The new year is right around the corner, making this the perfect time to update your employee handbook. Throughout this blog series, we’re focusing on vital employee handbook policies and what you need to include in them to build a comprehensive and compliant handbook for the year ahead. 

In our last blog , we covered the first vital handbook policy you should have: an ethics policy. This policy serves as the foundational guide for employees navigating questions about codes of conduct and ethical compliance. It encompasses a roadmap of expected behavior, emphasizing your company culture. 

Read more about creating an Ethics Policy in the blog post “ Do You Have These 5 Essential Policies In Your Employee Handbook? Part 1: Ethics Policies .”

Building on our commitment to empower businesses with comprehensive policies, we’ll turn our focus to the next important policy, your company’s communications and devices policy. 

“Most of us have company equipment that we can access at all hours of the day,” says Jamie Lucas, HR Business Partner at HRlogics . “It is important that handbooks outline device use policies so that HR teams can ensure appropriate use of company equipment. Not only does this keep things professional but it also makes your business stronger against security attacks and noncompliance.”

Communications & Company Devices Policy: Navigating Technological Etiquette

In today's interconnected workplace, a well-defined communications policy is imperative, particularly when it comes to the appropriate use of devices. This section outlines guidelines for employees using company-provided laptops, cell phones, and other electronic devices:

• Authorized Use: Clearly state the authorized purposes for which company-provided devices should be used. This may include work-related tasks, communication with clients or colleagues, and accessing company resources.

• Personal Use Boundaries: Set clear boundaries for personal use during working hours. While some personal use may be acceptable during breaks, emphasize that excessive or inappropriate use may result in consequences.

• Internet and Social Media Guidelines: Address internet usage and social media etiquette. Specify the kind of websites that are off-limits during work hours and provide guidelines on professional behavior on social media platforms, especially when representing the company.

• Data Security Measures: Emphasize the importance of safeguarding company data. Instruct employees on secure login practices, password management, and the responsible handling of sensitive information to prevent data breaches.

• Device Care and Maintenance: Encourage employees to take responsibility for the care and maintenance of company devices. This includes guidelines on physical care, such as avoiding spills and protecting devices from damage, as well as reporting any technical issues promptly.

• Remote Work Protocols: If applicable, outline expectations for device usage during remote work. Address security measures, such as using virtual private networks (VPNs) when accessing company resources remotely, to ensure data protection.

• Monitoring and Compliance: Clearly communicate that the company reserves the right to monitor device usage for compliance with the communications policy. This ensures transparency and reinforces the understanding that company-provided devices are business tools.

• Connection to other policies: Relate it to anti-discrimination, anti-harassment, and ethics policies.

• Consequences for Violations: Clearly outline the consequences of violating the communications policy regarding device usage. This may include disciplinary actions ranging from verbal warnings to termination, depending on the severity and frequency of the violations.

By providing detailed guidelines on the appropriate use of devices, your communications policy ensures that employees are aware of their responsibilities when using company-provided technology. This not only fosters a productive work environment but also mitigates potential risks associated with improper device usage.

Make it clear that employees, when using company equipment, are acting as representatives of your organization. Emphasize that all company policies extend to every form of communication and all devices. This ensures a cohesive and responsible approach to technology usage.

In the next blog, we’ll cover another vital policy in your handbook: your company’s nondiscrimination policy . This policy will help you foster an inclusive workplace that is free of harassment and discrimination. 

Remain Compliant All Year Long with HRlogics

Stay confidently compliant year-round with HRlogics , your trusted partner for compliance excellence. Outsource compliance burdens — like ACA reporting , Form I-9 verification , and unemployment claims management — to HRlogics, and rest assured that you’re ​​safeguarding the future of your business. 

Our dedicated and knowledgeable experts ensure that your business adheres to compliance regulations seamlessly, allowing you to focus on what you do best. Experience seamless compliance management with HRlogics’ user-friendly software , simplifying complex HR processes and empowering your team to confidently remain in compliance.

The information provided in this blog is for general informational purposes only and should not be construed as legal advice. While we strive to keep the content accurate and up-to-date, it may not reflect the most current legal standards or interpretations.