Do you have an acceptable use policy? Acceptable use policies are often viewed as putting an unreasonable burden on employees and managers in the small business environment. These thoughts are often built on the notion that the owner/manager trusts the employees and “no one would ever do that”. Here are five reasons why the small business should consider an Acceptable Use Policy (AUP) in the organization.
- Expectations are set for the employees – When a company places a computer in front of the employee, there is a basic question in the mind of the employee. “What am I allowed to do with this computer?” Am I allowed to connect to it from home using GoToMyPC? Am I allowed to put iTunes on the computer? The AUP clarifies these questions.
- Expectations are set for the company – Similarly, the manager does not have to wonder if the employee is using the company computer to print their Christmas cards, or remember if he let anyone do that last year. Consistent treatment of employees is important in the event of employment disputes. The AUP sets forth the guidelines of consistent expectations.
- It protects the employee – Is it ok for you to surf the Internet at work? How about over lunch-time? Can I use my company-issued notebook computer to watch the latest James Bond movie on dvd at home? Answers to these questions should be embedded in the AUP. For instance, if personal surfing of the Internet is allowed over lunch time, then it should be stated in the AUP. Without an AUP, how is the employees to know what’s allowed and what’s not?
- It protects the company – No one wants to work in a hostile environment, and no one wants to create a hostile workplace. Anytime someone views adult-oriented material on their computer in the workplace, the company may be accused of creating a hostile work environment. If there is a policy in place whereby employees know in advance that certain behaviors will not be tolerated, the risk of lawsuit may be reduced. Basically, employees need to know what is acceptable and unacceptable behavior.
- It may keep an employee from activities that are a little “over the line” – I once worked with a lady who would spend time during the day working on a database of her jewelry customers. Our AUP was exceptionally vague, but most people would view this as being unacceptable. But, she saw nothing wrong with it! This is a case of an activity that I would view as over the line of acceptable behavior. The AUP should deal with this.
As you read these comments, remember that I am not offering legal advice. If you have questions about employee discipline, termination or unacceptable behavior, you should consult your own favorite legal counsel.
- Dan
