Good practices for using cell phones in the workplace

The use of mobile phone in the workplace is indispensable and fundamental to the daily life of business and companies. The constant evolution of smartphones made them much  faster and more efficient than most computers in the past decade.

The use is so massive that Brazil is already the 2nd country in the ranking where users spend more time online. On average, Brazilians spend 9:13 a day in mobile applications, according to digital report 2024: 5 Billion Social Media Users .

However, professional and unsuccessful use can generate a lot of headache for managers . In many situations, they compromise focus and productivity in companies .

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

Prohibitions for using cell phones in the workplace

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

However, companies have ensured the right to stipulate internal rules that specify what is convenient to 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 the management and control of internet access to available means and channels.

So, restrict or release internet access , determining schedules, defining intervals for use of social networking applications, communication or stipulating breaks and time for personal or corporate mobile activities is a right and obligation of companies .

Even we already deal with this at Lumun Blog , in a previous article: how to create an ethics manual and good use of the internet at work .

Regardless of rules or guidelines, professionals should prevent mobile phone use from undermining the performance of their activities .

However, this is not what usually happens. On the contrary, cell phones are the source and origin of unpleasant situations . In fact, constant and unruly access to the Internet generates inconvenient sounds and warnings and audios shared at meetings or in the midst of colleagues.

To assist, we share some good practices regarding the use of mobile devices in the workplace . We hope they can be enjoyed in your company.

If you prefer, check out our video with a brief summary of the 9 good practices for mobile phone use in the workplace.

1 - Always keep in silent mode

Of course, in environments such as offices, the need for concentration to perform tasks requires silence . But the statistics are cruel. On average, employees are interrupted 14 times a day and take up to 20 minutes to return to the original task. Therefore, constant sounds from cell phones hinder the concentration of the owner of the device and colleagues who divide the same environment. In addition, they create unpleasant and embarrassing at important meetings or events.

2 - Disable application notifications

With so many applications installed the alert display becomes constant . These are social networking notifications, friends' messages on WhatsApp and other communication apps, new Instagram followers, email box messages and more.

Each notification or alert displayed, draws the attention of every surroundings and makes the employee set aside his work to check the news. The frequency of these interruptions is undoubtedly the biggest villain of productivity .

Therefore, to reduce damage to productivity, guidance must be for notifications and alerts of all applications that do not have to do with work .

3 - Attention in meetings and events

At events, where there are more people involved, inappropriate use causes problems for all. Therefore, make it clear that you should avoid access to social networks, parallel conversations or activities that take the focus of the moment . If you are the manager or responsible for the meeting, attention should be redoubled. After all, if the example does not come from leadership, it is very difficult to charge adequate behavior.

Of course, in some situations, the phone is necessary. However, in such cases, asking for permission from others and using the device discreetly  is recommended. The key is not  to disturb the progress of the meeting or the conversation between the participants.

4 - Posture, education and common sense

You, as a professional or manager, should consider that your behavior influences and affects other co -workers . So, avoid personal conversations at working hours, always keeping a good posture and not using improper terms and language is the minimum required.

For example, even if you are talking to a friend, don't forget that you are in a corporate environment. So avoid inadequate words such as nicknames, curses and the like .

Even in customer conversations, maintaining a tone of voice that does not disturb colleagues and using a more formal language is the most appropriate .

5 - Do not share messages or inappropriate content among co -workers

It is natural for employees to have conversation groups on WhatsApp with their industry, or with colleagues with more affinity within the company. Unfortunately, without control or rules, this practice usually goes down for the exchange of improper messages, pornography, violence, hatred messages among others.

It is interesting to make it clear and agreed that controversial issues can disrupt the relationship between employees and perhaps even with the leaders of the organization. Therefore, conversations about politics, religion or sexual preferences , for example, weaken relationships and impair productivity.

6 - Beware of audios and videos on the mobile

There are many records on the inconvenience of reactions to opening video and inappropriate audios. Especially in unhappy moments. For sure, you may have already witnessed or heard. It seems obvious that employees should follow the guidance of never opening a video or audio in work environments, events, meetings and places where there are many people. Unfortunately, that's not what happens.

7 - Save company secrets

It is common for employees of sectors that treat sensitive or confidential data relate to colleagues from other sectors. So far, all right. What cannot happen is the sharing of sensitive information about your sector in conversation groups, such as dismissal or scolding for bad behavior , for example. In extreme cases, employees even share photos and filming of colleagues at unhappily moments .

This type of behavior, besides being inadmissible, generates inattention, loss of productivity, intrigue, gossip and many other problems. In some cases, safety incidents such as data leakage (billing or industrial secrets, for example), can lead to major problems with the company's management. Therefore, it is a situation that must be avoided.

8 - Set rules for mobile phone use and its applications

Using mobile devices correctly in the workplace does not mean that they should not be used . The best way to make use healthy is to define basic rules and control if they are being met .

In most companies, managers define standards for the use of mobile devices, including control and limitations from internet use control .

Tip: Entrepreneurs, IT professionals and managers should research, compare and invest in simple, efficient and affordable technologies and solutions . Therefore, block sites outside the scope of work , control internet access (release or restricted) and tracking in real time what each employee accesses is the management's duty.

9 - Prepare a document on mobile phone use policy in the company

Many companies adopt this method, with the purpose of informing the employee about the policy of mobile phone use in the workplace, aiming at the proper use of the device . Thus, the science of the employee is assured in the act of signing the receipt of this document. Thus, it is recorded that it was notified of the employer's right to charge compliance with such rules on the company's premises during the stipulated time .

Tip: Create a document model on mobile use policy in the company , accessible and shared with all employees.

Conclusion

Exaggerating for  formality and education is preferable , especially in the corporate environment. However, the most important thing is to inform and clarify that the goal is to maintain the company's focus on productivity and profitability. Thus, the employment relationship between employee and employer tends to be healthier, sustainable and productive .