The workplace has always been full of potential distractions. With the advent of computers, those distractions have multiplied exponentially. Although the vast majority of your employees are conscientious and focused, it does help to put systems in place to help keep them on task.
The acceptable use policy
Rapidly establishing itself as a standard part of a modern contract of employment, the Acceptable Use Policy (AUP) outlines how workers may and may not use IT equipment at work. Most workers will know that browsing pornography or streaming TV at work is unacceptable, but what about social media – is checking your Facebook feed ok? Your HR team will need to work with senior management to define how computers are used.
Your team will also need to decide what sanctions need to be put in place for employees who breach the AUP. After all, certain activities (like hacking or spreading malware) could land your business in court.
Once defined, you will need to ensure that the AUP is included in any future job offers extended to prospective candidates. For completeness you should also negotiate with existing employees (and unions where applicable) to have them adopt the new practices too.
Using technology to keep employees on task
The AUP should also be backed up by technology to help enforce any agreed restrictions. By blocking access to materials, such as pornographic content, as standard, it is easy to prove deliberate intent on the part of any employee caught browsing where they shouldn’t be.
The same goes for any site or online content that your company deems inappropriate or unnecessary for your employees to access at work. Defining and filtering content in advance can help prevent problems in future.
Content filtering tools are now widely available, and very simple to set up and manage. The Internet Security product offered to our corporate customers is one such tool. This allows you to create granular permissions that permit and restrict access to work content on a machine by machine basis (if required).
Making concessions
From time to time employees may need to access non-work sites in an emergency –for paying bills or resolving personal issues for example. In these kinds of situations your business could consider making a shared machine available in a public area that is less heavily restricted. An older, otherwise redundant PC in the staff canteen that can be used during employees’ breaks could help counter any resistance to content blocking at the desktop for instance.
Successfully keeping employees on task is a combination of technology and business practice and some concessions. But however your business decides to proceed, it makes sense to prepare in advance for any eventuality.
For more help and advice on creating an acceptable use policy, or to learn more about the content blocking features of our Internet Security product, please get in touch.
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