Taking Back Control: Internet Usage & Productivity

Tuesday, December 21, 2010

What causes viruses, lost revenues, inappropriate behavior, & lawsuits - all at once? Improper internet usage at work. And if you’re not worried, you should be.

According to a 2010 study, the average employee surfs the Internet for personal use 1-2 hours every single day. Abuses range from checking personal email, banking, and instant messaging friends - to more serious offenses like gambling and viewing pornography.

As a manager, how many times have you seen a group gathered around a computer, laughing?  Add up all their salaries, multiply by the time wasted, and there is real cost involved.
Over the years, employers have learned the hard way that blocking Internet access and banning cell phones does nothing more than deflate morale.  But with the multitude of distractions available, how do you keep employees focused?

One technique involves not restricting, but specifically allowing Internet usage. Providing employees information and guidelines on proper usage clarifies expectations and empowers people to make wise decisions. 

1. Develop a Clear, Written Policy
Rules only work if they are black and white and clearly documented. Make sure your policy touches on the points below, and distribute it to every employee. Lawyers suggest posting the policy in a common area so it’s easily accessible and defensible.

2. Educate Employees on Security Issues
Employees may not understand the risks involved with downloads and visiting unknown sites. Explain what could happen if they inadvertently invited a virus into the network--and how easily it can happen.

3. Be Explicit About How Long, and When Internet Usage is Acceptable
Some businesses allow personal Internet usage at certain times of day. We recommend keeping these times fairly loose, such as “no more than two 10-minute breaks per day.”

4. Suggest Employees Follow Industry Thought Leaders
Many employers are less offended by Internet usage if employees are reading about work-related topics. Today, some of the best minds in business are putting their ideas out there for consumption. Suggest a few people employees might “follow” them to become more educated in your business.

5. Outlaw Illicit and Unsavory Activities
You may choose to outlaw specific sites, but ruling out specific categories works too. Keep it short and simple: No gambling or gambling-related sites, and no pornography. Make sure employees understand it’s not just inappropriate for the workplace, but such behavior makes the company vulnerable to law suits. 

6. Make Consequences Real and Serious
Whatever the consequences you decide, make them specific in the policy, and follow through.

The Bottom Line
The digital landscape changes every day. Keeping team mates productive involves adapting to the changing world and using it to your benefit. Lurking over shoulders and treating adults like children makes people unhappy. Give people the information they need to make the right decisions, trust they will, and follow through with the consequences when they don’t.