How to tell people not to be stupid... professionally

[LittleTaz]

Ok, I need some help with how to word something...

I'm in charge of our company's cell phones. The company has been around for a while, but nobody ever created a policy on acceptable cell phone usage, so guess who gets to create it? Now, let me say first that I am normally not at a loss for words, but when confronted with the task of telling people how to not be stupid, the words are just escaping me...

Here's the point I need to get across. You know all the cute little quizzes, games, etc. you can play online? How much do you know about ancient TV shows? What movie star are you most compatible with? See your horoscope for the next 600 years. Yeah, those things. Well, most of them are harmless time killers, it's the ones that ask for your cell phone number so they can send you a PIN to get your results that I'm focusing on here. There are also the "Get this cool new hip hop ring tone just for texting the word DORK to 55067" ads on TV and online that are potential problems.

I have sent 2 company wide emails telling people "STOP IT!". When you send that text or give them your cell phone number, you are also agreeing to sign up for some ridiculous service that you probably don't even know you have, will never use and the only trace of it will be in the $1.99 - $19.99 month charge on the company bill. After the first email I actually had one guy tell me, "But all I did was get a PIN to get the results of my IQ test!" :skep: Really??? Next time you want to know that, call me, I'll tell you that you're a moron for free!

So I need some way to phrase this in a document that doesn't come right out and say, "This is a business tool, stop being stupid!" And honestly, that's the best I've come up with...

Ideas?

[Corey]

Easy, write up the policy on paper. In the policy, spefically state that any superfluous charges that show up on a bill from unapproved vendors will result in the employee footing the bill for the excess charges and a written warning. Continued abuse of the policy will lead to appropriate punishment.

Then make the employees read it and sign it, making it crystal clear that violation of the agreement is grounds for termination if repeated abuse of policy takes place. Hit the retards in their wallet and they'll start taking notice.

[Papa_Complex]

"You will be invoiced personally for all non-business related ancillary charges."

[Particle Man]

All your cell phones are belong to us...

[t-homo]

I think the first suggestion is about the best.

[LittleTaz]

Par for the course... 2 excellent and helpful comments and then along comes Partical Man... :lol:

Thanks!

[Particle Man]

Par for the course... 2 excellent and helpful comments and then along comes Partical Man... :lol:

Thanks!

sorry, couldn't help myself.

Either what was noted above or something along the lines of "Only business related phone charges are reimbursable"

[Archren]

Par for the course... 2 excellent and helpful comments and then along comes Partical Man... :lol:

Thanks!

They accidentally the whole cell phone? :lol:

[Angee]

Oh PLEASzE don't get me started on corporate stupidity! Ok, I'm gonna try this, but you KNOW how I can be... :lol:

Effective immediately, any frivolous charges made to company cell phones will not only result in you paying the additional fees, but will also result in a $10 surcharge (wage-deducted) PER OCCURENCE. After 3 occurences, you will be suspended. After 5 occurences, you will have plenty of time to text and play on YOUR phone as you will be unemployed. If you want to find your IQ, please see the size print on the bottom of your shoe.

[Particle Man]

Oh PLEASzE don't get me started on corporate stupidity! Ok, I'm gonna try this, but you KNOW how I can be... :lol:

Effective immediately, any frivolous charges made to company cell phones will not only result in you paying the additional fees, but will also result in a $10 surcharge (wage-deducted) PER OCCURENCE. After 3 occurences, you will be suspended. After 5 occurences, you will have plenty of time to text and play on YOUR phone as you will be unemployed. If you want to find your IQ, please see the size print on the bottom of your shoe.

:rockout:you tell 'em

[Corey]

Par for the course... 2 excellent and helpful comments and then along comes Partical Man... :lol:

Thanks!

By the way, what kind of phones does your company use? Is your company able to limit the access to the phones by eliminating or locking down data access through the phone company, or have them assist you in setting up the limits? Or is it something like a BES setup with a network of blackberry phones that you can restrict access at the BES server level? If the phones are used just as a source of keeping employees in contact with the job, then anything more than a voice plan is a potential source for the problems. Eliminate the data plans and you may be able to cut down on their shit.

[LittleTaz]

They accidentally the whole cell phone? :lol:

When I saw he had posted that is exactly what I expected to read! :rofl:

[Particle Man]

When I saw he had posted that is exactly what I expected to read! :rofl:

:whistle:

(and for the record I'm serious enough during the work day that I get tired of it ;))

[LittleTaz]

By the way, what kind of phones does your company use? Is your company able to limit the access to the phones by eliminating or locking down data access through the phone company, or have them assist you in setting up the limits? Or is it something like a BES setup with a network of blackberry phones that you can restrict access at the BES server level? If the phones are used just as a source of keeping employees in contact with the job, then anything more than a voice plan is a potential source for the problems. Eliminate the data plans and you may be able to cut down on their shit.

Unfortunately, everyone has text capability. They either have a text 300 plan or a full data plan if they have a PDA type device. I can block 3rd party charges with Sprint, but I have to do it line by line, can't do it for the whole account. We have about 150 lines and I'm trying to avoid having to spend the time on the phone with a CSR doing that.

[Papa_Complex]

What's their talk time like? Do they generally go over?

One thing that we did, was to offer a dollar amount monthly to be put toward a cell account. If they went over, it was their own issue.

[buzzcutt2]

At my company we are forced to review our monthly bill, sign it and pay for any personal calls that were made or received.

There is a policy somewhere that states it is only to be used for business.

[Corey]

Unfortunately, everyone has text capability. They either have a text 300 plan or a full data plan if they have a PDA type device. I can block 3rd party charges with Sprint, but I have to do it line by line, can't do it for the whole account. We have about 150 lines and I'm trying to avoid having to spend the time on the phone with a CSR doing that.

That sucks. What actions are you approved to take in order to enforce the policy? Is the company willing to step up and enforce some kind of monetary punishment or possibly release a person based on the violation of the policy you want to set in place, or are you kinda fucked into wrist slapping and finger wagging? If the policy won't be enforced with obvious consequences and supported by the top brass, then I think you're hands are tied in the actions you can actually take. This has to be enforcable and supported all the way up to the top or else someone will find out that the only thing that will happen is a whole lot of nothing, and nobody will change their habits.

[VFR Rider]

Like they said, you write the policy that cell phones provided by the company are for acceptable business use only (define what consitutes acceptable) and charges will only be reimbursed for business related expenses. Any additionaly charges associated to non-business use will be billed to the employee and/or deducted from their check (have to see if this can be done).

[LittleTaz]

Ok, right now, when the bill comes in I go over it. I have everyone on a pooled minute plan, so I'm not having a problem with going over the total minutes. If I find any of these 3rd party charges, I send an email to the employee, their supervisor and HR telling them what the charge was, reminding them that they can't do that and that the charge will be deducted from their paycheck. HR takes over from there and handles the deduction. The main problem is that the lady that was handling it before me had about 50 other jobs in addition to this one and just didn't have the time to spend on it. So, some of them got used to no one checking it and got a little lax about things. Also, when I send the email, I copy and paste the actual charge line from the bill which never says exactly what was done to incur it, just the company it's from. Then I immediately get the indignant employee saying they didn't download anything and that's a bogus charge. When I start questioning them about other things they may have done, they invariably remember something that they thought was harmless. This policy will be more for new employees, although a copy will be sent out to current employees. It seems simple enough to me, but you know what they say.... Common sense really isn't that common...

[Particle Man]

Ok, right now, when the bill comes in I go over it. I have everyone on a pooled minute plan, so I'm not having a problem with going over the total minutes. If I find any of these 3rd party charges, I send an email to the employee, their supervisor and HR telling them what the charge was, reminding them that they can't do that and that the charge will be deducted from their paycheck. HR takes over from there and handles the deduction. The main problem is that the lady that was handling it before me had about 50 other jobs in addition to this one and just didn't have the time to spend on it. So, some of them got used to no one checking it and got a little lax about things. Also, when I send the email, I copy and paste the actual charge line from the bill which never says exactly what was done to incur it, just the company it's from. Then I immediately get the indignant employee saying they didn't download anything and that's a bogus charge. When I start questioning them about other things they may have done, they invariably remember something that they thought was harmless. This policy will be more for new employees, although a copy will be sent out to current employees. It seems simple enough to me, but you know what they say.... Common sense really isn't that common...

Sounds like you need more than a memo...

[buzzcutt2]

We also have pooled minutes...but they insist that we review and pay for any non-business calls. This way the policy is consistent - they don't have to worry about if we go over the pooled minutes or not.

[Corey]

Ok, right now, when the bill comes in I go over it. I have everyone on a pooled minute plan, so I'm not having a problem with going over the total minutes. If I find any of these 3rd party charges, I send an email to the employee, their supervisor and HR telling them what the charge was, reminding them that they can't do that and that the charge will be deducted from their paycheck. HR takes over from there and handles the deduction. The main problem is that the lady that was handling it before me had about 50 other jobs in addition to this one and just didn't have the time to spend on it. So, some of them got used to no one checking it and got a little lax about things. Also, when I send the email, I copy and paste the actual charge line from the bill which never says exactly what was done to incur it, just the company it's from. Then I immediately get the indignant employee saying they didn't download anything and that's a bogus charge. When I start questioning them about other things they may have done, they invariably remember something that they thought was harmless. This policy will be more for new employees, although a copy will be sent out to current employees. It seems simple enough to me, but you know what they say.... Common sense really isn't that common...

Cut the email out of the equation completely. If you have to print it, print it, but get it on paper. In fact, print the line item charges, plus a written statement to be signed by the employee along the lines of "I have been informed by management that I am in violation of the previously signed phone policy. I understand that this charge is a violation of the previously signed policy, and that continuous abuse will result in my termination of employment for continued policy violation."

Have the employee sign next to each line item charge that they are responsible for, as well as the violation of terms paper. Give them a copy, and keep the original in their file. If it becomes a continual problem for these employees, you'll be able to shit can them with a record of their violations so they've got almost no recourse.

[LittleTaz]

Great suggestions! Thanks, everyone!

[VFR Rider]

If you can already trace the charges to a specific person then you are way ahead of the game. All you need is the policy which is rolled out to and signed by everyone who has a corporate phone.

The generalities of the policy are that a) the phones are for acceptable business use only, b) any charges associated with personal usage will be billed back to the employee, c) continued abuse or inappropriate usage of corporate phones may also result in further disciplinary action, including termination.

This is in a large part why many company's won't provide corporate phones. The hassle of having to have one person sit and deal with all of the administration is too much.

The other option is to have your carrier bill the individuals and then have them submit expense vouchers for the appropriate business usage.

[azoomm]

Cut the email out of the equation completely. If you have to print it, print it, but get it on paper. In fact, print the line item charges, plus a written statement to be signed by the employee along the lines of "I have been informed by management that I am in violation of the previously signed phone policy. I understand that this charge is a violation of the previously signed policy, and that continuous abuse will result in my termination of employment for continued policy violation."

Have the employee sign next to each line item charge that they are responsible for, as well as the violation of terms paper. Give them a copy, and keep the original in their file. If it becomes a continual problem for these employees, you'll be able to shit can them with a record of their violations so they've got almost no recourse.

I think that's it right there.

Email is easy. Well, too easy to scan over and delete - for THEM. You need to make it something they can't ignore.

[Ninjakel]

When I was working, I had a Nextel from my employer. If I went over the alloted minutes, it was deducted from my check., that was until I went into management. Then it was a free for all. :lol:

[Rider]

I say blunt force trauma to the head.

Write something like this.

Company cell phone are provided so that you can conveniently conduct business in AND out of the office. The cell phones are not for personal business and if abuse of cell phones continue, you will be reprimanded in a manner that management sees fit which includes but is not limited to, paying for personal phone calls or services, loss of cell phone usage, and or termination.

[Rsv1000R]

My company allows personal business on our phone, it's the price they pay for making me carry around their phone and being available all day long. But the stupid add-on I would have no problem being told to not use them, and if I did I would have to pay for them.

But I think you should send your original post out, tell them they'll have to pay for it out of their pocket by putting money in a timeout jar, and that you're going to send an email to their boss every time they screwup. Their bosses are going to get tired with the stupid emails, and will kick their asses for you.

The only way to modify bad behavior is to make said behavior painful, We all seem to learn faster when it hurts.

[Destitute]

Let the employees know about the deceptive offers and how to avoid them. If you're threatening to fire people over a $2 phone charge, I think you have bigger problems. Cost of doing business.

[Rider]

Let the employees know about the deceptive offers and how to avoid them. If you're threatening to fire people over a $2 phone charge, I think you have bigger problems. Cost of doing business.

I don't think the problem is 1 $2 phone call. It sounds like there are several.

[the chi]

Corey and Rider really nailed this one on the head, I would go at in the manners they suggest, and definitely have people sign off for it. To me, it is merely common sense that you dont do crap like that on a work phone, but...:idk:

http://i113.photobucket.com/albums/n210/raerr/common_sense_.jpg