Best practices for using cell phones in the workplace

The use of cell phones in the workplace is indispensable and fundamental to the daily operations of businesses and companies. The constant evolution of smartphones has made them much  faster and more efficient than most computers of the past decade.

The usage is so massive that Brazil is already the 2nd country in the ranking where users spend the most time online. On average, Brazilians spend 9 hours and 13 minutes a day on mobile apps, according to the report "Digital 2024: 5 billion social media users" .

However, uncontrolled professional use can cause a lot of headaches for managers . In many situations, it compromises focus and productivity in companies .

Furthermore, smartphones and free internet access can create inconveniences in the workplace if users do not know how to use laptops, cell phones, and tablets properly.

Bans on the use of cell phones in the workplace

The Brazilian legal system does not have specific legislation to regulate and discipline the use of cell phones during working hours.

However, companies have secured the right to establish internal rules that specify what is appropriate for the corporate environment , in accordance with article 444 of the Consolidation of Labor Laws ( CLT ).

It is up to business management to define policies and rules for managing and controlling internet access through available means and channels.

Therefore, restricting or allowing internet access , setting schedules, defining intervals for the use of social media and communication applications, or stipulating breaks and times for personal activities on personal or corporate mobile devices is both a right and an obligation of companies .

We've even discussed this on the Lumiun Blog in a previous article: how to create a code of ethics and proper internet use at work .

Regardless of rules or guidelines, professionals should avoid allowing cell phone use to interfere with their work performance .

However, this is not what usually happens. On the contrary, cell phones are a source and origin of unpleasant situations . In fact, constant and unregulated internet access generates annoying sounds and alerts, and inconveniently shared audio messages in meetings or among colleagues.

To help, we're sharing some best practices regarding the use of mobile devices in the workplace . We hope they can be useful in your company.

If you prefer, check out our video with a brief summary of 9 best practices for using your cell phone in the workplace.

1 – Always keep in silent mode

It's clear that in environments like offices, the need for concentration to perform tasks requires silence . However, the statistics are stark. On average, employees are interrupted 14 times a day and take up to 20 minutes to return to their original task. Therefore, constant sounds from cell phones disrupt unpleasant and embarrassing situations in meetings or important events.

2 - Disable app notifications

With so many apps installed , the display of alerts becomes constant . These include notifications from social networks, messages from friends on WhatsApp and other communication apps, new followers on Instagram, messages in the email inbox, and much more.

Each notification or alert displayed draws the attention of everyone around and causes the employee to set aside their work to check the news. The frequency of these interruptions is, without a doubt, the biggest enemy of productivity .

Therefore, to reduce the impact on productivity, the recommendation should be to disable notifications and alerts from all applications that are not related to work .

3 – Pay attention at meetings and events

In events where multiple people are involved, inappropriate use causes problems for everyone. Therefore, make it clear that access to social media, side conversations, or activities that distract from the present moment should be avoided . If you are the manager or person in charge of the meeting, extra attention is needed. After all, if the example doesn't come from leadership, it becomes very difficult to demand appropriate behavior.

Of course, in some situations, a cell phone is necessary. However, in these cases, asking permission from others and using the device discreetly  is recommended. The key is not  to disrupt the meeting or the conversation between participants.

4 – Posture, education and common sense

As a professional or manager, you must consider that your behavior influences and affects your colleagues . Therefore, avoiding personal conversations during work hours, always maintaining good posture, and not using inappropriate terms and language is the minimum required.

For example, even if you're talking to a friend, don't forget that you're in a corporate environment. So, avoid inappropriate words like nicknames, insults, and the like .

Even in work conversations with clients, maintaining a tone of voice that doesn't disturb colleagues and using more formal language is most appropriate .

5 – Do not share inappropriate messages or content with coworkers

It's natural for employees to have group chats with their department or with colleagues they are closer to within the company. Unfortunately, without control or rules, this practice often degenerates into the exchange of inappropriate messages, pornography, violence, hate speech, and other such content.

It's important to make it clear and agreed upon that controversial topics can hinder relationships between colleagues and, perhaps, even with the organization's leaders. Therefore, conversations about politics, religion, or sexual preferences , for example, weaken relationships and harm productivity.

6 – Be careful with audio and video files on your cell phone

There are many records of the inappropriate reactions to the opening of inappropriate videos and audios, especially at inopportune moments. You have almost certainly witnessed or heard about this. It seems obvious that employees should follow the guideline of NEVER opening a video or audio in work environments, events, meetings, and places where there are many people. Unfortunately, this is not what happens.

7 – Keeping company secrets

It's common for employees in departments that handle sensitive or confidential data to interact with colleagues from other departments. So far, so good. What shouldn't happen is the sharing of sensitive information about their department in group chats, such as situations involving dismissals or reprimands for misconduct , for example. In extreme cases, employees even share photos and videos of colleagues at inappropriate times .

This type of behavior, besides being unacceptable, generates inattention, loss of productivity, intrigue, gossip, and many other problems. In some cases, security incidents such as data leaks (of revenue or trade secrets, for example) can cause major problems with company management. Therefore, it is a situation that should be avoided.

8 – Define rules for using your cell phone and its applications

Using mobile devices correctly in the workplace doesn't mean they shouldn't be used at all . The best way to ensure healthy use is to define basic rules and monitor whether they are being followed .

In many companies, managers define rules for the use of mobile devices, including controls and limitations imposed through internet usage monitoring .

Tip: Business owners, IT professionals, and managers should research, compare, and invest in simple, efficient, and affordable technologies and solutions . Therefore, blocking websites outside the scope of work , controlling internet access (allowing or restricting it) , and monitoring in real time what each employee accesses is the responsibility of management.

9 – Develop a document outlining the company's cell phone usage policy

Many companies adopt this method to inform employees about the company's policy regarding cell phone use in the workplace, aiming for the proper use of the device . This ensures the employee's awareness by signing the receipt of this document. Thus, it is recorded that they were notified of the employer's right to enforce these rules on company premises during stipulated hours .

TIP: Create a template document about the company's cell phone usage policy , accessible and shareable with all employees.

Conclusion

Exaggerating  formality and politeness is preferable , especially in a corporate environment. However, the most important thing is to inform and clarify that the goal is to keep the company focused on productivity and profitability. In this way, the working relationship between employee and employer tends to be healthier, more sustainable, and more productive .