COACH'S CORNER
By Barry Knepper
As Seen In Queensborough - The Magazine of the Queens Chamber of Commerce

Employee Internet Use

Tab Member's Question:
Does anyone have a good policy for employee internet use? I feel I am getting four hours of work a day from an eight hour employee, with MySpace getting the balance of her time. I know how to deal with this person but I want to put a policy in place to address future situations.

TAB Coach:
You have a two-part problem. The first is the lack of a policy as to Web usage for personal use. If you decide that there is no personal use allowed—then the problem is simple. A policy must be established and enforced stating all means of communication provided by the employer (including the Web, email, phone, mail) are to be used for business purposes only and the employer has the right to monitor usage—and penalize—if the policy is violated. It's good idea to provide advance notice that you have the right, whether exercised or not, to monitor computer usage.

The second problem is the use of business time for personal business—whether on the Web or not. If you are okay with personal Web usage—but want to limit it—it can be stated in the policy that Web usage for personal purposes is okay during authorized breaks, but only during that time and any non-break time use will be penalized. The use of business time for personal business seems to be a serious offense, but only if clearly stated in your policies.

Personal computer use results in the abuser not being productive, but it can also slow down those employees who are trying to accomplish their work. There have been instances where employees listening to radio stations over the internet took a company network down.

A simple policy on computer usage is:

1. Desktops are configured to only have access to specified business related sites that are necessary for doing business. There is no universal right to unfettered Internet access.
2. All games are deleted from the desktops.
3. A computer is kept in the break room (in public view) that is available for people doing personal work (shopping, etc.) during their break times.
4. Anything done on company computing resources is subject to monitoring by the company.
5. No software other than that loaded by the company can exist on the computer - no downloading without company approval.

Another source of a comprehensive policy is The E-Policy Handbook available on Amazon.com.

Barry Knepper is the certified facilitator and coach in Queens for The Alternative Board® ("TAB"). Board members meet monthly to learn from one another's successes to grow their businesses to the next level through a combination of peer advice and coaching He also serves a part time chief financial officer ("CFO"), utilizing his 30 years of full time CFO experience to help business owners maximize the profitability of their business through the development of a budget, business plan and monitoring of financial operations. He can be reached at 516-724-0351 or bknepper@tab-queensny.com.