The IRS can declare that all undocumented use is personal and should be taxed as wages, even if the cell phone or device was mostly used for business purposes. The degree of effort for employees and the university required to comply with these regulations is onerous; therefore Colgate is converting to a program where each eligible employee will receive a taxable allowance for an individually owned cell phone or device. This change eliminates the detailed IRS documentation requirement.
The phone calls, text messages, pictures and other data relayed to family members, friends, doctors, or even co-workers while on the job are the source of many interrupted business meetings or disgruntled employees, which is why creating a cell phone policy is key to preserving the literal peace of your workplace environment.
The following guide will aid you in crafting effective language for your cell phone policy, as well as provide tips on enforcing it. Who to Consult Cell phone policy implementationthe cell phone Crafting a Unique Policy To craft a policy that works specifically for your company, make sure you have the right entities involved in stitching together your policy.
Why exactly do you feel you need a cell phone policy? Is your office environment too noisy? Do you sometimes glance over and catch an employee texting when on a tight work deadline? Acknowledging these issues before you get started will help realize what you need to tackle when you start writing.
You should tailor your policy in accordance with the nature of your industry, suggests Flynn. Take time to assess the daily tasks of your employees. A company that involves construction or hazardous situations?
General Cell Phone Etiquette While the guidelines in your cell phone policy should be specific to the needs of your company, there as some basic rules of phone etiquette you should include. Many of these rules might seem to be common courtesy — or common sense — but explicitly explaining what you expect is the best way to get the results you want.
These rules should be upheld on all devices, whether personally- or company-owned: When working in a professional atmosphere, the vibrate function should be a default. No one likes a loud ringer — especially when left unanswered. Instruct employees to step out to take calls or send texts when business meetings, conferences, or brainstorming sessions are being held.
You may even ask employees to leave phones at their desks altogether.
According to a survey of 1, adults by the Pew Research Center, 24 percent of them said they felt obligated to take a call — even if it interrupted an important meeting.
Voicemail, however, can be just as efficient in communicating with others outside of work. Stress this in your policy. There are few things more annoying than a loud phone conversation, and that rings doubly true when people are trying to get work done.
Clearly explain to employees to keep a low voice if they must answer their cell phones, or find a quiet area to talk. It might also be helpful to designate a specific area, like a lobby or cafeteria. Professional communication is not the same as communication at home, and your policy should delineate the difference.
Is it only during lunch breaks? Will you set certain intervals of time? How long will they be? You can do this by instructing employees to notify you or a manager of circumstances such as a pregnant spouse or infirmed family member, Flynn advises, in which case the ringer can be set to only sound when that person calls.
You can also ask employees to inform you of the emergency call afterwards, so that you know the phone use was a necessity and not an issue of lost productivity. Most cell phones manufactured today are PDAs, which have many of the same interactive capabilities as a desktop or laptop computer.
If you already have limits set on how often an employee can sign into Facebook, that should apply to the cell phone application as well. Work Duties on Personal Cell Phones If your employees are making calls, sending texts or e-mails, or browsing the Web for work-related reasons via personal devices, keep in mind that this usage is billed on their own cell phone plans and therefore billable to your company.
This is why you should include language in your policy stating that employees should get permission to perform these activities.
Since most carriers have line-item billing, which shows the date, time, and phone number of each call, many companies instruct employees to make copies of their bills and highlight work-related calls, which would then be reimbursed.
State in your policy that these numbers will be checked, and that there will be consequences for abusing reimbursement. It could also be beneficial to add a data plan, Hyman says.
Keep in mind, however that some carriers do not have and charge by increments of data, such as megabytes or kilobytes, which can become an exorbitant expense — especially for a small business. You should also communicate that the employer is not financially responsible for a personal phone if it is lost, stolen or damaged while conducting business activity.
Which Cell Phone is Smartest for Business? How to Create a Cell Phone Policy: Company-Owned Cell Phones Issuing company-owned cell phones to employees is a double-edged sword, allowing you to maintain tighter constraints on restive cell phone activity while leaving your company more vulnerable to liabilities.
Here are some things you should keep in mind when addressing the use of company-issued devices: By reducing the expectation of privacy, you also reduce the chances of lawsuits from employees.te lephone and cell phone policy t his policy outlines the use of personal cell phones at work, the personal use of business cell phones and the safe use of cell phones by employees while driving.
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Use of Cell Phones. the personal use of business and/or personal cell phones and the policy regarding the safe use of cell phones by employees. Personal calls during the work hours, regardless of the phone used can interfere with employee productivity, safety and may be distracting to others.
A company cell phone policy cuts down on distraction and frustration at work by making it clear when it's ok and not ok to use a cell phone during work hours. How to Create a Cell Phone Policy: Addressing Productivity Issues According to Flynn, the best way to make sure an employee's cell phone use doesn't infringe on the productivity of your company is.
Alexander County Government Cell Phone Policy Cell Phone Policy Ι. Purpose A. To provide information to our employees on precautionary measures to follow when.