FOCUS TODAY - October 2003

Splitting Cells

A general manager offers a perspective on cell-phone policies and procedures for club employees.

By Danny McCoy, CCM

f you don’t have a lot of super employees, then you should consider reviewing cell phone usage at your facility.  Lately, drivers with cell phones have gotten a lot of attention.  Your company should emphasize that the employee’s greatest responsibility is to the safety of other drivers, pedestrians and passengers.  Other components of a cell phone policy should include the use of personal cell phones in the work place as well as company issued cell phones.

  Think about it.  At one point we all had guidelines, which limited personal phone calls while employees were at work.  After all, we did not want our employees constantly being interrupted and compromising productivity. Well, we lost some of that control when we did away with our PBX operators. Employees have also learned to circumvent the system by bringing their personal cell phones to work. 

     I had a cerebral cell moment recently. I frequently stop by a local convenience store.

Roxanne, the attendant, is always cheerful and helpful.  She is constantly juggling sales of gas, ice, sodas, fudge squares, lottery tickets, giving directions and still has time to tell you to have a nice day.  OK, it is not too complicated, but she is a single mom and she always has her cell phone teetering on her shoulder refereeing the latest sibling crisis at home. We all tolerate her lack of focus, because after all she has deep dimples, the gas is cheaper, her fudge squares are always fresh and she is not our employee.

  It was then that I started noticing how my employees were using their cell phones at work. A stroll through the kitchen revealed the sous chef stirring a pot over gas flames with one hand and a firm grasp of his cell phone with the other.  A waiter was in the ballroom cleaning up after a function with a tray in one hand while having an animated mobile-to-mobile conversation. I also discovered that an accounting clerk had just discovered text messaging. We already had rules on personal use of computers, copiers or accessing the Internet for personal use, but we had been silent on cell phone usage.  Sure, I was already aware of several high profile cases where an employee behind the wheel was driving a company vehicle on a company assignment with an company issued cell phone when in the middle of a congested intersection his boss called and . . . .  This is where you should stop reading and immediately hold a training session and issue a Cell Phone Policy for all of your employees with cell phones.  If you were already ahead of me, then expand your policy to include personal use of cell phones at work.  

   It is obvious that cell phone use will not decrease anytime soon, so whether you decide to adopt a policy or not, it may be helpful to provide employees with some common-sense safety precautions. The next time you decide to update your employee handbook, you might want to consider adding a segment on cell phone usage.

Sample Cell-Phone Policy

The following material incorporates some of the main issues employers may want to consider in developing a cell-phone policy. Modifications for specific circumstances will be necessary. In certain states and municipalities the use of a cell phone while driving is prohibited. In those areas employees may not use cell phones if law, regulation or other ordinances prohibit such conduct. When company issued cell phones are involved policies must be in placed for lost or damage equipment and non-business use of minutes or toll charges.  Employers who permit personal use of company cell phones may also have to consider tax ramifications to employees for such use. As with any policy, employers are advised to obtain a specific legal review of the provisions before implementation.

his policy outlines the use of personal cell phones at work, the personal use of business cell phones and the safe use of cell phones by employees while driving.

Procedures:

1. Personal Cellular Phones

While at work employees are expected to exercise the same discretion in using personal cellular phones as is expected for the use of company phones. Excessive personal calls during the workday, regardless of the phone used, can interfere with employee productivity and be distracting to others. Employees should restrict their personal calls during work time and only use their personal cell phones during scheduled breaks or scheduled lunch periods in non-working areas.  Employees are therefore asked to make any other personal calls on non-work time where possible and to ensure that friends and family members are aware of the company's policy. Flexibility will be provided in circumstances demanding immediate attention. The company will not be liable for the loss of personal cellular phones brought into the workplace.

2. Personal Use of Company-Provided Cellular Phones

Where job or business needs demand immediate access to an employee, the company may issue a business cell phone to an employee for work-related communications. To protect the employee from incurring a tax liability for the personal use of this equipment, such phones are to be used for business reasons only. Employees in possession of company equipment such as cellular phones are expected to protect the equipment from loss, damage or theft. Upon resignation or termination of employment, or at any time upon request, the employee may be asked to produce the phone for return or inspection. Any employee unable to present the phone in good working condition within the time period requested may be expected to bear the cost of a replacement. Employees who separate from employment with outstanding debts for equipment loss or unauthorized charges will be considered to have left employment on unsatisfactory terms and may be subject to legal action for recovery of the loss.

3. Safety Issues for Cellular Phone Use

Employees whose job responsibilities include regular or occasional driving and who are issued cell phones for business use are expected to refrain from using their phones while driving. Safety must be the first priority. Regardless of the circumstances, including slow or stopped traffic, employees are strongly encouraged to pull off to the side of the road and safely stop the vehicle before placing or accepting a call. If acceptance of a call is unavoidable and pulling over is not an option, employees are expected to keep the call short.

Under no circumstances are employees allowed to place themselves at risk to fulfill business needs. Employees who are charged with traffic violations resulting from the use of their phone while driving will be solely responsible for all liabilities that result from such actions.

Safety Summary Guidelines:

• Use a hands-free set when available.

• Utilize features such as speed dial and voice-activated dialing.

• Always place calls when you are not moving or before pulling onto the road.

• Cell phones should be placed where they are easy to see and reach.

• Do not use cell phones in heavy traffic; allow voice mail to answer.

• Do not use cell phones in counties/jurisdictions which ban cell phone use while driving.

• Keep conversations brief; avoid unnecessary calls.

• Pull off the road into a safe area for parking when taking notes, looking up information or during an intense conversation.

• Special care should be taken in inclement weather or when the employee is driving in an unfamiliar area.

4. Special Responsibilities for Managerial Staff

As with any policy, management staff is expected to serve as role models for proper compliance with the provisions above and are encouraged to regularly remind employees of their responsibilities in complying with this policy.

Managers should monitor employees to make sure that the presence of cell phones in the work place provides optimum benefits in managing expenses for long distance telephone usage.  Managers should be knowledgeable about the company’s cell plan/package in order to leverage the best use. As an example, if there is a choice or an opportunity for savings, a land-base phone should be used for a local call instead of a cell phone. Managers should also address proper cell-phone etiquette with their employees. Managers should immediately implement pre-approved disciplinary measures for employees who violate safety procedures in the operation of cellular phones.  Safety must always be the first priority.

--Danny McCoy (dmccoy@crown-colony.com) is general manager

of Crown Colony Country Club, Lufkin Texas.