Employers need a clear policy on use of technology in the workplace

Q: Should human resources managers have a policy regarding personal use of workplace technology (like phones, computers, Internet access)?

A: Absolutely, said Mila Stahl, vice president and principal of the Human Resources Group in Madison.

"Technology in the workplace has shifted from a strictly information technology matter to a human resource issue," she said. "HR professionals now take a more educated, proactive role in managing employees' use of technology at work."

"Every organization, regardless of size, should have a written and communicated electronic communications policy to their employees," Stahl continued. "The policy applies to the company-owned electronic communications systems and the use of personal electronic devices in the workplace."

Stahl explained that any good human resources policy should cover appropriate usage, personal usage and prohibited usage of company technology. Employees should also understand that using a computer workstation does not give them an immediate right to privacy during the course of any workday. Downloading files, software or confidential information should also be off-limits.

Stahl said that while the Internet has become an indispensable tool in our daily personal and professional lives, when it comes to the workplace it actually opens up more avenues for employee distraction.

"In our 24/7 work culture now, most employees see the Internet as a benefit and the lines of work and non-work flows together," she said. "While some activities may seem innocent - shopping, weather checking, entertainment - they can range to offensive - pornography and gambling. Either scenario fosters both lost productivity and more serious problems, among them hostile workplace lawsuits."

Stahl suggested employers consider a policy that works best for them.

For example, a biotechnology company or a smaller company may want to get strict about bringing in personal technology - like cell phones with cameras - into the workplace. They may want to keep tabs on a leakage of information in such an environment.

"Some of my biotech clients have concerns about proprietary issues," she explained.

Stahl said whatever policy a company chooses, it must gauge what its threshold of tolerance is for employee behavior. Stahl said human resources managers may want to ask questions like - does this behavior affect productivity, or are co-workers watching this?

Although no policy can truly eliminate misconduct completely, Stahl said, simply having one will assist employers start the disciplinary process for employees who may abuse resources.