Ask the Expert - July 2009

 I recognize that Facebook and other social networking sites are an important tool for my business; however, many of my employees are spending too much time on Facebook for personal reasons. What can I do to prevent misuse of social networking sites?

—Anonymous

  Every new technology brings a new set of opportunities and problems. “Cyberslacking” is the term of choice for when employees spend too much time online, and not enough time doing their work. With the influx of the Net Generation (those born after 1980) to the workplace came their social networking sites, such as Facebook and LinkedIn. But, guess what? The older generations use these tools as well. A 2007 survey by the Institute for Corporate Productivity surveyed 322 business executives with an average age range of 36 to 45. The results showed that 65% of respondents said they use social networking sites for business and personal reasons, including sharing best practices with colleagues, getting answers to job related issues, and connecting with potential clients.

Add in other technologies and venues, including Twitter, IM, iPhones, iPods, blogs, podcasts, and so on, plus all the other temptations on the Internet—“CyberMonday” anyone?—and you have a potential problem that goes well beyond Facebook. While there are several approaches to dealing with this problem, such as monitoring employees’ Internet usage, some actually may be too restrictive. You must also consider that if your employees have time to cyberslack on Facebook, they clearly don’t have enough work to do or definitive goals to meet. There is no single ideal solution, but there are several effective solutions, depending on your business’s needs.

Use filters.
If there are sites you don’t want your employees to access, block them. This is the simplest solution, although not a perfect one. While basic firewalls have the rudimentary capability to block sites, using a subscription service such as SurfControl, Websense or Blue Coat allows for more flexibility, as well as usage report generation. By using such a service, you can give Human Resources employees access to Facebook as a recruiting tool, while blocking other employees.

Have an updated e-policy in place.
It’s no longer enough to have a policy that only covers email and Internet access. Your policy should include instant messaging, the use of corporate networks to access web based email, social networking sites, blogging, Twitter, podcasts, and the use of home computers to conduct corporate business. It can also set parameters for how much time an employee may spend on personal business.

Monitor usage.
Your formal policy should notify employees of any monitoring that will take place in the workplace. You must be clear that employees have no reasonable expectation of privacy. Often, just the idea of being monitored will cut down the overuse.

Make sure your managers manage.
If employees are committed to meeting goals, they won’t have time for much cyberslacking. It’s up to your managers to make sure that their employees are actively working at their jobs. Managers still need to set expectations, monitor job performance, coach, counsel, and correct their employees as needed.

Employees want and need clear and frequent performance feedback. Your managers should be setting clear goals with reasonable timelines and specific outcomes, checking in regularly with their staff, and having development plans in place to keep the employees engaged and improving. Managers should also ask for feedback about what their staff’s goals are.

Turn the problem into an opportunity.
Instead of thinking punitively about social networking, consider how it might help your business. Employees don’t want to leave these tools at the workplace door, nor do they see the need to do so.