
Treat the intranet as a child, not your employees
Like a child, an intranet is a lot of work – and if done properly, the rewards are enormous.
Also, like a child, the intranet however can try your patience like no other business system. Successful intranets require more than just hard work – they require a lot of nurturing, patience, and understanding. This is what I would call smart parenting or smart governance.
Patience is key however because the rewards often take years to bear true fruit. Successful intranets like some profiled here on Intranet Blog take many, many years. The intranet is a complex, and often very emotional, business system. It is not just a website or another communications tool. It’s a representative ecosystem of the entire business.
Your employees, however, are not children. Treat employees like children, and you better dam well expect questionable behavior.
A client organization of many thousands of employees came to me with a problem – one of the businesses was forcing employees to accept an online compliance agreement for using their computer – every day. Let me repeat: forcing employees every day to accept an online compliance agreement for using their computer for work. Wow. I’d love to meet the guy who came up with this idea. Now, I don’t mean to sound sexist, but I’m convinced that only a guy could come up with this – and likely someone with a military or football background.
I dare anyone to prove to me how this benefits anyone – especially the company. Please convince me that as we stand on the precipice of the greatest labor shortage in the history of modern business how such a forced daily compliance routine will engender employee satisfaction and employee retention. Come on, convince me. I’m looking for a good argument.
Just about every company has an employee conduct policy that new employees are expected to sign. But let me ask you, does your organization have a daily employee compliance procedure for…
- Making a phone call
- Using the bathroom
- Eating in the cafeteria
Yeah, exactly. So why the hell would apply such a tyrannical rule to using a computer? Treat an employee like a child and the predictable will ensue:
- Decreased productivity
- Decreased employee satisfaction
- Decreased employee retention
- Decreased customer satisfaction
- Decreased earnings
Employees as adults
Of all the dozens of intranets I have worked with – and hundreds I’ve seen and used – almost all companies have corporate polices on Internet and intranet usage. However, I have yet to come across a company that has ever forced any employee to agree to any form of compliance or agreement on a daily basis. Sometimes, very rarely, compliance is a one-time agreement online where the user selects ‘yes’ or ‘no’. More common is a set of policies attached to the employee conduct agreement that is either agreed to by the employee upon hire or on a semi-annual basis.
Additionally, in an overwhelming majority of large established companies, employees are bound by a policy or disclaimer that is published on the intranet home page and/or available within the footer of all intranet pages.
Fidelity Investments Canada has a link at the bottom of all pages to “Important Legal Information” which links to their page outlining the employee’s obligations regarding acceptable use, confidentiality and distribution. The same link and policy is promoted on all pages of the Fidelity Investments global intranet portal, Fidelity Central.
One of the big banks (a client) has an online code of conduct test that employees have to take every two years. It incorporates an "Information Technology Use" section included. Employees have this in their personnel file to prove knowledge of and agreement to the code of conduct. These policies detail the company’s right to monitor emails/internet usage, downloading inappropriate info, etc.
HSBC has a one paragraph disclaimer at the bottom of the intranet home page. There are also links to established policies on “acceptable use” which all employees must sign-off on.
Wachovia has a link at the bottom of most of their main intranet site pages called “Usage Policy”.
Capital One has a link entitled “Disclaimer”; Bank of Ireland has a link called “Group Intranet Guidelines.”
What if employees surf porn?
Let them surf porn, and eat cake. I expect that some employees will do naughty things – online and offline – regardless of company policies and compliance. Personally, I’d rather empower employees to make the right decisions – just like we do with their day-to-day jobs. I’d also like to give employees access to whatever they like.
If employees surf porn during the day, then I’ll make a decision on their employment based on that behavior. I’d prefer to find out based on their behavior rather than rule over them with a big stick. This is also a natural retention tool – it separates the wheat from chafe.
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© 2006 Toby Ward - Prescient Digital Media