The use of cell phones in the workplace is essential and fundamental to the day-to-day life of businesses and companies. The constant evolution of smartphones has made them much faster and more efficient than most computers of the past decade.
The use is so massive that Brazil is already the 4th country in the ranking of daily cell phone use in the world . On average, Brazilians spend 5.4 hours a day on mobile applications, according to a newsletter published in IstoÉ Dinheiro .
However, professional and uncontrolled use can create a lot of headaches for managers . In many situations, they compromise focus and productivity in companies .
Furthermore, smartphones and free access to the internet can create inconveniences in the work environment , if users do not know how to use notebooks, cell phones and tablets properly.
Prohibitions on the use of cell phones in the workplace
The Brazilian legal system does not have specific legislation to regulate and discipline the use of cell phones during working hours.
However, companies are guaranteed the right to stipulate internal rules that specify what is convenient for the corporate environment , in accordance with article 444 of the Consolidation of Labor Laws ( CLT ).
It is up to business management to define policies and rules for managing and controlling access to the internet in the available media and channels.
Therefore, restricting or allowing access to the internet , determining schedules, defining intervals for the use of social networking and communication applications or stipulating breaks and times for personal activities on their own or corporate mobile devices is a right and an obligation of companies .
In fact, we already discussed this on the Lumiun Blog , in a previous article: how to create a manual on ethics and good use of the internet at work .
Regardless of rules or guidelines, professionals should prevent cell phone use from impairing the performance of their activities .
However, this is not what normally happens. On the contrary, cell phones are the source and origin of unpleasant situations . In fact, constant and unregulated access to the internet generates uncomfortable sounds and alerts and audios that are inconveniently shared in meetings or among colleagues.
To help, we share some good practices regarding the use of mobile devices in the workplace . We hope they can be used in your company.
1 – Always keep it in silent mode
Of course, in environments such as offices, the need for concentration to carry out tasks requires silence . But the statistics are cruel. On average, employees are interrupted 14 times a day and it takes them up to 20 minutes to get back to their original task. Therefore, constant sounds coming from cell phones disrupt the concentration of the device owner and colleagues who share the same environment. Furthermore, they create unpleasant and embarrassing at important meetings or events.
2 – Disable application notifications
With so many applications installed, the display of alerts becomes constant . There are notifications from social networks, messages from friends on WhatsApp and other communication apps, new followers on Instagram, messages in the email box and much more.
Each notification or alert displayed draws the attention of everyone around and makes employees put aside their work to check what's new. The frequency of these interruptions is, without a doubt, the biggest villain of productivity .
Therefore, to reduce the damage to productivity, the guidance should be to disable notifications and alerts from all applications that are not related to work .
3 – Pay attention to meetings and events
At events where there are more people involved, inappropriate use causes problems for everyone. Therefore, make it clear that access to social networks, side conversations or activities that take away the focus of the moment should be avoided . If you are the manager or responsible for the meeting, you must pay extra attention. After all, if the example does not come from leadership, it is very difficult to demand appropriate behavior.
Of course, in some situations, a cell phone is necessary. However, in these cases, asking permission from others and using the device discreetly is recommended. The key is not to disrupt the progress of the meeting or the conversation between the participants.
4 – Posture, education and common sense
You, as a professional or manager, must consider that your behavior influences and affects other co-workers . Therefore, avoiding personal conversations during work hours, always maintaining a good posture and not using inappropriate terms and language is the minimum required.
For example, even if you're talking to a friend, don't forget that you're in a corporate environment. So, avoid inappropriate words such as nicknames, insults and the like .
Even in work conversations with clients, maintaining a tone of voice that does not disturb colleagues and using more formal language is the most appropriate .
5 – Do not share inappropriate messages or content among co-workers
It is natural for employees to have chat groups on WhatsApp with their sector, or with colleagues with the most affinity within the company. Unfortunately, without control or rules, this practice generally leads to the exchange of inappropriate messages, pornography, violence, hateful messages, among others.
It is interesting to make it clear and agreed that controversial issues can disrupt relationships between employees and, perhaps, even with the organization's leaders. Therefore, conversations about politics, religion or sexual preferences , for example, weaken relationships and harm productivity.
6 – Be careful with audio and videos on your cell phone
There are many records about the inconvenience of reactions to inappropriate video and audio openings. Especially at inopportune times. You have certainly already seen it or heard about it. It seems obvious that employees should follow the guidance of NEVER opening a video or audio in work environments, events, meetings and places where there are many people. Unfortunately, that's not what happens.
7 – Keep company secrets
It is common for employees in sectors that process sensitive or confidential data to interact with colleagues from other sectors. So far, so good. What cannot happen is the sharing of sensitive information about your sector in chat groups, such as situations of dismissal or reprimand for bad behavior , for example. In extreme cases, employees even share photos and footage of colleagues at inopportune times .
This type of behavior, in addition to being unacceptable, generates inattention, loss of productivity, intrigue, gossip and many other problems. In some cases, security incidents such as data leaks (billing or industrial secrets, for example) can generate major problems with the company's management. Therefore, it is a situation that must be avoided.
8 – Define rules for using your cell phone and its applications
Using mobile devices correctly in the workplace does not mean that they should not be used . The best way to make use healthy is to define basic rules and monitor whether they are being followed .
In most companies, managers define standards for the use of mobile devices, including control and limitations based on internet usage control .
Tip: entrepreneurs, IT professionals and managers should research, compare and invest in simple, efficient and affordable technologies and solutions . Therefore, blocking websites outside the scope of work , controlling internet access (allowing or restricting) and monitoring in real time what each employee accesses is management's duty.
9 – Prepare a document on the company’s cell phone use policy
Many companies adopt this method, with the purpose of informing employees about the cell phone use policy in the workplace, aiming for proper use of the device . This ensures that the employee is aware of the receipt of this document upon signing. Thus, it is recorded that the employer was notified of the right to demand compliance with such rules on the company's premises during the stipulated hours .
TIP: create a document template on the company's cell phone use policy , accessible and shared with all employees.
Conclusion
Going overboard with formality and politeness is preferable , especially in the corporate environment. However, the most important thing is to inform and clarify that the objective is to maintain the company's focus on productivity and profitability. In this way, the working relationship between employee and employer tends to be healthier , sustainable and productive .
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