Almost everyone owns cell phones nowadays, and for many of us, they have become an essential part of our lives! Our dependency on cell phones can distract us from workplace tasks, one of these tasks is driving.
The National Highway Transportation Safety Administration (NHTSA) defines distracted driving as “any activity that diverts attention from driving”, this includes talking or texting on the phone. Fun fact, sending or reading a text takes your eyes off the road for 5 seconds. At 55 mph, that’s equal to driving the length of an entire football field with your eyes closed.
So what can employers do? Developing a cell phone use policy is a great place to start.
Steps for developing an effective cell phone use policy
Below are some simple steps you can follow to implement your own company cell
PUT IT IN WRITING
The policy should be in writing and incorporated into your employee handbook. It should include language regarding all technology that accesses the internet and sends and receives phone calls and texts. It should be read and signed by everyone stating that they understand it.
SECURITY SAFETY, ACCOUNTABILITY, AND PERMISSIBLE USE
It’s important to address security and safety concerns in your cell phone policy. You should also mention accountability so employees know that disciplinary action is a possibility if they don’t follow the rules. Include guidelines for when employees can and cannot use their personal cell phones.
BE CLEAR ABOUT WHAT IS NOT PERMITTED
Be specific when stating what types of cell phone use at work your employees are not allowed to do. Include items such as:
- Cell phone use while driving any company vehicle
- Long calls during work hours
- Downloading, uploading, or viewing inappropriate images and texts
Once you’ve created your cell phone policy, distribute it to everyone. Send an email to all employees that includes the key points of the policy or a link where it can be found. If necessary make a hard copy available.
ENFORCE THE POLICY
Employees must know that you will enforce the rules consistently and at all times. The cell phone policy applies to every employee from the newest hire up to the upper management.
Best practices for operating company vehicles
Below are some recommended items to address in your policy.
- Employees may not talk or text on their cell phones while driving for work, or operating any company vehicle regardless of whether they use hands – free devices. Note: some companies do allow use of hands – free devices. You must decide what is best for your company and your employees.
- Employees must pull into a rest area or parking lot and completely stop the vehicle before placing or accepting cell phone calls.
- All employees are expected to obey applicable local, state, and federal laws and regulations regarding the use of cellphones while driving.
- Employees who receive traffic violations as a result of the use of their phone while driving will be responsible for all liabilities and fines that result from their actions.
- Employees who use company-owned cell phones are expected to protect the equipment from loss, damage or theft. Employees may be responsible for lost or stolen company cell phones.
Sample Cell Phone Use Policy
Below are a list of headings or important aspects to include in your policy.
- Purpose: tell the employee why is the policy being implemented.
- Applicability: who the policy applies to.
- Use of personal cell phones: personal phone expectations and liability.
- Use of company cell phones: company phone expectations and liability.
- Safety Issues: addressing liability and the employee’s responsibility to follow local, state, and federal laws.
- Cell Phone use while driving: all expectations listed if an employee should need to use a cell phone while driving.
- Video or Audio recording: your company’s policy on recording permissions.
- Consequences for violators
- Employee Acknowledgement: the employee has read and agrees to everything on the document and have them sign it.
The information contained in this document is for informational purposes only and is not intended to be a substitute for professional, legal, or insurance advice.