Should We Ban or Encourage Cell Phone Use at Work? Seeking Your Thoughts on Office Policies

Dear All,

Can you please shed some light on cell phones and their usage in the office premises? Should they be banned or encouraged? In our office, I have noticed a few individuals continuously talking on their mobile phones for hours without any valid reasons, appearing as if they are working on the system. We can't even hear what they are saying unless the person places the mobile on the desk or clears their ear with the cellphone in hand.

Is there a procedure to streamline the above situation? Please share your views.

Regards,
Srilatha

This is a problem in our office as well. Like call centers, it is difficult to monitor both the quantity and quality of work the employees do during an 8-hour shift. Banning mobile phones is not feasible; as you may know, even schools have struggled to implement such bans. Providing work targets instead of just requiring 8 hours of presence may be the only viable solution.

Hi Latha,

There is no such policy to stop cell phones' usage in the office premises. However, it reflects their culture. Just make a cordial request to them, "Try to avoid cell phone usage in the office premises." This is all you are supposed to do.

Regards,
Pawan Krishna Reddy.C
HR, Reliance Retail Ltd

Hi,

My suggestion is to have a meeting with all the team leaders and ask for their suggestions. Also, send this query to all the employees and seek their input. Select the best suggestions and create a circular stating that for the cell phone issue, the suggestion provided by one of our associates is commendable. Therefore, we will be implementing it today.

This approach will help you address this issue with more sensitivity.

Priya Maran G

Hi Srilatha,

I am not sure whether this will work... You can ask your employees to switch off/turn on the silent mode and hand over to the security person before entering the office premises. I saw this system in Tidel Park.

~ Senthil

Hi Srilatha,

I work in the HR department for a BPO, and we have a cell phone usage policy which firstly emphasizes the point that none of our employees are allowed to carry camera phones into the office... not even our CEO :) We did get a whole lot of pushback from our employees, but due to information security and the necessity to safeguard our client's information, we were able to drive this point through. Once the tone at the top was set, it was smooth sailing after that.

Coming back to our cell phone policy, some of the salient features are:

1) Executives on the shop floor are requested to hand over their cell phones to their supervisors and collect them back once they are leaving for the day.

2) All phones have to be put on silent or switched off during work hours.

3) All supervisors have to share their numbers with their team members so that in case there is an emergency, their families can call the supervisor.

These are just a few points that we have in the policy. I hope this was helpful for you. Do let me know in case you have any questions.

Cheers,

Bhumika

Dear Latha,

Have you gone through the cell phone policy sent by me? I am sure the same would be of some use to you.

Regards,
M. Peer Mohamed Sardhar

Hi,

Almost everything has been covered...Would like to add something.

As very well said, it is not possible to ban the use of mobile phones on the office premises. Nowadays, some corporates provide CUG mobile connections where internal communication will be free of charge, including outgoing calls. This sometimes leads to an increase in gossiping.

The use of mobile phones cannot be completely stopped. I have seen employees who carry two mobiles with them! However, there should be monitoring in place. If employees are unnecessarily spending time talking on their phones, which disturbs others, necessary actions should be taken.

Dos and don'ts for mobile phone use on the premises could be added to the Code of Conduct in the company's HR manual.

Regards,
Chaitali

Dear Friends,

Some companies use jammers to stop signals and prevent their employees from using mobile phones. Other companies install towers to enhance signal reception within the office premises for the convenience of mobile users. Some companies provide mobile phones to employees for official use, while others offer lockers at the entrance for storing employees' mobile devices. Ultimately, the approach taken depends on the specific company and its policies.

Regards,
Pravin

Hi Srilatha,

You need to distinguish if you are making policy for BPO employees or IT employees. For BPO, many companies follow the process of handing cell phones to supervisors. For IT employees, it has to be driven by employees. A few pointers in the policy are:

1. Cell phone on silent mode or switched off in the office.
2. Fine for loud tunes.
3. Special mention about the usage of cell phones in meetings and professional gatherings.

These are some important points you can take into consideration while drafting the policy.

Regards,
Yasha

Hi Srilatha,

This is certainly an issue that every HR professional is facing. Some of the ways to address this issue include:

1) Educating employees on mobile phone etiquettes.
2) Implementing a policy requiring mobile phones to be on silent mode.
3) Installing jammers in the office.
4) Designating specific areas for phone calls, away from workstations.
5) Recognizing employees who refrain from answering calls on the floor by awarding points or prizes, and sending out a weekly circular with letters of appreciation.

I believe that educating employees on proper mobile phone usage and incentivizing them to avoid answering calls in the workplace can help resolve this issue.

Regards,
Chakradhar Reddy
RMSI - Hyderabad.

Hi,

Talk to your seniors and have a meeting. The policy on phone usage varies depending on the company. For example, in BPOs, agents are not allowed to carry their cell phones on the floor where they work. If phone usage is impacting your daily production, the company may take serious action.

Make sure to inform the seniors of each department about this issue. After that, consider taking appropriate action. This is my suggestion.

Hi,

I wish to add some of my suggestions in addition to Bhumika's note:

There should be a system of pager/loudspeakers like every big hospital has in Pakistan for the doctors' attention, and it should be operated in the vicinity of the Telephone Operator/switchboard room. If the office is scattered across multiple buildings and warehouses.

If it is an office in a single building having multiple stories, then they should have an employee or floor supervisor to be attentive regarding the call of any emergency from any employee's home, etc.

Furthermore, it is recommended that cell phones should be on silent mode and awareness regarding "cell phone waves can harm the brain and neuro system" shall be increased by signboards and other notice boards throughout the company premises.

Hope that will contribute to policy making.

It is requested that when you make policy regarding cell phone usage in office premises, please do send a copy to me at zafariqbal@parco.com.pk for my information and knowledge.

Regards,

Zafar

+923332346067

Please do send me a copy of the policy.

I agree with what everyone says. But you can't undermine the importance of a cell phone. Someone might receive an important business call when they are in the office. You can't keep a check on every employee whether the call they are attending is private or official.

Even when we get totally stressed out, we prefer talking to someone close, which is not wrong but should be done within limitations and not at the expense of work.

If someone keeps neglecting their work and prefers to stay on the phone, that speaks about their professionalism and commitment towards the company.

Hi Srilatha,

Either of the following methods can be used to control the same:

- Make a policy that mobile phones cannot be used inside the work labs as they disturb other team members who are trying to concentrate. Mobile phones should be kept on silent/vibration mode, and calls should only be attended to outside work labs. This is what we have implemented in our organization.

- Have mobile phones deposited with security and do not allow people to carry them to their workstations. They can only use them during break times.

As there is currently no policy in place, people will resist a lot initially, whatever you may implement, but gradually they will settle down. These days, most companies have implemented such rules.

Dear Mr. MPMS,

Yes, we implemented the policy last Monday. Our associates more or less agreed to the guidelines. I have given a PPT presentation on the same.

Thank you for the help.

Regards,
Srilatha

Dear Srilatha,

I'm not sure what kind of organization you are dealing with. Anyway, there are some procedures that we are implementing in our protocols.

There are no cell phones or personal communication devices allowed in development/data processing/secured areas, except for senior managers and Chief Executives. Other communication methods such as chats and emails for these individuals are restricted to official use and strictly monitored by firewalls.

Business HR/Development/Marketing personnel are permitted to use the same devices in their cubes and systems.

Thank you,

Surian

Hi Bhumika's feedback is good. Even I was in a BPO, and in my organization, we asked the employees to keep their phones on silent or switched off. In case an employee was found using a mobile phone, the phone was confiscated and returned to the employee at the end of the day after a verbal warning. Any repeat instances would lead to further disciplinary action, depending on the nature of the business your company is in and the kind of customer data stored.

Regards,
Banjeet Parmar

Hi Bhumika,

I also have to implement a similar "No Mobile Phone in Office Premises" policy in my company. Can you please share your company's policy with me so that I can have a better idea to implement the same? It would be great if you could send me this policy at pratishtha.sawhney@thesqua.re.

Thanks & Regards,

Pratista Sawhney
HR Manager
House of Modern Living

Policy on Mobile Phone Usage in the Workplace

The culture of banning needs to be kept at the lowest level. Ban only those things which can cause security or fire hazards. The policy for mobiles should be that phones are kept on silent mode. Phones should not be carried while entering senior officers' cabins, computer rooms, or trading rooms, etc. Speak using a mobile in low tones to avoid disturbing other people working. In meetings, also ensure the mobile is kept on silent mode. Always remember that attending calls while sitting in someone else's office should be avoided to the greatest extent possible. Mobiles provide great convenience and connectivity but need to be used carefully and with consideration during office hours.