Everyday Workplace Policies

4. Workplace Rules

4.1 Decide on a realistic policy on receiving personal phone calls, given the circumstances of your business.

• There are some situations where stopping to take a call would be seriously disruptive. For example, on a production line.
• In less clear-cut cases, tell employees that they should keep personal calls to a reasonable minimum.

4.2 Discourage employees from making personal calls, and ban international calls.

• Explain that you make a point of periodically analysing outgoing phone calls and personal use can be quantified. (You can get itemised bills from your telecoms supplier, listing your most called numbers.)
• Mobile phones are wide open to abuse, so you may need to set usage limits. The use of phonecards and telephone charge cards can help keep mobile phone bills down.
• Be careful about monitoring calls. You may fall foul of data protection laws.

4.3 You may need to limit personal visitors.

• Visitors should stay in the reception area, unless the employee has permission to show them around.

4.4 Establish a policy on personal use of email and the Internet (see An email policy for your employees and An Internet policy for your employees).

• Personal email not only takes up time, but takes up space on the computer server, too. (See Email.)
• The company may be liable for anything downloaded from the Internet.

4.5 Do not let people use their own software or computer games in the office.

4.6 Communicate your smoking policy.

• All enclosed workplaces in the UK are required to be smoke free. This includes company cars and vans.
• Indoor smoking rooms are no longer allowed and all enclosed workplaces must display no-smoking signs.

4.7 Establish a policy on employees' use of their own cars for company business.

• Insurance is a problem, so some firms ban the use of private cars for company business. Take advice from your broker.
• Ask employees to confirm, in writing, that their private insurance covers them for business use.