Access to the internet is integral for employees in all modern New Zealand businesses as it’s expected and essential for many jobs. With the rising reliance on the internet in the workplace, the issue of controlling staff internet use is a topic of ongoing debate. The argument for controlling staff internet use often stems from a desire to maintain productivity in the workplace. Distractions such as social media, online shopping, and personal email can all divert the attention of employees away from their tasks, resulting in reduced efficiency and output. By regulating internet use, employers aim to curtail distractions and enhance overall productivity.

So, how can employers best regulate staff internet use in the era of working from home?

Before you control staff internet access, check what your policy says

The question of workplace communication and internet use at work – and whether an internet policy is necessary – raises important legal and ethical considerations.

If you provide company devices with internet access, it’s important to include in the policy the barriers around internet use. The employer has a right to restrict the use of company property and restrict certain websites on a company phone, company computer or other company devices. But to do this you’ll need to make sure use of these devices is strictly for ‘work purposes only’ within your contracts and policies. On the other hand, if you have ‘minimal personal use’ or ‘personal use allowed’ for company devices within the contract or policy, the employee technically has a right to use these devices as they please, so no restrictions should exist. On top of any potential breaching to their rights, there’s retention of staff to factor in. Excessive monitoring of online activities could lead to employees feeling their privacy is invaded and could result in negative morale and reduced job satisfaction.

The rise of flexible working arrangements and remote work has added another layer of complexity to the issue of internet control. With many employees working from home or off-site locations, the traditional model of direct supervision is no longer as feasible. While remote work offers greater flexibility, it also requires a higher level of trust between employers and employees. All remote workers are reliant on internet access to communicate with their teams and complete tasks effectively, and so blocking access to certain websites could hinder their ability to research, communicate, and collaborate. The use of their personal devices at home can’t be monitored and relies on trust. If you notice a performance drop or an employee isn’t devoting work time to work duties this can be managed through formal processes.

Here’s a helpful hint: as an employer, shift your focus from controlling internet use to assessing staff performance based on results and deliverables. This means that internet use can go hand in hand with productivity.

I need to regulate staff internet use – but how to do it?

There are multiple strategies that may be implemented to control staff internet usage, and these include:

• Internet usage policies: employers should establish comprehensive internet usage policies that clearly define acceptable online behaviour, outlining what constitutes acceptable use of the internet during work hours.
• Selective restrictions: rather than implementing broad restrictions, consider selectively blocking access to certain websites and platforms on work devices while leaving room for employees to access sites that are relevant to their work.
• The trust-based approach: build a culture of trust by focusing on results rather than micro-managing internet use. Trusting employees to manage their own time and deliverables can foster a more positive work environment.
• Periodic reviews: regularly review internet usage policies to ensure they remain relevant and effective. Technology and work practices evolve, so policies should adapt accordingly.

We create policies on all sorts of subjects every single day

If you need to commence disciplinary action against one of your employees over their internet use, it’s best to check your policies within enableHR first to ensure you’re doing the right thing.

More widely, if you’re unsure about how to best implement control measures in your workplace or would like assistance in creating a tailored internet use policy for your employees, get in touch with enableHR. This easy intuitive software helps you ditch the paperwork and embrace automation and anytime access whether you’re at work, at home, or places in between so you can ensure your HR processes are streamlined, consistent, and compliant – this means efficiency in things like sending your staff an Internet Use Policy, or updating on workplace expectations, or even revising contracts to specify agreed internet use.

To set up great contracts, policies, and customise many parts of your HR –  with outstanding employee self-service – contact us today.