Procrastination problem present in almost all offices and companies today.
Through the misuse of technology , many companies suffer from decreased performance and low task completion rates among their employees. Distractions are numerous: cell phones, social media, WhatsApp, videos, and other abstractions that end up draining employee productivity .
But it's not just about distraction: unauthorized access to malicious websites can lead to problems such as malware downloads and leaks of confidential information. Therefore, the problem goes beyond procrastination, also affecting information security !
In this scenario, one of the biggest challenges for entrepreneurs is finding ways to increase their employees' focus while improving internet security. It's rare to find a business owner who doesn't have this problem in mind, considering that the number of digital distractions and dangers increases with each new product launched by the industry.
Even if the scenario seems unfavorable, the market already offers effective techniques to combat online procrastination! There are tools available on the market that allow you to control internet access .
Learn more about them below.
Web Filter
Web filtering is a solution that restricts access to unwanted content on the internet. Through its implementation, it's possible to control the websites a user accesses when using a computer or mobile phone. If an employee tries to access a website that doesn't comply with company policy, the page will not load in the browser.
Some solutions also offer a layer of security for company networks and computers by blocking harmful websites. As will be seen later, the best way to implement a web filtering solution in a company is to create access control policies by employee department, according to the functions they perform.
For example, the marketing department may need broader access for content production and research, while finance employees need less variation in access and more restrictions to prevent a potential data breach.
But how does web content filtering work?
DNS Filter
Web filtering works by IP addresses that contain irrelevant, offensive, or potentially dangerous content on the internet. This form of access limitation is technically known as DNS filtering . This filter selects which content is allowed or not, according to the access policy implemented through an internet access control .
DNS filtering can be done for specific websites or also for website categories such as Social Networks, Entertainment, Pornography, Games and Betting, and many others. At this point, using an appropriate solution is important to avoid wasting time and risks.
A manager who wants to control their employees' internet access has two options:
- Allow access to all websites, with the option to choose specific websites or categories to be blocked .
- Complete blocking, with access only to useful websites that fall within the company's scope of work.
Regardless of the choice, ideally a study should be conducted on the websites accessed by company employees in order to determine the best course of action.
That's because, through the Lumiun service , your company can:
- employee internet access
- Obtain and evaluate access reports for the most accessed websites and categories by device, employee, and department.
- Based on the data and analysis, configure the ideal access policy for each group.
Access policies can be defined based on criteria that guarantee a certain degree of flexibility for specific departments and times of day. This is because, as discussed, some departments generally require broader access, such as Marketing, Human Resources, Legal, and others.
Releasing certain content at specific times of the day can even serve as a relaxation tool for employees , since access to informative websites can be determined during lunchtime, for example.
Ultimately, it all comes down to communication and common sense : a good conversation between managers and employees can help define restrictions without creating an atmosphere of animosity in the office.
Restricted content
Much has been said about restricting access to certain websites, but it's interesting to better understand which sites most affect productivity at work.
Currently, some topics require greater attention from managers when considering what can or cannot be accessed within the company. Below is a list of content that primarily serves to distract the team:
Social media
Facebook , Instagram , and Twitter are the audience champions on the internet, and although they are not the only social networks, they are the giants of the field. While the proper use of some of these networks can be beneficial to the company , it is difficult to imagine that employees will use them solely for the benefit of the business.
In this case, it's worth remembering the previous tip: some departments and employees may need access to networks, especially when it comes to communication and press relations .
But for those who don't need social media to carry out their activities, it's worth limiting access. Without this huge source of distraction, the tendency is for increased productivity.
Online shopping
It's common to see employees browsing shopping websites during work hours. The proliferation of e-commerce platforms, such as Mercado Livre and OLX , leads people to lose hours "jumping" from one product to another. Often, this practice completely distracts employees from their job, as they access different products in an endless sequence.
Besides the problem of procrastination, the practice of buying from shady websites can lead to credit card cloning, leaks of financial information, and other issues.
Streaming sites
YouTube , Spotify , Netflix … The list is long. Video and music streaming sites have captured a large share of the digital entertainment market. Access is easy on both computers and mobile phones, therefore, extra caution is needed.
Again, it's important to emphasize that some employees know how to make good use of music to increase productivity , as it helps them focus on the task at hand. In this case, it's up to the manager to decide whether or not it's worthwhile to allow, in a controlled manner, the use of some of these tools.
Personal email
The use of personal email is rarely welcome in the workplace, and restricting access to personal email can prevent employees from spending part of their time resolving personal issues in the professional environment.
It is also important to encourage the mandatory use of corporate email in the workplace , keeping professional and personal matters separate.
Instant messengers
Communication through messaging apps like Skype and WhatsApp facilitates the daily operations of many offices around the world. However, it's possible to fall into procrastination with the misuse of such applications.
The key is to designate a standard company communication program, limiting the use of unauthorized communication applications.
The efficient use of communication tools is essential for company productivity ; therefore, it should be part of a detailed plan that is shared with employees.
Information and entertainment websites
Who hasn't ever gotten bored or distracted and gone to a news portal to check the latest news? There are many content and information portals that seem harmless to business, but which also encourage users to procrastinate.
Although it may seem trivial to some, accessing content irrelevant to work takes the focus away from the job, since distraction reduces employee productivity .
Therefore, it is also essential to reduce or block access to news and entertainment websites.
Sites with malicious or inappropriate content
It's common knowledge, but it's worth highlighting: malicious websites, such as pornographic or gambling sites, should never be accessible to employees. Besides being completely inappropriate for the workplace and a cause for procrastination, they also pose serious risks to the entire network due to the number of viruses found on these sites.
Protect your business
In addition to productivity, the company must focus on the information security of the content it handles: information leaks , malware contamination , and other problems can arise from the unsuccessful implementation of restrictive software. Therefore, internet access control in general should be done through the use of an appropriate solution .
Lumiun is a service that manages and controls internet access in companies, increasing security and productivity. If you would like to know more, schedule a demo with a consultant. It's quick and without obligation .
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