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Computer Ethics in the Workplace
When it comes to computer ethics, setting rules must be done in a way that brings the organization together, while still showing respect for employees. Today, we explore the benefits of rules, and how regulations and proper training can help create a positive environment, while also safeguarding your data.
Make Expectations Clear
You cannot expect your employees to follow rules they are not aware of. We all have different understandings and perspectives on certain situations. Add that to ignorance, and a company can be courting disaster.
This is where proper training can be important. When training new employees make sure to offer thorough, informative sessions with clear guidelines. Include common and more detailed computer policies to make sure all possibilities are covered.
Write it Down
While many competent employees will be proactive when carrying out their responsibilities, some may need constant reminding. Consider posting basic computer rules in a highly visible area. Each employee should also have personal copies of the rules, should they need to refer back to them at any time. The employee manual may be a convenient place to include company policies. Finally, it’s a good practice to have a written receipt (signatures) that employees have read and understand the computer policies.
Do Not Assume
It is easy to assume that everyone has the same moral compass. This assumption, however, will leave you surprised when an employee crosses a boundary. Include specific descriptions and examples about ethics when training employees. To minimize frustrations, remember we each come from unique backgrounds which may represent great cultural diversities and upbringings. It is the management’s job to get everyone on the same page.
For some, if there is no fear of getting caught, breaking rules will happen more often. As such, you may want to keep close contact with your IT people to help determine what types of online activities employees are engaging in. As mentioned above, even the most well-meaning employees can introduce viruses into the network. For those without an IT team, there are tools available to supervise computer usage, which are discussed talk about at the end of this article.
Personal use of Computers vs Personal Devices
Years ago it may have been the norm for employees to checking their personal email on an office computer. Today, people have a wide variety of technical devices and really should not need to use the company computer for such things. Smart phones and pads can easily be used by their owners on breaks if needed. Like other policies, usage of personal devices versus company devices should be clearly stated. Blocking some sites may even be a way to safeguard your network against malware and viruses.
When to be Flexible
One example is in the case of parents. With the increasing number of parents juggling work and family duties, it is reasonable to allow open communication in some form. Employees without children in the home may have their own concerns, which can be alleviated with access to communication devices. This can be their own personal cell phone or desk phone. To avoid distracting co-workers, you might include a policy that requires cellphones to be put on vibrate or muted ringers. The ease and quietness of texting can make this even easier on fellow workers. Employers may find it easier to cut down on personal use of company computers simply by allowing employees to keep their own devices.
Set a Good Example
Management should not misuse their power when it comes to their own use of computers in the workplace. All employees should be expected to follow the same rules, regardless of position. A complete act of solidarity will help build a stronger workplace community. Remember, respect can be difficult to maintain if you do not adhere to and respect your own rules. Above all, try to keep the lines of communication open when dealing with your employees, as it can increase honesty and facilitate conversation about computer usage and other policies.
Common Violations
The most common issues that arise when it comes to computer ethics are personal communications and social media. While many employees may avoid using their personal email at work, many will allow friends and family to contact them on their work email. Inappropriate communication is probably less of a worry than social media. People tend to lose track of time when browsing sites like Facebook and Twitter. This can waste company resources, as well as infringing on productivity and deadlines. The best policy is to encourage employees to focus on their job duties during business hours.
Computer Monitor
It may seem unethical to police the actions of competent adults. However, running a flourishing business is your first priority. Computer ethics are something that concerns most businesses in today’s work environment. Personal use of work computers should be kept at a minimum to increase focus on company projects and output.
The bottom line: Proper training, monitoring, and behavior correction will help keep your business running smooth.
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Hi there! I like your website! Just now was reading your post about computer ethics. Its really great information for business. You need to have rules and let now this for your employees. As well if employee is at work the computer should be used just for work. Thanks for sharing this information.
Thanks for stopping by, Vigo. I agree… rules and regulations are important. For an employee, it’s very tempting to hop on the computer in front of you for personal business. However, surfing the web can put the network at risk. That’s beyond the fact that surfing the web for personal use means you’re not working. 🙂 However, if you’re clear up front, there’s no hard feelings later. Something as simple as saying, “We have a policy that states that company computers aren’t allowed for personal use due to security risks. However, you’re free to use your iPhone to during your break,” can go a long way in showing employees that management isn’t full of a bunch of tyrants. Sometimes people just want to know why something isn’t allowed and be given an alternative.
Hi Renee
As a manager of 15 people within the work environment, I can tell you that instilling computer ethics is quite of a challenging task.
As you mentioned it is taboo to ‘assume.” In some cases, I have resorted to using verbal warnings as much as I did not want to, remind people of the rules.
I like your idea of using tracking practice to monitor productivity of employees. Will be checking out your review of that monitoring system.
Take Care
Roopesh
Thanks for stopping by Roopesh! I agree… managing computer ethics can be challenging. We hire individuals to do a particular job. However, when employees fail to do the job they’re paid to do, it sometimes turns owners and supervisors into babysitters, rather than individuals who are there to facilitate. I hope Screenshot Monitor works for you. I’ll have to see about reviewing similar products.
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Thanks for the support, Alfred!
I didn’t really understand very many of your points. Your basically telling me, I cant watch cat videos? Whats with that? I’m way more productive if I get my daily dose of cat videos.
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