Top

Business smartphone users, between rules and needs

December 1, 2016

Smartphones are now representative for the business environment. From entry-level employees to CEOs, everyone depends on their mobiles for contacts, appointments, fast data access and generally all that represents a busy daily schedule. Nevertheless, what is the general accepted etiquette for business smartphone users?

When it comes to putting all on hold in order to take a look at your business smartphone, or even take an important call, what is wright and what is wrong?

Company policy regulating smartphones

Some organizations firmly establish their own policies regarding smartphone usage in the workplace. There might be restricted areas or hours, or some kind of BYOD regulations. Data security is also implemented, whenever employees risk circulating company data on their private devices.

Whatever the case, once an official policy exists and employees know it, the rules are clear. Of course, if they are going against the mobility trends and are too restrictive, there will be people which disrespect the rules. This is why it is important to carefully design the rules in order to cover all necessities and possibilities. Make each and everyone an ally, instead of a rebel.

No official regulations means… smartphone etiquette

When there are no official regulations, each smartphone owner has the task to manage its own mobile-related behavior. From his/hers own work habits to respecting the colleagues’ need for a noise-free environment, handling a mobile can take a bit of willpower for some employees.

What are the most commonly mentioned business etiquette rules for mobile devices?

  • Never talk on a mobile phone during a business meeting;
  • Avoid browsing the Internet or texting during a business meeting;
  • Do not engage in smartphone-related activities during a business meeting;
  • Keep your private business private (smartphone communications included). It is inappropriate to assume that your conversations should silence the others in the room, or that they should exit the bathroom or rec-room as soon as you answer the phone in order to ensure your privacy;

Besides actually taking the calls, it is also recommended to adapt the sound levels on your smartphone. Disturbing loud noises are contraindicated in an work environment.

How about less conventional takes on business smartphone usage?

There are two extremes in employing smartphones in our tech-infused world.

Those who are less thrilled about the always-on character of owning a smartphone, or who are simply committed to a certain degree of privacy protection keep mobiles at bay. By this we don’t mean that they do not own such devices. They own smartphones, yet they value face-to-face discussions whenever they have the chance. When the most important thing to do is taking part in a meeting or a discussion, they choose to put mobile communications on standby. Not because they have to, because they want to.

Older people often fall in this category, sometimes by choice, sometimes by the force of habit. Some choose to perpetuate quieter times and wish to keep a more focused, less multi-tasking way of working. Others simply feel they do not agree with modern technology. Of course, it takes a certain position to be able to impose your point of view. For example, Richard Branson disclosed its smartphone-related choices for Virgin.

When does smartphones come first?

There are situations where people’s presence is facilitated by smartphones. When someone is able to multitask due to these devices, different rules may apply. Perhaps a person is able to attend a conference meeting only by phone. Others can be flexible parents with the aid of mobiles, while also performing their professional duties.

When the no-mobile access alternative would mean some tasks would be impossible, how are the rules different? This is a thing to ponder upon. Our modern technology opens up new horizons. It would be a pity to close them back again due to inflexible rules. Perhaps it is a case of individual situations, and no general rule covers all possibilities. Nevertheless, when the bottom line is that an employee can be good at his job, while actually being able to carry on other activities and remain stress-free, smartphones are good helpers and not enemies.

Of course, not anyone agrees with the ubiquitous usage of cell phones. There are various particular moments, where again different rules may apply. However, as adults, colleagues and team-members, we can all adapt and find mutual ways of respecting each others’ activity, while also benefiting from modern age connectivity.

Use your smartphone only for important calls

This is another rule, which can apply in various ways. One person’s freedom ends where another one’s begins. Therefore, as long as an employee does not disrupt the team activity, the “important” qualification make take various shapes. From business-important calls that bring opportunities at the end of the line to personal calls that ensure your staff-members ease of mind – what are the boundaries of “important calls”?

Usually people naturally settle for several discretion rules. They take calls in busy places, but they keep a low tone. Their ringers are set to low or vibrate mode, their keypads are silent. The conversations are short, juts enough to make sure all is OK on the other side or to confirm they have not forgot about a deadline or a scheduled meeting. There is also texting, although it requires a different type of attention. The younger generation seems to be able to text while participating in other rel life activities. As a person in charge, perhaps it is wise to avoid jumping to conclusions at once. Take a while and observe the effect such activities have on the team, on the activity and on the subject in cause. Does it negatively affect any of the factors that matter in an work environment? Does it enhance the employee’s well-being and its general drive? Answering this questions before making an intervention might help.

What is important for one person is completely meaningless for another

General rules should act as a framework, protecting a business environment from disruptions, chaos and extreme behaviors. At an inferior level, it is up to the group leaders to decide how much do they need various types of people and how much they are willing to accept particular behaviors. It is however worth mentioning that universally-tailored characters are quite an utopia. Sure, if what you need is obedient, monotonous people, performing their tasks within tight frame-lines above all, you might feel there is no issue in implementing equally straight, mathematical rules. It is up to each business to establish its work environment policies. These will in turn count as a process of employees selection. So, set your imaginary sift in a way that will make you happy at the end of the day.

Additionally, remember to formulate an effective mobile-related cyber-security policy.