For most companies, the use of technology is critical to the success of their business. With all the resources and efficiencies that technology can bring, it also can be one of the biggest time wasters through non-work related use by employees.
Productivity issues are nothing new. There have been employees who waste time long before computers were introduced to the workplace. Addressing this problem is not just a technology issue; it is also a management issue.
Fixing the Problem
Finding ways to eliminate technology misuse while still allowing the positive benefits to remain in the work environment is possible.
Create an Internet Use Policy
Clearly define company policy on what is and what is not acceptable regarding the use of the Internet, emails, smart phones, tablets and social media in the workplace. This should include the following information:
- Computer, Internet access, and work email are all company property, and the company reserves the right to monitor use and access.
- Definition of misuse items that would result in corrective action (e.g., gambling, pornography, non-job related uses during work time, etc.).
- A provision prohibiting electronic communications that are contrary to the company’s harassment and discrimination policies.
- Limit the use of computers, tablets, smart phones or other technology access for personal use only during designated breaks or other non-working time.
Train employees on the policy, defining expectations, proper use, and abuse that will result in corrective actions. Ask employees to be vigilant in using their work time, Internet, and computer resources wisely.
Supervisors must ensure adherence to all company policies and procedures, including the Internet, computer, and email policy. Train leaders to remain aware of employees’ computer activities and other indicators that show there may be a problem. For example, decreased productivity, missing deadlines, spending excessive amounts of time on the Internet, and shifting to another site when someone walks by can indicate there is a potential problem. Raise awareness, set expectations, monitor, give feedback and reinforce the need to use the Internet appropriately.
Consider whether you need to utilize Internet filters that block or restrict access to undesired websites. In addition to restricting sites like pornography and gambling, some organizations even restrict social sites such as YouTube and Facebook. Balance restrictions by not being too mistrusting. Allow those who do not abuse the system to do some personal things on the Internet during breaks and lunch.
Monitor Internet Use
In addition to informing employees that your organization may monitor Internet use, monitor access to restricted sites, especially for those who have shown a problem in this area. If you suspect an employee may have a problem with Internet abuse, look at the history of the employee’s Internet surfing.
Employees who violate your Internet, computer, and email policy should be held accountable. The level of the violation drives the corrective action response. For lesser violations, you may give them support and coaching to help them improve. For more serious violations and repeat offenders, written warnings and ultimately discharge may be the best recourse. Keep in mind that other employees know when abuse is taking place. If they see someone getting away with wasting time and misusing the Internet, it causes resentment, negativity, and may lead to them adopting poor Internet habits as well. Be consistent and take needed actions to enforce your policy.
Technology abuse can be a hidden activity that requires clear policies, training, monitoring, leader reinforcement, and corrective action to keep the Internet a productive tool — not a time waster.
For assistance with employee coaching or creating policies, contact HR Service, Inc. at (855) 447-3375 or visit us online at www.HRServiceInc.com.