Cellphone Usage at Work

Because personal cellphones are ubiquitous, it can be a challenge when they distract workers and decrease productivity. Employers often bring up lack of cellphone etiquette as an issue they frequently deal with in the workplace, and they struggle with how to address it. Enforcing proper cellphone etiquette at work requires a combination of clear policies, effective communication and consistent enforcement.

When creating a workplace personal cellphone policy, employers should address the appropriate use of such phones, and, wherever applicable, the use of company-issued cellphones. In consideration of the National Labor Relations Board decision in Stericycle, employers should work with legal counsel before implementing any conduct-related policy to ensure it’s narrowly tailored to the employer and addresses a legitimate and substantial business interest.

A major component of any cellphone policy is to encourage employees to exercise appropriate discretion in their phone use when fielding personal calls at work. Excessive personal calls and texting during the workday can interfere with employee productivity and be distracting to others. Employers should encourage their workers to make any personal calls or texts during nonwork hours and inform their friends and family of this. A good policy covers the appropriate times and places for employee cellphone use, such as during breaks or in designated areas.

If an employee is anticipating an important call and has asked to have ready access to their phone, employers may want to tell them to turn off the ringer while working. If employees do accept a cellphone call or text during the workday, ask them to be mindful of others; speak in a quiet, professional manner; and keep the phone usage to a minimum.

A workplace phone policy should outline the consequences for repeated violations, which often align with an employer’s overall established progressive discipline misconduct policy.

Such consequences may include initial verbal warnings, written warnings and additional disciplinary actions. If you see an employee violating the cellphone policy, provide a gentle reminder about the guidelines and encourage them to refocus on their work. Use constructive feedback to address any persistent issues. As with all company policies, the consistent demonstration and enforcement of employee conduct protocols is essential to reinforce the importance of adherence to the policy.

Supervisors who observe disruptive cellphone use during work hours should inquire with HR to determine the company’s policy governing personal phone usage. By holding employees responsible for following the policy and fostering a culture of professionalism and respect, you can create a more productive work environment for all employees.

Jim Emanuel, SHRM-SCP, is an HR Knowledge Advisor for SHRM.