Ensure the AUP protects the company without impeding an employee’s ability to do their job or interfering with business goals. Using digital technology in the workplace with phones, text messages, email or video conferencing tools decrease the amount of face-to-face communication. For example, if the policy outlines specific repercussions for certain actions, it leaves little to no room for interpretation or discretion. This Sample Internet Usage Policy applies to all employees of who have access to computers and the Internet to be used in the performance of their work. Recognizing the need to be proactive, many organizations are establishing acceptable use policies for workplace technology. iOFFICE Hummingbird’s workplace app empowers employees by placing secure, connected technology directly into their hands. Information security policy:From sales reports to employee social security numbers, IT is tasked with protecting your organisation's private and confidential data. 4 “Must Have” Technology Policies for a New Workforce As generational shifts continue to happen in business, and technology transforms the workplace more and more, it’s important to make sure your employees understand the risks that your business faces, as … Acceptable use policies for workplace technology can help save your company from unnecessary headaches, but they can also create issues if drafted improperly. If two employees committed the same infraction under different conditions and your company decided to fire one but not the other, the terminated employee has grounds for a wrongful termination lawsuit. Here are several topics to consider when creating your smartphone policy Today’s blog discusses the danger of using the Internet, in particular email, for personal purposes while on the job. Eligibility. Use language that even an individual not in your industry could easily understand and define industry- and company-specific words, phrases, and acronyms. An employer should obtain a written acknowledgment signed by employees acknowledging their understanding of, and intent to comply with the policy. Regularly review and update the AUP to guarantee all current technology and risks are addressed and no obsolete technology is referenced. Your workplace policies help you build a lawful and pleasant workplace where your employees can thrive. As the VP of Product Strategy, Chad David Smith wears many hats that leverage his 20+ years of experience in the industry. An employee’s ability to intentionally or inadvertently compromise the security of your company is one of the biggest reasons to consider implementing an acceptable use policy. All Rights Reserved. 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As technology advances employers need to make sure their policies and procedures grow with it – having a policy that doesn’t protect your company would be more embarrassing than having an original iPhone! For sample acknowledgment forms and monitoring policies, check your Model Policies and Forms guide. Cloud-based file sharing tools like Google Drive and Dropbox are … It may seem harmless to text an employee a question after he or she has gone home for the day, but if that employee is nonexempt you may be opening yourself up for an FLSA lost wages claim. Information Security. For example, use broader terms like “mobile devices” instead of “iPhones and iPads.”. A … The increase of crime in the workplace is another disadvantage connected to the use of technology, especially when it comes to the abuse of computer technology to commit crimes such as Internet hackings and theft of money through illegal access of credit card numbers. Here are a few areas that employers should be looking out for as employees become more and more connected to these devices: Allowing employees to use their own devices (tablets, laptops, cell phones, etc) in the office, and to connect them to servers and networks, can cut down on technology costs and promotes a collaborative work environment. The absence of written policies results in unnecessary time and effort spent trying to agree on a course of action. Benefits of Technology in the Workplace: The technology provides the number of benefits to the human as well as his or her professional work. Give employees reasons why they should adhere to the rules and standards of the AUP instead of just telling them it’s required. Machines can do the heavy lifting, it can be set to do precise drilling, and machines help doctors save people lives. A reminder that the company’s acceptable use policy extends to personal devices, and that some sites are not appropriate for the workplace. IT policies would outline the rules on how information technology will be handled and IT procedures would explain how the rules set by the IT policies will be applied in an actual work situation. Track all revisions made to the AUP along with the date(s) on which the change was made and when it was. To be safe employers should either avoid frequently contacting employees outside of work hours or should make sure that employees record the time spent working outside of the office. They can also receive important announcements like road closures, menu offerings and company outings, which keeps them connected to their workplace. The definition of a work day and a workplace have now blurred due to the improvement of technology. First, companies need to determine what positions are eligible to work remotely, and state … s employees by placing secure, connected technology directly into their hands. THE CHANGING BORDERS OF THE WORKPLACE: WAGE AND HOUR COMPLIANCE The Fair Labor Standards Act … Include this … An acceptable use policy (AUP) is a document that outlines the rules and restrictions employees must follow in regard to the company’s network, software, internet connection and … It’s all about working out how strict you want to be in your business and being clear about your policies. Reducing the Risk of Security Breaches. Human resources: Of course the most important aspect that makes technology in the workplace very important is its impact on the workers. IT management software provider Ipswitch found that nearly 75 percent of security breaches are the result of employee actions, either deliberate or accidental. That’s why the wording of your AUP should provide you with the flexibility to handle violations on a case-by-case basis. Policies dealing with email, Internet, acceptable use, social media, electronic … Violation of these policies could … Clarify the full scope of the AUP, including which technologies it does and does not cover and the situations in which it’s applied, with examples of real-life scenarios. Each company will have different policies about technology in the workplace and this includes social media usage. A detailed, well-organized and easy-to-understand AUP can considerably reduce your company’s risk of cyberattacks, data breaches, and compliance violations. Have both the human resources department and your company’s legal advisor review the AUP to make sure it is lawful and doesn’t violate the rights of employees. In this section we consider current thinking about technology in the workplace and the future of work, looking at social media and learning and development in a socially networked age. Generally, IT policies and procedures set the employer’s expectations on how their employees or even their clients would be handling information technology. Increase sharing and collaboration. for your Information Technology Policy on the Acceptable Use of Technology in the Workplace Prepared for: All ispire Customers i S p i r e 107 Germain St. Saint John, NB E2L 2E9 E: firstname.lastname@example.org T: 506.694.1050 C: 506.636.2863 . Nowadays, anyone can work from anywhere with an internet connection and is accessible from anywhere with a mobile phone. An employee of a large organization reported to the organization’s Human Resources (HR) department that a co-worker “harassed” her based on her gender.The HR Manager concluded that an internal investigation should be conducted to understand the details of the allegation. Some of the best ideas for using technology tools in new ways will take place outside the boundaries of your industry. It explicitly states how employees should and shouldn’t use employer-provided technology and personal mobile devices in workplaces with bring your own device (BYOD) policies. This is not ethical because every employee … iOFFICE Hummingbird: A Leading Workplace Experience Platform. While employees may see technology policies as handcuffing, it is important to point out that policies are designed to help everyone work better and to keep the business profitable. Technology helps in making the job of a worker easier and safer too. Invasion of the privacy of employees also happens in the workplace through computer-based technology. Plus, research shows that giving employees a reprieve from their work can substantially improve their performance. Occasionally problems will arise at work and dealing with them … Explain how the AUP will be enforced, including the consequences employees face for failure to follow it, and what disciplinary measures will be taken. An AUP can help reduce your company’s vulnerability to cyberattacks by limiting employee access to certain websites. It is important that policies are applied consistently throughout the organisation. While a policy that prohibits personal phone use can hurt moral, and lead to longer breaks, some employers have found that a policy detailing the acceptable limits of phone use can be successful in curbing overuse. Because wearable technology is rapidly changing, an employer should keep up with changes and review the policy to ensure appropriate and lawful use of wearable technology devices in the workplace. If your employee is texting using a company device (or just texting for work related purposes) while driving and causes an accident, a court can find your business responsible. While there are many upsides to a BYOD policy, it can raise security issues and privacy issues. It also enables your company to properly hold employees accountable when they violate acceptable use policies. Mainstream business websites and periodicals all invest time and webspace covering advances in technology. Providing examples to flesh out definitions helps understanding. An AUP ensures employees understand their responsibilities and rights as well as the company’s expectations of them regarding technology in the workplace. While there are many upsides to a BYOD … But not allowing employees to check their personal email or take a quick mental break to read a news article gives the impression you don’t trust them to be responsible, which can seriously hurt morale. The first criterion is whether or not the employer concerned has a written policy on the private use of e-mails and the internet at the workplace - if not, the decision will probably be in favour of a worker complaining of unfair dismissal, on the grounds that the employer had no stated policy on the issue, or the policy was not clear enough. Whether it is communicating with employees via company issued smartphones or dealing with a secretary who just won’t stop texting, cellphones are impacting businesses left and right. Of course, you want to limit opportunities to put your company at risk of a data breach or virus. The Importance of Modern Technology in the Workplace May 1, 2020 An innovative business on the cutting edge of technology is able to empower its remote workers, reap the cost-savings benefits of BYOD policies, and connect its employees no matter how and where they work. And it’s not external threats business leaders need to worry about most. Upon reading the workplace policies and procedures, employees should clearly understand how to approach their jobs. Even the best workers can become distracted by a constant dribble of emails, voice mails and instant messages throughout the day. With the Hummingbird app, employees can quickly find what they need to be productive, whether it’s a colleague, an available room or the ability to request service. Ethical and Legal Responsibilities of Using Technology in the Workplace This is the second of a two-part blog on employee use of technology in the workplace. Monitor the ways leading firms outside your industry are applying new technologies to compete and win. Here are some guiding principles for developing and maintaining effective workplace policies: 1. Recognizing the need to be proactive, many organizations are establishing acceptable use policies for workplace technology. Social media and mobile technology have impacted the way we work. It also helps educate employees on how to identify potential threats and keep themselves safe from cybercriminals. Use of the Internet by employees of is permitted and encouraged where such use supports the goals and objectives of the business. Employees can’t follow procedures that don’t exist, contradict other policies, or fail to address a significant shift in technology or practice. For others, it may not. policies restricting social media communications. Clarity is king. Nonetheless, just because technology makes you accessible doesn’t mean that your employer can make you work 24/7. Smart phones, email, and wireless networks have revolutionized the way business is being done, but with these advances in technology come a whole new set of problems. We crafted a template to help you communicate your basic workplace policies pertaining to confidentiality, health & safety and anti-violence practices. Chad collaborates directly with clients and partners as well as with the iOFFICE client experience, client success, sales, marketing and development teams to create the most innovative and valued solutions for our clients. To accomplish this, you need to define acceptable and unacceptable use of systems and identify responsibilities for employees, information technology staff, and supervisors/managers. Some things to cover in a BYOD policy include: Staying current with the changing technology can be tricky, but one thing that remains the same is that it is in an employer’s best interest to communicate to employees that any employer owned property (no matter what it is or how it is used) is subject to monitoring. Don’t be overly specific to the extent that you create unintentional loopholes. If you have decided to allow the use of personal devices it is key to implement a clear policy outlying what behavior is allowed/prohibited. With the use of technology in the workplace, efficiency has been taking to a whole new level. Information Security policies are sets of rules and regulations that lay out the … If you’re considering instituting an acceptable use policy for workplace technology, here’s what you need to know. It is evolving and transforming the way things are being executed in the world today. Implementation. If you give employees the kind of technology they expect in the workplace, they’re a lot less likely to seek out other solutions that could compromise network security. An acceptable use policy (AUP) is a document that outlines the rules and restrictions employees must follow in regard to the company’s network, software, internet connection and devices. Less pressure is put upon employees since … An explanation of what types of devices may be used. While most employers don’t feel the need to conduct routine monitoring, it is advisable to obtain signed acknowledgments from employees that when it comes to using company devices they have no expectation to privacy. Allowing employees to use their own devices (tablets, laptops, cell phones, etc) in the office, and to connect them to servers and networks, can cut down on technology costs and promotes a collaborative work environment. Organizational leadership must regularly review and revise policies and procedures, take new regulations, standards, technology, and … It seems like not that long ago “technology in the workplace” referred to fax machines and floppy discs, but things certainly have changed in the last 10 years. However, access to the Internet through is a privilege and all employees must adhere to the policies concerning Computer, Email and Internet usage. But if there’s one thing we can all agree on, it’s that workplace technology should be accessible and so easy to use that employees don’t even have to think about it. But if your regulations are too strict, it can negatively affect the employee experience and, in turn, productivity and retention. Ready to see how Hummingbird can take your productivity to new heights? It has helped to redefine what is termed ‘efficient’ today as computers, software and machines now look like a future prototype of man. To avoid such problems, employers should have a “no texting while driving” policy in place, and enforce it strictly. Technology is a force to reckon with in the workplace today and its influence has been the major drive for most historical breakthroughs. Some of the benefits are as follows: 1. Stealing critical and important information was easy in the … Updating Policies. This policy offers a comprehensive outline for establishing standards, rules and guidelin… Developing Effective Policies and Procedures for Mobile Technology in the Workplace A well-crafted smartphone usage policy will not only set expectations for incoming employees, but will also address serious issues concerning safety, security, and privacy. Make sure that the policy aims and definitions are clear and sufficiently comprehensive. The HR Manager further concluded that a third-party was best suited to conduct such an investigation.This decision is consistent with best practices, as a third … More connectivity: Now it is the technology which rules in the workplace. Here are some guidelines for creating an AUP that is easy to enforce and easy for employees to follow: For many companies, it makes sense to have acceptable use policies for workplace technology. Workplace Relationships: Increasing the presence of technology changes methods of communication throughout the workplace. For example, a definition of bullying might include types of behaviour such as physical aggression, intimidation or … Request a demo today. In light of the massive data breaches experienced by numerous companies in recent years, it’s not surprising that cyberattacks and data fraud or theft are two of the top five risks CEOs are most likely to face. Employee Disciplinary Action Policy. A personal phone call, texting on and off, or even the occasional game of Candy Crush can add up to some serious loss of production, but is it realistic to ban cell phone use all together? A requirement that passwords be used on all devices that contain company documents. Do We Really Need Acceptable Use Policies For Workplace Technology? Do not attempt to address every hypothetical event or threat; focus only on the risks employees are most likely to encounter. In each of these areas, employers are now compelled to look critically at how technology impacts their workplace and the legal principles that create the roadmaps, as well as liabilities associated with those technologies. II. When technology isn’t easy to use, employees find work-arounds—including downloading various third-party applications that haven’t been properly vetted. A list of apps that aren’t allowed: for example some apps may have weak security or others may allow an employee to conduct illegal downloads over your network. 2011-2020 hrsimple LLC. Not actually just the workplace but also at home. Formal policies and procedures save time and stress when handling HR issues.
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