How Can We Positively Address Mobile Phone Use at Work Without Hurting Morale?

Hi,

I am working with an IT organization (Software). Employees need to be focused on their work and should have no disturbances during work hours. However, nowadays, people are using personal mobile phones during working hours, which is affecting the business and productivity.

I am considering implementing a policy, but I want to approach it positively with employees. If anyone can assist me with this, I would appreciate it.

Regards,
Sapna.N.M

Dear Sapna, there are two ways of looking at your challenge. Your challenge is to improve productivity, not to prevent people from talking on their mobile phones. Therefore, you may call a meeting of all the staff and have a brainstorming session on how to enhance productivity. The idea of banning the usage of mobile phones could potentially arise from their side as well. Implement it!

The other approach is coercive. You may issue a mandate prohibiting the use of mobile phones in the workplace. However, this would be a significant policy change and could face resistance. Nowadays, mobile phones have become an extension of the body. Removing this "body part" would cause discomfort to all. In such a scenario, you could provide lockers to each employee for safekeeping their mobile phones before entering the work premises and allow them to retrieve their phones when leaving.

Ultimately, the essence of the matter is productivity. Therefore, the question that arises is whether you have defined productivity norms. Have you quantified performance in absolute terms? Once people are given challenging targets, they will naturally reduce their mobile phone usage.

Mobile phones play a vital role in keeping people connected. For instance, a working woman might need to inquire about her ailing son. Banning mobile phones entirely could lead to backlash. Therefore, focusing on performance improvement will likely resolve this issue.

Thanks,
Dinesh Divekar

Thank you, Mr. Divekar. I agree with your suggestion. However, my management wants to implement a policy regarding the non-usage of personal mobile phones during official hours. In line with this, they are prepared to provide CUG SIM cards and basic mobile phones (not smartphones) to employees who require outside communication. For others, they can use simple phones, not smartphones. They aim to establish a policy that presents a positive approach to this restriction.

Regards,
Sapna.N.M

Productivity is the crux of the matter.

If productivity is not affected, then leave the employees to use mobiles at their discretion. Suggestions to keep the voice level low, switch off during meetings, and ban the use of mobile cameras within the office can be considered. India has become a mobile-dependent nation. Just look around, and you will find people hunched over mobiles, hooked to WhatsApp/Instagram, etc., or taking selfies, not seeing their surroundings at all. That is a larger issue. At the workplace, an indicative policy can be framed, leaving it to the maturity of employees and HOD to control the misuse of mobiles.

Further to my remarks, control on the use of mobile phones is not easy and will only lead to employee dissatisfaction, which will affect productivity. Who is going to monitor the policy on a continuous basis? We have to be practical. If there is top-secret or highly confidential work going on, mobiles can be restricted for that period.

Dear Sapna, nowadays, mobile usage has become a concern across industries. The use of mobile phones during working hours hampers work as usual, attracting others' attention while someone is talking. Many companies have adopted policies and issued circulars to regulate mobile usage in the workplace. Some companies have even stopped the entry of mobile phones into the workplace.

To stop or limit usage would be a significant challenge for HR to implement. At first, adopt a policy and make the usage a matter of misconduct. Issue a circular under the CEO's signature. It is a good suggestion from Mr. Divekar to call a meeting of all staff to address the issues and concerns of management regarding work culture and productivity enhancement. In the meeting agenda, banning the usage of mobile phones should be one of the discussion points alongside other topics. Leave it to the staff to provide their opinions on how to handle mobile usage. Finally, circulate the minutes of the meeting to all for the adoption of the mobile phone ban.

Thank you.

Use of mobiles in the workplace

Use of mobiles, restriction on mobile use, or a complete ban on mobiles inside premises are three factors that can be considered. Mobiles can be totally banned in confidential and secret places. Restricted use of mobiles can be allowed with limited timelines and specific instructions. Use in common areas should be fully permitted. However, the best policy is to ensure that employees are made aware of how they can best use their mobiles to help the company as well as themselves within the premises without hampering their personal growth and the organization's productivity. Having said this, ensure employees are also involved in implementing such positive policies that make them proud to be part of it.

I can talk, you should not. I can see, you should not. This type of problem comes up in many companies, creating issues for HR. While mobile phones have their advantages by contributing to improved work efficiency, they can also be distracting and divert attention, as mentioned by knowledgeable members. A middle-ground effort should be made so that mobile phones are used for company work and not for personal leisure.

c.neyimkhan@gmail.com

Hospet

20.2.2018

Dear Sapna,

These are my supplementary comments. If people are talking excessively on the telephone, then what about their HODs? Do they give feedback? The issue of policy arises much later. There are always a few adamant persons in every organization. Their cases can be handled separately. Otherwise, by and large, most of the employees listen to what their HODs say.

Thanks,

Dinesh Divekar

Productivity Concerns and Employee Management

Is the productivity not reached by 30% of employees or in total? If so, you can warn those 30% of employees or train them on how to reach or gain productivity. Because of the 30%, you can't warn 70% of employees. If you restrict, will the restriction only apply to the low levels or all levels? Because employees may come forward with complaints.

Company Policies on SIM and Mobile Provision

If your company is going to provide SIM + Mobile, it's good, but there will be issues at the time of FNF to recover. Due to the smartphone brand, some employees may face problems if any of their family members are in a serious condition.

Just call for a meeting if the numbers are fewer; otherwise, send an email stating that whoever wants to attend personal calls on their mobile may do so at the designated place but must log out and log in on the timesheet. Ensure that a timesheet is in place in the system, and people enter their time, as most software companies do, to provide accountability to clients. This practice would deter employees to some extent, although it is not a complete solution.

Staff need to maintain discipline; allowing one or two calls a day is acceptable instead of implementing a blanket ban. If a call exceeds 20 minutes or more in a day and this occurs regularly, the reporting manager should speak with the concerned staff and, if necessary, send a letter to reduce excessive calls or phone usage. It is important to handle the situation carefully, addressing it directly if the circumstances require.

Thank you.

What if the owner of the company and the top managers themselves are too busy on their mobile phones, wherein they cannot correct or instruct their subordinates.

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Overall, your text is well-written, with no spelling or grammar errors. It is clear and concise in conveying the issue at hand. Good job!

Work Engagement as a Solution

Work engagement is the only way to deal with this. There will always be distractions in terms of personal life and, nowadays, mobile connections. However, apart from this, the employee should maintain their integrity through performance in the given assignments. Clear KPIs and achievement of their results during the period of assessment will clearly list out their involvement and accomplishments in the given tasks. The management should be monitoring this and not employees' personal traits unless it directly affects productivity.

Regards,
Jay
HR