How Can We Address Personal Internet and Phone Use at Work Without Being Too Harsh?

My name is Satish Kumar Mishra. I am working for an Infrastructure Development Company at its construction site in Odisha. Most of our employees use the internet for personal reasons, and the use of mobile phones during working hours for personal matters is also very high. Could someone please advise me on what types of punishment or penalties can be implemented to control such undisciplined behavior?

Policy on Internet and Mobile Phone Usage

First of all, you need to have a policy on the usage of the internet and mobile phones. Circulate it across the organization and even display it on the notice boards. It is better to identify the requirements and disconnect the internet facility for those who do not need it. You can also cancel the facility of using CDs and pen drives.

Mobile Phone Usage

As far as mobile phones are concerned, communicate with all employees who have company mobile phones to restrict their usage to business purposes. Personal calls will be charged, or alternatively, ask them to use their personal mobiles. If mobiles are used for company purposes, reimburse the amounts upon submission of related bills or data.

Implementation Steps

Since you have already taken necessary steps in withdrawing the same, it should not affect the business. Call for a meeting with all Heads of Departments, involve them in decision-making, gather their inputs, circulate the meeting minutes, submit them to Senior Management, obtain their approval, and initiate the process.

Regards,
Kamesh

You cannot straight away impose any penalty and punishment for a specific behavior of an employee unless it assumes the character of indiscipline and without following the disciplinary procedure. You need to understand the issues falling under the purview of day-to-day administration and disciplinary actions. Acts like talking on mobile or watching the internet or chatting during office hours are normal behavioral distractions/avoidable habits observed at current workplaces but need to be regulated in the first instance as part of administrative control instead of being penalized as a disciplinary measure. You need to have a system and procedure in place to exercise any control over such irking conduct.

Steps to Regulate Undesirable Conduct

To regulate and curb such undesirable conduct during working hours, you may take the following steps administratively:

1. Issue an office circular advising the employees to refrain from indulging in the acts/habits stated above and bring to their notice that a strict view will be taken if they do not give up this habit.

2. Then watch for a few days to know whether it has any effect on their habits. At least those who are obeying by nature will fall in line.

3. If some still persist in it, call them for counseling. After this stage, some more will comply.

4. If there are still some who are not able to get over this weakness, you can issue them an advisory memo, instructing them to desist from this practice, failing which a warning memo will follow, and also disciplinary action.

By now, the employees come to know that you are serious about what you said in the circular. I think the situation will be mostly under control after this stage. If not, you can contemplate taking disciplinary action.

Regards,
B. Saikumar
HR & IR Advisor

You do not need to panic. If you are an HR authority, collect all mobile phones at the entry area of your organization and block all websites except your company's website with the help of your IT help desk. Simply, there is no need to give any punishment to anyone.

Regards,