How Employers Enforce Cell Phone Policies In The Workplace

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The prevalence of smartphones requires employers to address the way their employees interact with devices in the workplace. Many companies choose to implement a personal mobile phone policy to ensure employees focus on their tasks or to reduce the risk of security breaches. Some companies employ strict policies, while others may allow employees to use their personal devices at their discretion. In this article, we explore cell phone policies you may encounter and how your employer might enforce one.

What is a cell phone usage policy?

A cell phone usage policy includes a set of restrictions on how you can interact with your cell phone and other mobile devices while at work. It can apply to any device that can download files from the internet or send and receive text messages, emails and phone calls. Cell phone usage policies can apply to both personally owned and company-issued devices.

How do employers enforce a cell phone usage policy?

Your employer will likely maintain the policy in writing and request that you review and sign it. When using a cell phone usage policy, your employer will usually consider these criteria: 

1. Equal Enforcement

The rules of cell phone usage for employees while at work should apply to all members of the company equally.

2. Industry type

If you’re in the hospitality or food service industry, you may not be able to use your personal cell phone when you’re working directly with customers. 

3. Flexibility

A cell phone policy that allows for some flexibility is easier to enforce.

4. Liability

Your employer may want to balance the potential need to use your personal cell phone at work with the liabilities and productivity decreases that can come from excessive use.

5. Usage during breaks

A cell phone policy may include an exception that you can use your personal cell phone while taking your allotted breaks. 

6. Usage during meetings

Your employer might implement a rule that requires you to keep your cell phone hidden during meetings unless you need to check your calendar or refer to an email.

7. Job roles

Your company’s phone policy will also likely be dependent on whether employees interact directly with customers.

Employers should outline the specifics of what is not allowed, such as:

  • Using a cell phone while driving a company vehicle or on company time
  • Using the internet to access inappropriate or illegal content
  • Taking excessively long calls during work hours
  • Using the camera or voice recorder on the phone to store sensitive information
  • Failing to silence the cell phone, causing disruption

It’s helpful for employers to make some accommodations in the policy. You may need to use your personal cell phone occasionally during your shifts. When working during normal business hours, you may need to communicate with your health care providers, child care providers or even those who provide care to elderly or ailing family members.

As part of the employee onboarding process, an HR representative should review the company cell phone policy in detail and answer any questions you may have.

Benefits of a cell phone usage policy

One of the best ways to improve productivity is to create an environment that minimizes interruption. If email, text message or social media notifications are distracting, productivity rates may decrease.

Another benefit of enforcing a cell phone usage policy is improved safety. If you are a delivery person, salesperson or individual who travels to various job sites, you may spend a large portion of your days driving a vehicle. To create a safe workplace, a no-tolerance policy for employees who use their cell phones while driving may be necessary. 

The use of personal devices at work can also impact the security of a business. If your company deals with sensitive or proprietary information, its leaders have likely invested heavily in a security strategy. However, if you are taking photos at work or talking on speakerphone, you could capture or reveal details that should remain confidential.

Sample cell phone agreement for employees

The following is an example of a cell phone agreement you may need to sign during onboarding.

Purpose: To outline the guidelines for using cell phones and other mobile devices while at work.

Smartphones and tablets are an integral part of everyday life and can be a great asset, but they can also become a detriment to efficiency and focus if used excessively during an employee’s workday.

Scope: The cell phone usage policy applies to all employees, managers and supervisors.

Excessive use of a cell phone for personal reasons while at work is not allowed. Excessive use may include disruption of colleagues, a distraction from work tasks or causing accidents or problems due to using a cell phone where phones are not allowed or inside a company vehicle.

Employees are not allowed to:

  • Play games on their devices during their shifts
  • Disturb colleagues by making or receiving personal calls
  • Use devices where prohibited, such as meeting rooms, courthouses or other locations where sensitive information could be presented
  • Download or view inappropriate, obscene or illegal material on the company internet connection
  • Use their device while operating a company-issued vehicle

If an employee violates the cell phone policy, they are subject to disciplinary action up to and including termination.

By outlining the company expectations around personal cell phone usage at work, your employer can potentially avoid issues with productivity, loss of sensitive information and even inappropriate actions. It’s important to have detailed instructions and expectations, along with the consequences that will apply to those who violate the cell phone use at work policy.

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