Personal Use of Computers

Computers are crucial pieces of equipment for many businesses. But what happens when employees begin doing personal business on these machines?

Test Yourself Michele, in the course of her job, uses the computer. Every so often, Michele will use her break time to play Solitaire on the computer. You've never seen her playing computer games on company time, and it doesn't seem to be affecting her work or the work of other employees. What do you do? Tell her to stop Let it slide

But what about the employee who plays games on the computer (or does some other kind of personal business) during work time? Your equipment and computer applications and your employees' habits will guide your handling of personal use situations. Be sure that whatever use you allow or prohibit is clearly communicated to all employees and is consistently enforced.

What should a policy include? Depending on your computer equipment and electronic capabilities, your policy could state that:

• E-mail and other computer files provided by the company are to be used for business purposes only.
• Use of computer facilities for personal reasons is strictly prohibited (or, personal use may be permitted subject to approval).

You may not want to allow an employee to use the computer to create a flyer for his daughter's ballet recital and to print off 250 copies on your laser printer with your paper. However, you may want to allow an employee who is taking a night class to use the computer during lunch and break times to type a term paper. The key is to create a policy that allows you to determine acceptable use and to apply that policy fairly and consistently.

• All computer passwords and codes must be available to the company at all times.
• No employee may add unauthorized or pirated software or files to any machine owned by the business.

If one of your employees buys a great piece of scheduling software for use at home and also installs it on your business's computer, you may be breaking the law. Software has strict copyrights, and "pirating" software is tantamount to stealing and the company is liable. If you want the software, buy it and install it.

• Employees may not use computer files or software brought from home or other sources on the business's computer (to avoid viruses).
• The company reserves the right to enter, search, and monitor the computer files or e-mail of any employee, without advance notice, for business purposes such as investigating theft, disclosure of confidential business or proprietary information, or personal abuse of the system, or monitoring work flow or productivity.
• Software or other business information on the computer should not be copied and taken from the business's premises without permission.

Some companies also place the policy on log-in screens to appear each time the computer is turned on, to dissuade employees from personal use of the equipment.