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The Electronic Workplace

Guest post by: Jennifer Loftus

Article Overview: BlackBerries, Iphones, laptop computers, Myspace, Facebook, and Twitter. These are just a handful of the everyday technology advances impacting most every avenue of life, including the workplace. Along with technological advances in hardware systems, the social networking boom is changing the productivity of the workplace. In today's issue, Astronology reviews some of the many advantages and disadvantages of a more electronic workplace.

The Electronic Workplace

BlackBerries, Iphones, laptop computers, Myspace, Facebook, and Twitter. These are just a handful of the everyday technology advances impacting most every avenue of life, including the workplace. Along with technological advances in hardware systems, the social networking boom is changing the productivity of the workplace. In today's issue, Astronology reviews some of the many advantages and disadvantages of a more electronic workplace. Technical Devices That Help

While many workplaces include landline communications, such as the "old school" telephone, the workplace now includes cell phones and PDAs. Automation has made many pen-and-paper projects and assignments nearly obsolete. In recent times, telecommuting has become of particular interest. Telecommuting seems to be the perfect solution to offices suffering from economic hardships, weather disasters, and even health scares. Sometimes all one needs to jumpstart a home office is a secluded area, a computer, a steady internet connection, and a telephone.

Organizations that require their employees to do a large amount of traveling benefit from using devices such as PDAs (Personal Digital Assistant) or even smart phones, which offer the dual capabilities of a PDA and a telephone. Travel-safe devices help promote the electronic workplace, as workers always have a means to get in contact with their organization, no matter where or when. While this constant contact with work is excellent in a high-touch, deadline driven organization, it can also prove challenging.

For instance, in some offices, cell phone usage can become a problem. Such issues can range from distraction due to a non-vibrating phone ringing, to co-workers using company time to respond to text messages. Internet use has also become an issue for some, as workers spend too much time browsing websites inappropriate for the workplace. Inappropriate e-mails sent to co-workers, and their harassment implications, have also become an issue for some organizations.

To the unaware, these issues may seem overwhelming and thus suggest that it's not worth upgrading the workplace. Fortunately, organizations can prevent the abuse of these devices with some measures such as security filters for web use and specific policies on internet, e-mail, and cell phone use in the office. While many employees may not like the restrictiveness of these measures, in the end, the organization and its employees must strike a balance in order to secure a productive work environment.

Social Networking: Is it for the Office?

Facebook, MySpace, and LiveJournal are just a few of the many online social networking sites used worldwide to connect people to friends and families. On a professional level, these websites help companies connect with various demographics regarding their products and also facilitate talent scouting. As huge as a phenomenon social networking has become, organizations would do well to keep in mind that if not careful, problems could develop.

For instance, one shocked manager found the MySpace page of an employee that featured a video of this employee in the restaurant's facility sink possibly taking a bath. Immediately, the thoughts of health code violations and bad public image would run into the mind of any concerned organizational leader. This instance highlights the dilemma between the office and the online social networking community. Such "publicity" makes many a Human Resource professional nervous at the thought of an employee possibly placing negative and/or inappropriate information about the organization on the internet for the world to see.

There is also a sensitive issue in regards to background checks. While a person cannot complain about invasion of privacy if they post information of themselves publicly, viewing a candidate for hire's MySpace page (or sites similar) will give access to prohibited hiring information, such as disability, race, religion, or age. Rejecting an applicant due to protected class reasons is against the law.

Case law continues to evolve in the area of employee privacy and an organization's use of technology. For example, at the HR/NY monthly breakfast, held February 17th in New York City, Jessica Golden Cortez of Davis & Gilbert LLP provided a thought provoking legal brief. Ms. Cortes shared the latest case law governing workplace e-mail and internet privacy. For instance, in Halpin v. Klein, the court held the legality of tracking employees via GPS and cell phone / BlackBerry, even if the employee is unaware of the GPS function in a company-issued device. In Pollock v. Island Arb. & Med., Inc., the court held that an organization can monitor text messages sent via company-issued phone. The key is to obtain written acknowledgement and consent from the employee to monitor text messages, which many organizations include in an employee use agreement. Overall, notification is an organization's best defense for using electronic data housed on or passed through company-issued property when taking an adverse action against an employee.

In order to avoid the possible negative outcomes of technology, many organizations have tried to put a positive spin on their social networking uses. For instance, the online shoe company Zappos!.com uses twitter to connect with their employees and the outside world about the company and how employees feel about working there. Some companies use instant messaging between workers for faster response time when inquiring about information. In regards to background checks, many companies higher outside agencies to run the background checks for them. If you choose to go this route, please make sure the company follows the Fair Credit Reporting Act. (FCRA).

In summation, no organization can deny the growing popularity of a more mobilized, electronic workplace. Instead of fearing the changes and new updates in regards to technology, try to embrace it by doing thorough research before introducing the new technology. Also be sure to review your policies in order to promote productivity and protect your organization's image.

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Article Tags: astronology, company time, constant contact, driven organization, dual capabilities, economic hardships, electronic workplace, everyday technology, facebook, hardware systems, internet use, landline communications, paper projects, perfect solution, personal digital assistant, school telephone, social networking, technology advances, telephone travel, weather disasters



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