear All,

I feel that mobile use can be restricted, but not so strictly; otherwise, employees will not feel freedom in the workplace. In manufacturing, it is essential to restrict mobile use, but for other sectors, it should be limited.

Hi Partho,

We were facing the same problem in our company. Therefore, we implemented a policy of no cellphone use on company premises. We noticed that personal calls and texts were distracting the team. We have succeeded to some extent, but it depends on the industry as well. Since we are in the software industry, this policy is working for us.

Regards,

Bharti
HR Manager
Cipher Technologies

Hi,

Any new technology in vogue brings more nuisance than discipline, especially in India. People know only cell phone usage but never bother to know what cell phone etiquette is. That is the reason we need to implement policies with every activity in general.

We have asked our employees to keep their cell phones on silent mode. They need to step out of the workplace to take personal calls. Additionally, during meetings, no one is allowed to bring their phone into the meeting/conference room. One may seek prior permission if expecting an important official call only.

Regards,
Geet

Use of mobiles during working hours is really hazardous for good office culture and manners. This causes frequent interruptions during meetings, seminars, conferences, and most importantly morning meetings or even when talking to the boss or subordinates, people's attention is diverted and agendas are shifted due to these uncertain mobile calls.

We have restricted employees and asked them to use office telephone numbers for incoming emergency messages from family or friends. No outgoing calls are allowed. Mobile use is restricted unless it's urgent.

Regards,
Rashid

Dear Mr. Patha Sarthi,

Usage of mobile phones should be restricted; yes, it's true, but it depends on the job profile and company policies. Please take this into consideration while formulating any new policy.

Regards,

Shining

Dear
Employees should be made aware that their mobile use can easily cause distraction and irritation amongst fellow colleagues and should take steps to keep intrusive effects to a bare minimum:

• Mobile phones should be set to silent/vibrate in the work environment.
• If it is necessary to make or answer a call then it should be done so in a private area.
• If it is necessary to speak on the phone in the presence of others then do so in low tones.
• Don't interrupt colleagues by answering your mobile phone.
• Don't answer your mobile whilst in a meeting.
• Ensure that you choose a ringtone that isn't likely to drive colleagues around the bend.

Soju:lol::lol::lol::lol:

I feel some of you are really correct. We can't exactly stop the use of mobiles; it depends on the industry as well. It's about the etiquettes of mobile use as well. Moreover, it depends on work culture, the criticality of tasks, team management, and workplace etiquette. It's not only about the freedom of employees but also about workplace management and general etiquette. Instead of a policy, it can be guided by guidelines in general.

Mobile phones have taken precedence over everything else. Employees often forget to carry a logbook to meetings, but their mobile phones are always with them. It's not a good idea to completely ban mobile phones in the office. Instead, a policy should be implemented describing their usage guidelines, do's, and don'ts.

Usage of mobile phones in the office should not be prohibited. We should only implement the etiquettes.

If a person is in the Travel Desk department or another important service provider department, they should be available to answer important calls. For these departments, the office can provide corporate SIM cards, and they can also clearly communicate the guidelines for cell phone usage.

I feel it largely depends on the industry. In the company I worked for earlier (which happened to be in the Retail industry), mobiles were restricted in the workplace. All the employees in the operations department used to put their mobiles in the stores and could check their calls during lunch and tea breaks to avoid disturbances in the workplace.

At the same time, the company provided office mobiles to a few employees based on job requirements, while their personal mobiles were restricted. This, to a large extent, would reduce disturbances in the workplace.

Equally, we need to educate employees about office etiquette to help them understand the need.

Agreed that it causes a lot of distraction. Some companies very clearly restrict the use of mobiles or the number of calls to be taken. Some permit the usage during the lunchtime. So accordingly, depending on the industry, I guess you can make the policy.

Partho,

You can mention in the policy that any employee found using a mobile in the workplace will have their mobile forfeited. This will definitely reduce mobile usage.

Bhajiya

First, you see how long you can go without your mobile. You must have direct numbers, but for people who don't have direct numbers, how will their personal friends contact them? Through long extension numbers? No, no, no. NEVER. I OPPOSE AND CONDEMN THIS :-x:-x:-x:-x:-x:-x.

For sure, it depends upon the industry you work for. Suppose in the telecom industry, you can't imagine work without phones because half of the staff is in the field working on projects. However, all employees need to be aware of telephone skills and should not entertain long personal calls at work. Otherwise, it becomes a trend for all gradually!

Hi,

As per my concern, it is necessary to restrict the use of mobile phones in the office environment. We all know that day by day, the office schedule becomes very hectic, so it is essential to limit the use of mobile phones during office hours.

Thank you.

Hi, Partho. Now, a cellphone is necessary rather than a fashion statement. However, in the office, you should establish rules such as low volume ringtones, restrictions on long conversations, and discouraging personal calls. This is particularly important in sectors like customer service and sales where cellphones are essential.

Thank you.
D. Pattanayak
Dy. Manager-HR

Dear Partha,

Sorry to say, I don't think it will work in all places. Yeah, it may be restricted in certain areas, mainly in the factories at the shop floor.

But it is not an easy task. Firstly, we have to prepare them mentally and explain to them what disadvantages they will face while talking in the workplace, etc.

Anyway, it is a sensitive issue we have to handle very carefully.

I have heard of an HR policy in a service industry whereby they follow timings for the usage of mobile phones. The office timings are from 9:30 am to 7:00 pm, and the lunch break is from 2:00 pm till 2:45 pm. The mobile phones of all employees, irrespective of designation, remain switched off all day except during lunchtime. Any incoming/outgoing official calls are made from the landline. The Receptionist maintains the logbook for all outgoing calls, and the department head ensures that incoming calls are not personal.

🌟🌟🌟

Dear All,

Mobile phones have become an essential part of our day-to-day lives, but many people dislike it when someone other than the intended office occupant uses their phone, causing disruptions. It is advisable to refrain from using your mobile phone in someone else's office, especially if it belongs to your boss.

Best of luck.

Is it not important to focus on the end result? If we keep the performance as the criteria, then it should not matter. After all, if a person is able to deliver within the time committed, it should not be a problem.

Moreover, employment is about work; it's not about slavery. And, no one can have the authority to interfere with employees' affairs if it is not hampering business.

Hi all,

Currently, I am facing a problem regarding the use of the company cell phone for personal use. In my company, I always see a person working in the marketing department busy with personal calls on the office phone. I have given her many warnings, but there has been no effect in that regard. I require an official circular for the use of cell phones in the office. Could somebody please send it to me as I need it urgently?

Regards,
Asif
9810808341

I read all the comments above. I work in an IT company, and in my company, there is no restriction on storage device access. I doubt employees bring their smartphones, which they attach to the CPU for charging, and they copy data onto their phones! To avoid cases like this, all companies in IT should restrict mobiles.

Data Security in the IT Industry

In the IT industry, data security is paramount, and allowing unrestricted access to personal devices poses significant risks. Implementing policies to restrict mobile devices can help mitigate potential data breaches and unauthorized access. It is essential for companies to prioritize data protection and enforce strict guidelines to safeguard sensitive information.