How Do I Keep My Employees From Wasting Time Online?

Question:

As the manager of my department, I would really like to know what measures I can take to reduce, or control non-work related online surfing among my team.

Answer:

56% professionals in the MENA region admit to accessing social networking sites at work as per the Internet Usage in the Middle East survey by Bayt.com. Among those who do not access social networking sites at work an overwhelming 71% report lack of time as the main reason. However, 14% also say that they cannot do so is because these websites are blocked at their workplace. These statistics do indicate definitively that as a manager, you are perhaps not alone in pondering about the issue of controlling non-work related online surfing among your team-mates. Whether it’s an hour spent researching vacation deals or more than that spent trawling through the mini-feeds on Facebook and commenting, this ‘un-productive’ time does cost the organization thousands in wages. Along with loss of productivity, downloading illegal software, music also is an open invitation to viruses that can compromise your organizations IT security. There are two measures that I would recommend, to start off with, while addressing this issue:

1. Research on a good content filtering software and have it installed in your department to police the network for you.
2. Outline a comprehensive online user policy that mentions what an employee can and cannot do online. This policy should also stipulate the uses of company e-mail and regulations on sharing confidential company information. Make sure that every new employee is familiarized with the online user policy as part of the orientation process. Also with passage of time, it is important to update it any new social media.

While it is perfectly understandable that a certain level of non-work related online usage is bound to occur, it is important that your organization/ department does not counteract this issue with a blanket restriction on all social networking sites. This would be simply addressing the symptoms of and not essentially the problem. Apart from the above two measure what I would also suggest (and this is something that requires a bit more departmental introspection by you) that you analyze if your team has a lot of un-filled time on their hands. Is it because they do not have enough tasks assigned? Or is it a motivation issue? The key component in productivity, innovation and job satisfaction is personal and professional development. Thus, a solution for this issue could be to fill wasted time with developmental programs. By looking at providing opportunities for your employees to grow personally and professionally, you will be addressing this issue more holistically.