Cell Phones at Work

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Welcome to Using Cell Phones at Work

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Introduction

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Cell phones and other electronic devices have rapidly become a fixture of 21st century life. Individuals and organizations depend on them for efficient communication. When used appropriately, these devices bring significant advantages on the job, but there are some downsides.

This course examines the potential problems with cell phone use at work and how to maximize productivity, safety, and security.

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By the end of this course you will be able to explain how cell phone use on the job can hurt work productivity and name safety and security issues related to the use of cell phones at work. You will also be able to list at least five best practices for using cell phones at work and explain the purpose of a cell phone policy.

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This course has five modules. Module 1 is an overview of cell phone use at work. Modules 2, 3, and 4 address productivity, safety, and security and privacy as they relate to cell phones at work. Module 5 presents best practices for cell phone use at work.

A short quiz follows each module, with a final quiz at the end of the course.

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Module 1: Overview of Cell Phone Use at Work



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By the end of this module you will be able to:

Explain Canada’s laws about using cell phones while driving;

Describe 3 other laws that relate to cell phone use at work; and

List the three major concerns about using cell phones at work.

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For purposes of this course, the term “cell phone” refers to any handheld wireless communication or electronic entertainment device.

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This includes, but is not limited to, cell phones, mobile phones, digital media players, text pagers, two-way radios, and smartphones.

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A number of laws affect the use of cell phones at work. Individual provinces and territories may have relevant laws in addition to the ones we discuss in this course. It is important to know the laws that pertain to your workplace.

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Every province and territory except Nunavut has laws that limit cell phone use by drivers. But the laws are not all the same; they differ from one jurisdiction to another.

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Canada has two federal privacy laws. The Privacy Act sets out how federal government may collect, use, and disclose personal information.  The Personal Information Protection and Electronic Documents Act (PIPEDA) applies in the private sector.

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Canada’s new voyeurism law refers to the secret observation or recording of a person where there is a reasonable expectation of privacy and the person is observed in a state of nudity or sexual activity. Voyeurism is an offense under the Criminal Code of Canada.

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Cyber bullying, including phones calls, texts, and emails that harass or threaten other people, are also offenses under the Criminal Code of Canada. Cyber bullying includes:

Threats of death or serious bodily harm;
Intimidation;
False messages, indecent or harassing telephone calls;
Distribution of intimate images without consent;
Incitement of hatred;
Mischief in relation to data; and
Unauthorized use of computer.

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The remaining modules look at three major concerns about using cell phones at work: Productivity, safety, and security/privacy.

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We have talked about several laws that address different aspects of cell phone use at work. Look at this table and think about which laws (on the left) best address the issues on the right.

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PIPEDA (Personal Information Protection and Electronic Documents Act) addresses the use of personal information in the private sector. The Criminal Code of Canada prohibits a number of violations of privacy, including harassing telephone calls. Provincial laws on driving and cell phone use are not all the same.

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In this module we defined cell phone for the purpose of this course as any handheld wireless communication or electronic entertainment device. You learned about various laws that affect cell phone use at work, including driving and cell phone laws, cyber bullying, and privacy laws. You also learned that productivity, safety, and security (privacy) are the three major concerns about using cell phones at work.

Now we’ll have a short quiz to review this module.

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Module 2: Productivity

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By the end of this module you will be able to explain how inappropriate use of cell phones at work costs the employer time and money;

Give examples of unprofessional uses of cell phones at work that can affect productivity; and

Explain how cyber bullying affects individual and organizations.

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Sixty-one percent of Canadian employers surveyed said the biggest challenge to workplace productivity was employees’ use of personal cell phones during work hours.

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With cell phones it is easy to surf the Internet, send text messages, take pictures, play games, and make personal phone calls – all of which waste time and money.

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Taking personal calls while working distracts nearby workers, making it harder for people to concentrate on their work.

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Using a cell phone during a business meeting is rude, unprofessional, and bad for business.

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Making co-workers wait while you take a personal call defeats morale, hampers teamwork, and angers the people you work with.

Making customers wait while you take a call is a good way to lose customers.

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Cyber bullying refers to using modern communications technology such as e-mails, texts, or web-postings to abuse people.

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Cyber bullying affects the victim, the organization, and everyone who works there. Victims often feel stressed and may suffer from depression, anxiety, and health problems resulting from the bullying. Companies where cyber bullying takes place often experience excessive absenteeism and turnover. They have difficulty hiring top employees because of their reputation for not stopping bullying.

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Employers may be held liable for unlawful acts by employees who misuse their cell phones during work hours; texting while driving and cyber bullying are two examples. Legal defense is costly and time-consuming and cuts into productivity and profitability.

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What is happening in this picture that could damage productivity of the organization?

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The man on the left is talking on the phone instead of working.
Plus, the man on the right is bothered by the loud talking of the man on the left, making it harder for him to concentrate on his work.

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In this module you learned a variety of ways in which inappropriate use of cell phones can damage productivity, including wasting time and money, distracting workers from their jobs, unprofessional behavior, cyber bullying, and legal liability.

Let’s move on to a short quiz to review this module.

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Module 3: Safety Issues

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By this end of this module you will be able to explain how using a cell phone while driving is dangerous. You will also be able to describe three other ways using a cell phone at work can be dangerous.

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Using a cell phone while driving takes attention away from driving and slows down the driver’s reaction time. Drivers who use handheld devices are four times more likely to get into serious crashes. Text messaging while driving is especially dangerous; it increases the risk of having an accident over 23 percent.



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Distraction occurs when a worker is using a cell phone and not paying attention to what he or she is doing. For example, a construction worker was looking at his cell phone as he set out cones for traffic control. Distracted by the phone, he moved too far into the intersection, where a passing car had to swerve out of the way to avoid hitting him.

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Distracted by texting as he walked, an office worker didn’t see the warning sign and slipped on the wet floor.

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Operating a forklift, crane, digger, or other heavy machinery is a complex task that requires the full attention of the operator. One glance at a text message is all it takes for the operator to loose sight of a nearby person and run him over.

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A worker cut off a finger while operating a chop saw with his phone cradled between ear and shoulder. Imagine what might happen to the person in this photo if he were cradling a cell phone; without the full use of both arms he could not control the saw. Plus, using a cell phone he would not be paying full attention to his work.

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An assembly worker dropped her phone into the machinery as she was texting. When she reached into the machinery to retrieve the phone, her hand got caught and was permanently damaged. Workers can also get entangled in phone charger cords.



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Talking on a cell phone adds to the noise level of a workplace. Too much noise makes it harder for workers to concentrate on their work and to hear instructions and warnings. Similarly, using headphones reduces the wearer’s ability to hear important messages. Plus, it’s hard for workers to concentrate when they are listening to a phone.

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Cell phones can interfere with personal protective equipment. Workers sometimes remove hearing protection to make or receive a call or remove gloves to text, leaving them vulnerable to the hazards in their surroundings. In addition, ear pieces can loosen hearing or head protection.

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Cell phones can interfere with other electronic and wireless systems and devices, causing them to malfunction and create safety hazards. For this reason, Alberta’s Occupational Health and Safety Code 2009 limits the use of cell phones near detonators used in blasting operations. Portable electronic devices may also affect airplanes, detonators, medical equipment, avalanche transceivers, smoke and fire alarms, pacemakers, and other devices.

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The woman in this photo is cradling a cell phone to her ear while she talks and cuts an apple.

What is the danger and why?

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Cradling a cell phone while talking and using a sharp knife is dangerous because she is distracted by the conversation and she does not have full use of the arm that is holding the phone.

She could cut herself, or even sever a finger.

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In this module you learned a number of ways cell phone use at work can affect safely. We talked about using cell phones while driving, distractions, using heavy machinery and power tools, and working on assembly lines. You also learned about how cells can affect hearing, personal protective equipment, and other electronic systems.

Now we’ll have a short quiz to review this module.

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Module 4: Security and Privacy

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By the end of this module you will be able to explain how a photograph could reveal trade secrets;

Explain how a lost or stolen cell phone can be a security breach; and

Explain how using a cell phone at work could violate a person’s privacy rights.

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Intellectual property includes patents, copyrights, trademarks, service marks, trade secrets, and proprietary processes and methods. Any intentional or accidental use of the cell phones that infringes on the intellectual property rights threatens the security of the organization.

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Even an innocent selfie may reveal confidential information about equipment or processes that could be damaging to the business if distributed on-line.

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Many businesses collect personal customer information such as financial, legal, and medical records; credit history; and bank account and ID numbers. Accessing customer data from off-site locations or transmitting the information electronically outside secure systems threatens the security of that information.

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Employee files contain sensitive personal information that must be kept confidential. Cell phone conversations or texts discussing employee information may breach confidentiality and may contravene privacy laws.

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An employee could violate another employee’s privacy rights by taking and sending photos without consent.

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Using cell phones at work to transmit obscene or indecent images or other materials threatens the security of the organization and the privacy of individuals (and may be illegal).

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It’s not hard to steal a cell phone from a pocket or a purse. An unlocked cell phone that contains private information can be a security breach if lost or stolen.

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In this module you learned about ways in which using cell phones at work can endanger intellectual property, privacy, personal customer and employee information. You also learned about the dangers of lost or stolen phones and of transmitting obscenities electronically.

Now it’s time for a short quiz to review this module.

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Module 5: Best Practices for Cell Phone Use at Work

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By the end of this module you will be able to:
Explain why it is important not to use cell phones during meetings;

Explain what you can do if you get an important personal call while you are working;

Explain what to do if you get a call or text while you are driving; and

Describe the purpose of a cell phone policy.

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The best practices in this module are guidelines for using cell phones responsibly, safely, and respectfully.  Your employer may have additional practices for you to follow when you use your cell phone at work.

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Many of the security issues we discussed can be avoided by not using the same phone for personal and work purposes.



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Turn the ringers and alerts on your phone to silent or vibrate. You’ll be aware of incoming calls without interrupting other people’s work.  Leave the work area to answer the call if you must, or return the call during a break.

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Take personal calls away from work areas. Even if you are out of the work area, you are still on the job, so avoid using non-professional language and revealing private  information.

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Customers expect to be your number one priority. Give them your full attention; don’t use your cell phone in front of customers, unless it’s to help them.

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As you have already learned, cell phones can distract people from their work, causing productivity and safety issues. If co-workers ask you to turn your phone off or take your call outside, do it.

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As you learned earlier in this course, looking at inappropriate or offensive emails, pictures or videos wastes times, could be offensive to others, and could subject the company to lawsuits. Keep it clean. Keep it appropriate for the work environment.

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Do not use a handheld device when your are driving. Make sure you know and follow the laws for diving and using a cell phone in your province or territory as well as your company’s policy.


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What is the driver doing that demonstrates good cell phone practice?

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He stopped the truck and pulled over to the road before using his cell phone.

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To prevent a breach of security or privacy, secure cell phones containing confidential business information when not in use.

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To avoid spreading confidential business information, don’t use your cell phone in a public place to talk about business.

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Whether meeting with co-workers or customers, do not text or take or make calls during a business meeting. It’s rude and disruptive.  If you must use a communication device, take it outside the meeting. Better yet, leave your phone at your desk if you don’t need it for the meeting.

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Sometimes workers need to be reachable at any time, even during work hours. Here are ideas for how you can be reached by cell phone without disturbing other workers.

Set a special ring tone for the callers you must talk to;
Set your phone to vibrate so the calls you are expecting won’t disturb others;  or
Tell your employer to come get you for calls from certain people.
Whenever possible, take the important calls outside of the work area or during breaks.

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Many organizations have cell phone policies. The purpose of a cell phone policy is to allow for reasonable and appropriate personal use of cell phones by workers. Policies set out what workers are expected to do and not do.

Since not all organizations are the same, a cell phone policy needs to be specific to the communication needs of the organization.

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While policies are individualized, most address these areas: devices and activities that are covered by the policy, people who are covered, and prohibited and permitted uses of cell phones at work. Most also describe consequences for violating the policy.

It is very important to understand and follow your organization’s cell phone policy.

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The workers in both pictures received text messages while they were working.  One responded in a way that respects other people and does not interfere with work. The other work responded in a less respectful way.  Which worker is demonstrating good practice and which is not – and why?

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The person on the left is disrupting other people’s work by using a personal cell phone during a meeting. The person on the right is being respectful by taking her personal messaging outside of the work area during a break.

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In this module we talked about a number of best practices for using cell phones at work, including silencing your phone, taking calls outside, respecting co-workers, giving full attention to customers, appropriate use In meetings, and not using cell phones while driving and to discuss business in public.

You also learned that most companies have cell phone policies that must be followed.

Now we’ll go to a short quiz to review this module

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Course Summary

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In this course you learned about laws governing cell phone use at work. You also learned about the effects of cell phone use on productivity, safety, and security and privacy. You learned a number of best practices for using cell phones at work and about cell phone policies.

Now it’s time for the final quiz.

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Congratulations! You have successfully completed “Using Cell Phones at Work”. Thank you for your time and attention.