How Can We Create an Effective Mobile Phone Policy for Our Workplace? Seeking Your Input

Dear Experts, We are formulating a code of conduct for the use of mobile phones inside the organization. Recently, we faced a lot of trouble due to the misuse of mobile phones in our manufacturing areas. The following are the broad guidelines we intend to announce. Kindly suggest your views and opinions.

1. SHOULD BE KEPT ON VIBRATION MODE DURING WORKING TIME.
2. EXCEPT DURING TEA BREAK AND LUNCH BREAK, MOBILE PHONES CANNOT BE USED EXCEPT IN EMERGENCY CASES.
3. AVOID THE USE OF MOBILE PHONES IN THE PLANT AREA (EXCEPT THE OFFICE AREA).
4. TO BE BANNED IN CONTINUOUS OPERATION AREAS.
5. EMPLOYEES ARE REQUESTED TO AVOID USING MOBILE PHONES IN THE RECEPTION, OFFICE ENTRANCE, OR NEAR THE CANTEEN AREA.
6. SHOULD BE SWITCHED OFF DURING MEETINGS, TRAINING SESSIONS, OR PLANT VISITS.
7. STOP USING WHILE DRIVING.
8. TALK IN A MODERATE VOICE AS IN AN OPEN OFFICE SYSTEM, EVERYONE IS WATCHING US.
9. TALK TO OTHERS IN SHORT AND TO THE POINT/WORK-RELATED ONLY.

Dear Colleagues,

It is always nice when we have policies on virtually all company-related issues; however, this one—Mobile Phone—could be a very sticky one to draw up.

Obvious Restrictions

Firstly, the obvious ones could be:

- No Mobile Phones During Meetings
- No Mobile Phones Around Any Digital/Electromagnetic Equipment
- No Mobile Phone While Driving - unless With Handsfree Accessories

Adapting to Mobile Culture

Secondly, most corporate businesses should start seeing the mobile phone as a new culture that is fast-growing, which we should continually find ways of accommodating by now.

- Management should probably look for a central place where such phone calls could be received and made.
- Encourage the use of intercom for premises-related calls.
- Online/Internet/Email chat or correspondence should also be encouraged.

Handling Extreme Cases

In an extreme case, if the mobile phone in your particular case is becoming an embarrassment to your business and the general level of production, I would suggest that depending on the cadre/status of the employee, the mobile phones should be deposited at a central place. At break time, employees could go check for missed calls or text messages received.

Financial Considerations

One important thing you did not mention is: does the company have any financial input to the employees' individual ownership of these mobile phones, or is there any allowance given to staffers that has such compensatory subhead—mobile phone airtime subsidy/allowance?

Balancing Privacy and Policy

Then, on the other hand, we as HR practitioners need to know at what point we are denying our colleagues their right to their private lives because, as I said earlier, it is a "sticky issue."

Thanks

With the changing technology, we need to think futuristically and consider the following as well. Phone cum PDA or handheld devices cannot be switched off in a meeting as they will be productivity tools. Should the use of camera phones in the office be banned?

Regards,
Arif

We have also banned taking cellphone photographs or videos of anyone on work premises. There have been problems with this in locker rooms at health clubs in the US, if you can believe it.

Dear Mr. Sinha,

Guidelines for Mobile Phone Usage in Industrial Environments

Mobile phones have become a necessity in today's industrial environment, but their use should not be freely allowed in organizations. Some guidelines are as follows:

a. The endeavor should be to make effective use of the cell phone.

b. Unless unavoidable, prolonged conversations over the cell phone should be refrained from.

c. Landlines should be used as far as possible.

d. The manufacturing area shall be restricted for mobile phone use.

e. At the time of meetings, etc., it should be kept on silent mode.

f. All mobile phone users shall be given hands-free accessories and motivated to use them all the time.

g. No camera phones shall be allowed to enter anywhere in the plant or office.

Regards,
Ashok Kumar
[Email Removed For Privacy Reasons]

Generally, we do not discourage the use of mobile phones during office hours because it is an individual's very personal right to have a communication system (of course, less like a prison cell).

I found a few different policies regarding the usage of mobile phones in a company. Those are:

1. To use a moderate or smooth type ringer, not a heavy metal ringer, as it does not create annoyance to others.
2. Limit calls to family members; others are not encouraged to call. Staff are briefed about this, and they have also circulated this information to their friends. Most of the mobile phone use is SMS-based.
3. The smoking corner is designated for mobile phone conversations, thus non-smokers avoid using mobile phones during office hours.
4. Mobile phones with cameras are prohibited in that office.

How do these policies sound?

Hello everyone,

It's nice to hear that a policy has been laid down for the usage of mobile phones too. However, I think it actually becomes very difficult to have control over it. As I am working in a manufacturing unit (automobile sector), all senior managers are busy with the clients, and you can't say no to your customer as it's my company policy not to talk over the mobile phone.

As far as landlines are concerned, HODs are not in their respective seats. When meetings or training sessions are concerned, if it's a very urgent call, you can't avoid it. I have seen during training sessions how senior-most people get busy with cell phones. They know that this is wrong, but you can't even remind them that this goes against company policy.

One more thing with which I disagree: Why ban the usage of cell phones in the canteen? It's the time where we relax (30 minutes) and have lunch, and that's the place where everyone is for a short duration in a relaxed state. It's mentioned to use cell phones at the smoking zone area, but what about others who don't smoke?

Thank you,
Promila

Our policy on cell phone usage:

Phones must be kept on silent or vibrate.

Not permitted to text or play games while on the floor.

Not permitted to use cell phone on the floor.

You may use your phone on your break or lunch break and only in the cafeteria, break room, or outside the building. You are not permitted to go to the bathroom as an excuse to use your phone.

While this is inconvenient for some, it seems to be the best way. We had a HUGE problem with people texting while at their desk or playing games in between phone calls (we have a call center environment) and taking 15 bathroom breaks in an 8-hour shift. Our company also has an allowance for making personal calls from your desk during working hours as long as it doesn't become excessive and the work at hand is not jeopardized.

We also have a progressive action policy if it is violated:

- A memo is distributed to all employees.
- A verbal warning is issued.
- A written warning is issued.
- A suspension is issued for the 3rd offense.
- 4 offenses will end in termination.

That may be a little harsh in some eyes, and while the company is understanding of employees who utilize their phone as a way to communicate with children and the like, I think that the company allowing you to use the company phone is more than adequate. For instance, if your child calls your cell when he/she gets home from school to let you know they are home, you can check to see who the message is from, then call on the company phone to make sure homework gets done, etc.

There is no need to use the cell during working hours in our company's type of environment.

Vickie

I was scrolling through the topics, and this one jumped out at me because today I was in a clothing store, and posted behind the counter on a bottom cabinet was a sign. It said, "ALL CELL PHONES ARE TO BE LOCKED IN THE SAFE UNTIL AFTER YOUR SHIFT. SEE MANAGER TO DEPOSIT PHONE AND REMOVE WHEN YOU LEAVE."

Assuming you do not need a cell for your job, that would sound like the best solution to me. Out of sight, out of mind. Besides, what did we do before cell phones became so readily available? I, for one, managed to work for 20 years without one... I do have one, and it does come to work with me, but it stays locked in my glove box, and I check it on my break/lunch.

Hi,

The mobile revolution is really making serious changes in the way we work, communicate, and interact. It's fine and lovely, but there is a downside to it as well. I have experienced situations where people keep their mobiles on during meetings, special events, etc., and this irritates me because I always switch mine off at important events. Camera phones are a serious concern as they could exploit women by taking pictures without their knowledge. This is a serious issue.

I have also encountered instances where bank assistants answer calls while dealing with customers, which is irritating. We need to have a serious policy discussion about these matters.

Regards,
Shamil

Dear Anandi,

You came up with 9 rules. Out of that, I don't agree with the 9th one, which states:

"9. TALK TO OTHERS IN SHORT AND TO THE POINT/ WORK RELATED ONLY."

I strongly believe that this should not be considered a rule. Moreover, it would be nice if you could present these as 'suggestions to create a better working atmosphere' rather than enforcing them as mandatory rules.

Betsy