Progressive Distributor - Avoid employee internet use

Avoid employee Internet misuse

by Mike Foster

Employee Internet misuse is on the rise. As a result, more companies are conducting full-scale computer audits and enforcing a zero-tolerance rule when employees are found abusing their Internet privileges at work. This includes employees who visit questionable Web sites, shop or gamble online, spend time in chat rooms, and send inappropriate e-mails.

Unfortunately, computer-related firings place employers at a disadvantage. While they only want dedicated workers on the payroll and can’t afford the productivity losses Internet misuse causes, many also can’t afford the added expense of recruitment and training for new employees. Additionally, as turnover rates increase, significant production delays can occur until the new hires are up to speed.

In order to retain current employees and deter Internet misuse, many companies have installed monitoring or filtering software to curb the epidemic. While effective, these technology devices are only one part of the solution. The best way to minimize Internet misuse in your organization is to educate your employees about the inherent dangers of Internet misuse and guide them on the path of healthy Internet practices.

Administer an Internet addiction quiz
Simply monitoring how long an employee spends online is not a precise indicator of whether or not he or she is misusing or addicted to the Internet. Some employers assert that simply sending one personal e-mail to mom constitutes misuse, while others are more tolerant and only take action against blatant misuses, such as visiting pornography sites or gambling online during company time. The real indicator, however, should be how much damage the Internet misuse causes the company.

To help your employees recognize an Internet misuse problem, administer an Internet Addiction quiz. Since the purpose is to make employees personally aware of any Internet misuse problem, assure them the results are for their viewing only. If they find their score indicates a problem, allow them the opportunity to voluntarily seek help from someone on staff or an outside source. When employees know their job doesn’t hinge on their score, they’ll be more apt to give honest answers.

You can find Internet Addiction quizzes online. The most noted is Dr. Kimberly Young’s Internet Addiction Test available at www.netaddiction.com. If you create your own quiz, some questions to consider are: “How often do you begin looking for work-related material online only to get sidetracked with personal Internet searches?” “How often does your work suffer as a result of being online?” “How often do you choose to check your e-mail instead of completing a work-related task?” “How often do you become angry when a co-worker or supervisor interrupts you while you’re online?” “How often do you visit non-work related Web sites?” and “How many personal e-mails do you send or receive in a given day?”

Encourage employee self-monitoring
Many companies require employees to keep a daily activity log of all assignments. Employers can use this concept to help employees recognize the amount of time they spend online at work.

Create a form so employees can monitor and track their own Internet and e-mail usage. Encourage employees to fill it out for a 21-day period. This will give them a general overview of their Internet use habits. In order to promote honesty, assure employees that the form is for their information purposes only. Once employees see the actual number of hours they spend online or the number of personal e-mails they send and receive, they’ll be more conscious of how they use their time.

Internet misuse seminar
After employees realize their Internet misuse habits or online addiction, help them put the Internet misuse into perspective by offering them an Internet misuse seminar. At the meeting, give examples of the dangers Internet misuse can lead to, such as decreased productivity, lower company profits, higher chances of layoffs, etc. Put the examples in terms of actual dollars and cents.

For example, if an employee earns $35,000 annually and is spending 20 percent of his or her time being unproductive on the Internet, that equals $7,000 of lost revenue. Add to that figure 20 percent of the organization’s share of Social Security payments, unemployment taxes and workers’ compensation insurance, and the true amount lost can be staggering. Also alert employees to the possibilities of copyright infringement for downloaded materials, lawsuits pertaining to sexually explicit e-mails, and computer malfunctions because of downloaded viruses.

Also give examples of how they can decrease their Internet usage at work. Offer tips for making work-related Internet use quicker and more effective. If you are unable to present this material yourself, consider bringing in an Internet or technology specialist to assist.

Hold social functions
The more employees misuse the Internet at work, the more they begin to enjoy online interactions rather than real social situations. To keep your employees interested in company affairs and their co-workers, hold regular social functions that encourage employee interaction. This can include a monthly potluck luncheon, a quarterly employee meeting held off-site, or even a weekend picnic that includes spouses and children.

At these events, take a few moments to recap any important information regarding the company. Also, give public recognition to every department and an overview of each department’s accomplishments. Be careful not to single out specific individuals. The goal is to unite people department- and company-wide to instill a feeling of teamwork and loyalty. When employees feel appreciated and understand that their work matters to the company’s overall objectives, they’ll be more apt to dedicate themselves to that successful outcome.

Training and goal setting
If your employees surf the net for recreational use rather than to complete their job duties, determine whether or not they have the skills to complete the tasks at hand. Sometimes employees are reluctant to admit their shortcomings for fear of being let go. Instead, they chose to look busy in order to please the boss.

To ensure that you have the most skilled employees, provide training options for each department. This training could involve on-the-job skills training, off-site seminars and classes at a local community college or training center. Encourage your employees to seek out the training they need so they can become more productive and better contribute to the company’s bottom line. Once your employees are adequately trained, help them develop a crystal-clear idea of what they are to accomplish at work.

When you teach employees how to recognize the dangers of Internet misuse and give them the tools and information they need to stay productive, your company benefits in terms of both productivity and increased profits.

Mike Foster is an international technology consultant and speaker. For more information about Foster’s programs, call (800) 657-7107 or visit www.fosterinstitute.com or www.internetmisuse.com