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Cell Phone usage in the office premises Policy
Human Resources » Policies & Samples


Chrm Message From: ratnas Total Posts: 1 Join Date: 08/11/2006
Rank: Beginner Post Date: 09/01/2007 05:49:07 Points: 5 Location: India

Hi,

Can any one share the policy and procedure on cell phone usage in the office premises?

Thank you

Regards

SRS

Chrm Message From: proftandon Total Posts: 86 Join Date: 08/11/2006  
Rank: Manager Post Date: 09/01/2007 06:19:26 Points: 430 Location: India

The policy on cell phone usage should be :

- Phone 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 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 inbetween phone calls  and taking 15 bathroom breaks in an 8 hour shift. Our company also has allowance for making personal calls from your desk during working hours as long as it doesnt 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 3rd offense
4 times 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.

Regards,

Prof Tandon


Chrm Message From: bijoy123 Total Posts: 17 Join Date: 08/11/2006  
Rank: Executive Post Date: 09/01/2007 06:33:57 Points: 85 Location: India

Mobile has become the neccessity in today's industrial environment but its use shall not be freely done in organisations. Some guide lines are as follows:

a. Endeavor should be to make effective use of the cell phone.
b. Unless unavoidable, prolonged conversation over cell phone should be refrained.
c. Landlines should be used as far as possible.
d. The manufacturing/operations area shall be restricted for mobile use.
c. At the time of meeting etc. it shall be kept on silence mode.
d. No camera phone shall be allowed to enter any where in the plant or office.

Also maybe companies can say that during office hours the phones should be put in vibrating mode / discreet. This would be more ideal where there are more people working in the same floor. ( we might not use this policy for the top management)

Instead of making it a strict no-no etc, during the employee induction, they need to told abt this from a personal trait / behaviour.

Warm Regards

Bijoy

Chrm Message From: ruchi@hr Total Posts: 35 Join Date: 08/11/2006  
Rank: Executive Post Date: 09/01/2007 06:42:16 Points: 175 Location: India

Hi ratnas,

Some ideas for you ...

*Keep the Ringer Low and Put the Phone on Vibrate 
* Appropriateness of ringtone
* prohibition /restriction of use in some areas
*Keeping low voice while talking

An nice article on Cell phone Ettiquettes........

Are You a Cell Phone Sinner? Mobile Mistakes Could Wreck Your Career

In spite of their convenience and necessity, cell phones are now another means whereby we can irritate our fellow man. Theaters, restaurants, trains–even public restrooms–are no longer safe from the possibility of an untimely call. Two weeks ago I even heard someone having a cell conversation in a toilet stall. At that moment I knew that if ever there was a reason for voicemail I had found it.

Somehow cell phone ownership seems to affect common sense. And on a more serious note, poor cell phone etiquette can ruin a career. Are you committing any of the following sins?

Sin 1: Annoying or Cutesy Rings
The cha-cha, the latest pop single, your lover’s voice–I don’t want to hear any of these, and neither does anyone else. Have mercy on the general public when picking a cell phone ring. Your latest Romeo saying, “Ooh, baby, baby” may be funny to your friends, but it’s a credibility wrecker at the office. Believe it or not, that actually happened to a friend of mine. She went to a business meeting and forgot to turn off her ringer. Midway through the meeting, her purse started talking. She had a fancy ring that was a recording of his voice telling her how beautiful she was. Thank goodness he didn’t use her name, so like everyone else, she pretended she didn’t know the source of the mysterious voice.

Sin 2: Holding Court
“We just landed, and I’m waiting to get off the plane.” I must hear that from at least four or five people every time I take a flight. In the midst of all the benign information that follows, what these rude cell phone users don’t say is, “There is a short, homicidal looking woman standing next to me. I can tell that she is getting ready to beat me senseless for talking loudly about nothing on my phone.” People, please: if there is nowhere for the rest of us to go, think about whether you really need to have that conversation.

Sin 3: We Can Hear You
For whatever reason, many people talk at top volume when they are on a cell phone. Microphones are sensitive. The person you are calling can hear you. We don’t need to. Enough said.

Sin 4: Your Help Is Ruining My Conversation
In the last few months, I have seen signs in fast-food restaurants and retail stores that say something to the effect: “We will gladly help you when you are done with your cell phone call.” It doesn’t surprise me. Many times I have watched people talk on phones while in line (see Sin 2) and then not even address or acknowledge the employees whose assistance they need. Simple courtesy will go a long way toward getting you on your way.

Sin 5: Taking a Call When in a Meeting
As the old saying goes, just because something can be done doesn’t mean that it should be done. Whether you have called it yourself or are merely attending at someone’s request, invitation, or order, a scheduled meeting is not the time for cell phone calls. The rings alone are intrusive; answering them is an even worse breach of etiquette. The message received by those at the meeting is that they are less important than the disembodied voice coming through the cell. Unless your intention is to make others feel insignificant (definitely not a cool move if your boss is waiting for you to get off the phone), then don’t answer, turn it off, and get it out of sight.

Sin 6: Are You Talking to Me?
With the invention of hand-free cell phones came the double-edged sword of convenience and mistaken identity. Who among us has not been taken aback by the presence of another human trawling the aisles of Wal-Mart while actively engaged in what, on initial inspection, would seem to be an animated discussion with himself or herself? After giving this person, who is clearly having a psychotic episode, a wide berth, we realize there is actually a streamlined headset attached to the person’s skull yet well hidden underneath a hat. At the risk of being mistaken for a pop singer or air traffic controller who has wandered away from work, leave the headset in the car.

Sin 7: Too Much Information
Discussing anything of a private nature that others within earshot might be able to hear is unwise on a number of counts. Think about it: do you want your coworkers to know the results of your latest lab tests your doctor’s office has just called to share with you? or see your “dark side” when your contractor calls to tell you his work will take two months longer and $2,000 more than he had originally stated? or hear your travel agent has booked you on that cruise to Nassau for the same week you’d requested to have off for surgery you so desperately needed? Unless you want to raise a lot of questions and eyebrows, take calls from those who probably have unpleasant, upsetting, or incriminating information when you have total privacy.

On a very serious note, too much information given over a cell phone while others are in your presence could cost you dearly. A friend recently shared with me his experience of standing behind a woman talking on her cell to a repairman who was coming to her home to do some work while she wasn’t going to be there. By the end of the call, my friend had learned the woman’s name, address, neighborhood (complete with directions on how to get there), and the location of the spare key she had left for the repairman to gain entry to her house. Had he been so inclined, he could have reached the woman’s place before the repairman and cleaned her out—or worse. source - unknown

Alternatively, you may check out the presentation on "Mobile Phone Tips" in the Business Etiquettes section of the "Knowledge Center" category.

Cheers

Ruchi

Chrm Message From: kjhaveri Total Posts: 20 Join Date: 08/11/2006  
Rank: Executive Post Date: 09/01/2007 07:00:24 Points: 100 Location: India

Hi ratnas & colleagues,

In a modern techno savy world where mobiles have taken over...wanted to share a few etiquettes which could be useful..

This shall be useful for your policy/procedure draft,

If you have your cell phone turned on in meetings, restaurants, theaters etc set it to vibrate. If you have to attend to a call, excuse yourself and answer your phone in a private corner.

Never shout. If the background noise is disturbing, go to a quieter place. If the problem is a bad connection, talking louder will not help so just end the call and try again from a place where the reception is better.

Be considerate of people standing or sitting near you. When choosing a spot to take or make a call, make sure you are far enough away from other people & that they are not forced to listen to your conversation.

Volume - Speak softly.
The cell savvy user is careful to speak in hushed tones, knowing that a mobile phone has a sensitive microphone capable of picking up a soft voice.

The cell savvy user also sets the ring tone at a low level with a tune that is soft, gentle and not annoying.

The more crowded the situation, the quieter and softer the volume of voice and ring.

The cell savvy user moves to vibrate in any situation like a church, a workshop or a meeting where a ringing sound would prove disturbing to other people.

The cell savvy user tries to gain as little phone attention as possible. The goal is to communicate effectively without anybody else noticing or caring.

Some people seem incapable of speaking on their cell phone in a normal tone of voice. Perhaps they are subconsciously worried that the party on the other end cannot hear them very well, so they double and triple their volume. Sometimes it seems as if they are shouting.

Proximity - Keep your distance.
Each person is surrounded by a personal space. This space provides feelings of safety and calm, especially in crowded places.

The smart cell phone user respects the personal space of other people and tries to speak in places 10-20 feet or more away from the closest person.

If there is no private, separate space available, the smart cell phone user waits to speak on the phone until a good space is available.

Sensitivity to other peoples' needs and comforts is a sign of good character.
Crowded rooms, lines and tight hallways are not good places to carry on phone conversations.

Next time you find yourself in a crowded space, watch the reactions of non mobile phone users to those who speak loudly into their phones while standing next to them.

Content - Keep business private.
Many personal and business conversations contain information that should remain confidential or private. Before using a mobile phone in a public location to discuss private business or issues, the cell savvy user makes sure that there will be enough distance to keep the content private. Some stories, some issues and some conflicts should be saved for times and locations that will allow for confidentiality.

Tone - Keep a civil and pleasant tone.
The cell savvy user knows that others might overhear a conversation, so they are careful to maintain a public voice that will not disturb others. At the same time, the cell savvy user knows that certain types of conversations may require or inspire some tough talk or emotional tones. They reserve these conversations for more private settings. They do not fire employees, chastise employees, argue with a boss or fight with a spouse or teenager on their mobile phones in public settings.

Location - Pick your spot.
Some locations are better for conversations than others. They offer more privacy and less noise. By keeping the mobile phone turned off much of the time, the smart cell phone user is able to handle incoming calls under good conditions rather than struggling against interference of various kinds such as flight announcements in the hallways of an airport.

The cell savvy user learns which spots will offer the best signal and the best conditions. Rather than hold an important business discussion or negotiation under poor conditions, the cell savvy user waits for good conditions in order to make the best impression and provide a professional communication experience.

Timing - No cell phone before it's time.
The cell savvy user thinks about when to turn the phone on or off. There are many situations where it would be rude if a phone rang, interrupting the transaction at hand.

Stepping up to a service counter, entering a restaurant or joining a meeting, the cell savvy user turn off the phone and relies upon voice mail to take incoming calls.

There may be sometimes when a particular incoming call or message requires an exception, but the vast majority of callers do not require immediate access.

Multi-Tasking - One thing at a time.
Some folks are better at juggling many tasks at the same time than others, but there are some things in life that deserve your full attention. The busy person multi-tasking at a desk can be a wonderful model of efficiency, handling, phone, keyboard, coffee cup and remote control all at the same time, but at other times, multi-tasking can be hazardous, rude and inefficient.

The cell savvy user reserves multi-tasking for situations and times when it is safe, convenient and appropriate. Approaching a counter to work through a problem with an airline ticket, the cell savvy user turns off the phone or its ringer to protect the coming transaction from interruption. One thing at a time. Focus. Efficiency. Manners.

The cell savvy user often stops other activities such as typing when a call comes through in order to give the caller, full attention. Free of distraction, the cell savvy user makes the most of the call.

Hope this helps in your need ; )

Kamlesh Jhaveri





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