May 2011
Should we Develop a Cell Phone Policy for Our Orgainzation?
By Kristina M. Brophy, Funding Exchange Inc. Community Development Specialist
Cell phones have become increasingly popular all over the world. Statistics gathered by CTIA Wireless Association indicate that in the United States, the number of cell phones in use has grown from 69% of the population in December 2005 to 96% by December 2010. Many people now view cell phones as a necessity rather than a luxury. Cell phones have provided people an opportunity to stay connected even while separated by thousands of miles. We would probably agree that being constantly connected and accessible makes doing business easier and more convenient. Cell phones are our own personal computers, enabling us to manage our calendars, write lists, bank, navigate, check on the weather, listen to music, take photos, play games, text, and yes, even talk once in a while!
With all its advantages, the appropriate use of cell phones is undefined. When do individual desires to be accessible at all times conflict with accepted social conventions? How many of us have been annoyed by someone talking on their phone while we’re trying to enjoy a movie at the theatre or standing behind someone in a checkout line waiting for them to finish a personal phone call?
While these annoyances impact our personal lives, cell phone users can also negatively impact our ability to conduct business. Many of us have been distracted by people using their cell phones to text or even answering a call during a meeting. Is it unethical to use a cell phone during company time or is it simply inconsiderate? Dictionary.com defines ethical as “1) pertaining to or dealing with morals or the principles of morality; pertaining to right and wrong in conduct. 2) being in accordance with the rules or standards for right conduct or practice, especially the standards of a profession.” This definition suggests that to mandate the ethical use of cell phones in the workplace, rules and standards must be established.
Minimizing loss of productivity while balancing an individual’s need to stay connected can be addressed by extreme measures such as banning cell phones entirely in the workplace:
“As an ethical and moral question, the banning of cell phones…raises the dilemma posed by attempts to regulate—sometimes legislate—behavior for all based on the misbehavior of some. This method is analogous to punishing the entire group/class for some things that one or a few have done. It is a violation of personal rights of those who do not abuse privileges. Because so many people nowadays are unethical, must everyone in a company be punished?” (http://www.enotes.com/business/group/discuss/)
Rather than creating a contentious environment in the workplace by banning cell phones, a reasonable alternative would be to develop a cell phone policy. Managers, human resource representatives, and IT staff should work together in developing a policy. Legal advice may also be considered to assure compliance with applicable laws. Identify the issues in your organization related to cell phone use and determine what guidelines are necessary to address those issues.
For example, be specific about phone use during meetings, define when employees can make personal calls (only during breaks, lunch, etc.), and make provisions for emergency calls to help avoid individual interpretation. A good place to start might be considering a sample policy from docstoc.com
“1. Use of Cell Phones and Similar Devices.
a) General Use at Work . While at work, employees are expected to exercise the same discretion in using personal cell phones as they use with company phones. Excessive personal calls during the work day, regardless of the phone used, can interfere with employee productivity and be distracting to others. Employees should restrict personal calls during work time, and should use personal cell phones during scheduled breaks or lunch periods in non-working areas. Other personal calls should be made during non-work time whenever possible, and employees should ensure that their friends and family members are instructed of this policy. The Company is not liable for personal cell phones brought into the workplace.To ensure the effectiveness of meeting, employees are asked to leave all cell phones at their desk. On the unusual occasion of an emergency or anticipated emergency that requires immediate attention, the cell phone may be carried to the meeting on vibrate mode.”
While it may sometimes seem as though cell phones have taken over the way we conduct business, developing a cell phone policy may go a long way in improving productivity of your organization and help create a more peaceful workplace environment.
