Manage Virtual Slacking

Years ago it was easy for business owners or managers to get a grip on employees slacking off on the job.  They wouldn’t be at their desk but out back smoking and joking instead of getting work done.  In those days you had the benefit of being able to physically see people slacking off.  In today’s virtual world of the web, MySpace, Instant Messaging, and online games it’s not so easy to manage virtual slacking.

The first step in managing virtual slacking is to establish and present a policy on the matter.  This can be presented as a part of the Employee Handbook, Computer Systems Usage Policy, or internal training.  It’s very important to have a signed understanding from the employees of your expected usage of your IT systems.  Ensure that the message is clear that communication systems are owned and operated by the company and are strictly for the conduct of business and that employees should have no expectation of privacy of any correspondence, messages or information in the systems.  Seek guidance from your Human Resources professional on the drafting of your Use of Communication Systems and Internet Code of Conduct policies.

The Internet is a great resource for information and can help a business work smarter, faster.  The Internet is also a great place for those who want to play games to get quick and easy access to things to do besides work.  Since day one of graphical user interfaced systems, solitaire has been a ready option for information workers to pass the day by.  Today with the resources of the Internet, those who wish to can download and install most any type of games they can think of.  One of the first steps to prevent this is to limit user’s access to install applications to their computer system.  This not only prevents users from loading games, but also file-sharing programs, instant messaging applications, and many other non-work related software.  Additionally this software often drastically increases the risk of introducing viruses and spyware to your network resulting in additional lost productivity.

Another way to prevent misuse of the computer systems is to cut it off at the gateway.  Firewalls and Content Filtering Systems can monitor and block Internet usage based on the policy of the organization.  Firewalls can be configured to only allow approved usage of the Internet such as web browsing and email traffic while blocking use of Instant Message applications, online games, and/or File-sharing programs.  Policy based Content Filtering systems can restrict what sites or types of sites are authorized for use.  These systems can also be used to simply monitor how employees are using the Internet to include who is accessing what and when.

Email use is often abused through excessive personal emails.  In addition to the time spent drafting and reading non-work related emails, usually junk mail with oversized or inappropriate attachments drag internal email systems down and take up valuable system resources.  As with downloading programs from the Internet, some attachments contain viruses or other threats to unprotected systems.  Businesses with internal systems can often keep tabs on email usage through establishing email archives that capture copies of all emails sent to and from an organization.  This allows business owners to protect themselves from inappropriate use of the messaging system, recover lost email, and meet industry message retention requirements.

Start managing virtual slacking by establishing a solid foundation via an organizational policy that sets employee expectations on how the systems are to be used.  Seek the guidance of your HR and IT professionals on what policies and system configurations are best suited for your organization.