Explain the importance of computer ethics in the workplace

Computers and Ethics in the Workplace

Executive Summary This paper discusses issues with ethics that have derived in the workplace as a result of the use of business computers. The definition of computer ethics is simple; they are a set of moral principles that intend to help with the regulation of the use of computers. Some common problems with computer ethics consist of privacy concerns, intellectual property rights, and the way computers have an effect on people. In other words, computer ethics refers to the ways people take ethical traditions and test, stretch, apply, negotiate and break in the realm of computer technology. As technology continues to evolve, there are a great deal of ethical issues and principles of behavior

Inhaltsverzeichnis Show

Personal Internet Usage
Policies and Training
Make Expectations Clear
Write it Down
Do Not Assume
Personal use of Computers vs Personal Devices
When to be Flexible
Set a Good Example
Common Violations
Computer Monitor

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Corporations, management and employees have to be able to keep up with the changing times in order to be competitive in their profession. The Internet creates an interesting predicament, with many employees utilizing it at work on a daily. The main concern is whether communication and information by way of the Internet should be monitored; this concerns both business and personal communications at work. This issue of employees and the Internet at work is a concern of many employers and managers, because in most cases it affects productivity. These days some employees have taken the use of Internet at work to an even more unethical level of viewing explicit content on work computers and this raises even more red flags for work computers to be monitored and have restrictions. The United States Congress created the Communications Decency Act of 1996 to help with regulating pornographic things on the Internet. In 1997, changes were made to the Act and Title V of the Communications Decency Act affected the Internet and online communications. The most notorious portions of this Act were the ones that related to unsuitable content online. The significant part of the Act was initiated in reply to worries that Internet pornography was becoming an issue to society. If the government could find a way to really enforce inappropriate material on the Internet like pornography, would definitely help to decrease

Employees might expect to use workplace computer resources just like at home, but doing so could put their jobs or their company at risk. Inappropriate use of computers and computer systems at work could jeopardize the security of company data, prevent the conduct of business or even cause colleagues to issue claims of harassment. Workplace standards for the ethical use of computers and computer systems are typically established to prevent these situations.

Personal Internet Usage

Getting Internet access at work is not a free ticket to go surfing. Employees using company networks to shop, perform banking transactions, or access private emails and social media sites can put a strain on connectivity for the entire organization. If Internet access is slowed down by employees misusing the service for personal issues, business use could be hindered or prevented.

Email

Email is a valuable communication tool for exchanging information in the workplace, but improper use of email systems could cost the company in data or business losses. Sensitive data such as trade secrets should not be transmitted by email unless the data is encrypted and the recipient email address is known and authorized. Even when the data is not considered sensitive, email content should always be professional and accurate. Writing a note using company email is like using company letterhead, although the format is less formal – the writer is acting on behalf of the company.

Harassment

Inappropriate jokes, images and videos that can be considered discriminatory or sexually suggestive should never be accessed, viewed or shared on workplace computers, via company emails or using the company’s computer network. Employees who receive, intercept or accidentally view this type of data might find it offensive and can issue harassment claims in litigation brought against the company and against the employee originally accessing or sharing it.

Privacy

Log in information, such as user names and passwords, is created based on the data access needs of each employee, and should never be shared – not even with close colleagues. Since not every employee has the same data needs, access rights vary. If an employee in human resources shares log in information with a friend in sales, she can unwittingly allow her friend to access employment records and other information that has been secured to remain private.

Policies and Training

The ethical use of workplace computers and systems might exist in both information systems security policies and ethics policies issued by human resources or legal departments. Employee training programs are typically developed to cover both. Training approaches might involve classes or web-based training modules, and are provided during new employee orientation and whenever policies are updated, or when the company recognizes a need to remind employees of their legal and ethical obligations.

There are many positives of technology in the workplace and it definitely changed the way that we work. However, there are down sides of it too. Some employers violate basic human rights of their employees and are being unethical due to too much technology. There are many lawsuits on privacy rights and ethical behavior in the workplace. Below you can find the most common dilemmas of technology and ethics in the workplace.

Privacy: Individual’s privacy is definitely an area that has been crossed with the development of technology. Companies can now easily monitor everything their employees do while using the company computer that is given to them. Companies can track social media usage, surfing time on the internet, websites that has been accessed and etc. Obviously, ethical problems and privacy issues may arise when the employee uses the company device for personal issues. Therefore, it is best to distinguish between a personal computer and a company computer. Also, companies should set their policies regarding the usage of company devices clearly. However, we are all human beings and unfortunately, it is not always easy to make this distinction while working on the same device at least 8 hours a day.
Work hours: Before the internet was invented, there was the definition of an 8 hour work day and you were mainly free after you go home. There was also the definition of a workplace because you were only able to do the certain tasks at your workplace. The definition of a work day and a workplace have now blurred due to the improvement of technology. Nowadays, anyone can work from anywhere with an internet connection and is accessible from anywhere with a mobile phone. Nonetheless, just because technology makes you accessible doesn’t mean that your employer can make you work 24/7. This is not ethical because every employee deserves the time to relax and rest.
Employee Communications: There are many court cases and objections for the employers to monitor personal communications on company device but how about if the employer monitors the communications between employees? Do you think this is ethical? Well, this is currently a dilemma because while the employers want to make sure their employees spend their time on work related tasks during work hours, it is really difficult to always focus on work related tasks due to the nature of humans. Therefore, employees should find the balance in between.

Trust is an important part of a successful business environment. It’s also a two-way street; an area that must be maintained between the management and employees. Computer ethics in the workplace is just one of many areas trust comes into play.

When it comes to computer ethics, setting rules must be done in a way that brings the organization together, while still showing respect for employees. Today, we explore the benefits of rules, and how regulations and proper training can help create a positive environment, while also safeguarding your data.

Make Expectations Clear

You cannot expect your employees to follow rules they are not aware of. We all have different understandings and perspectives on certain situations. Add that to ignorance, and a company can be courting disaster.

Take for example flash drives. They’re portable and meant to store data to be used on different devices. However, home computers are notorious for hosting viruses. A well-meaning employee may think nothing of copying work files onto a flash drive in order to put in some hours while at home. A favorable device for the extra work is a home computer or personal laptop. Unknowingly, the employee might save a virus on the flash drive and bring the contaminated drive back to the office an infect the entire network.

This is where proper training can be important. When training new employees make sure to offer thorough, informative sessions with clear guidelines. Include common and more detailed computer policies to make sure all possibilities are covered.

Write it Down

While many competent employees will be proactive when carrying out their responsibilities, some may need constant reminding. Consider posting basic computer rules in a highly visible area. Each employee should also have personal copies of the rules, should they need to refer back to them at any time. The employee manual may be a convenient place to include company policies. Finally, it’s a good practice to have a written receipt (signatures) that employees have read and understand the computer policies.

Do Not Assume

It is easy to assume that everyone has the same moral compass. This assumption, however, will leave you surprised when an employee crosses a boundary. Include specific descriptions and examples about ethics when training employees. To minimize frustrations, remember we each come from unique backgrounds which may represent great cultural diversities and upbringings. It is the management’s job to get everyone on the same page.

Many employers like to assume the individuals they hire are the best of the best. Unfortunately, that’s not always the case. And sometimes even those who start out following company policies may become lax when they are not monitored or reminded from time to time.

For some, if there is no fear of getting caught, breaking rules will happen more often. As such, you may want to keep close contact with your IT people to help determine what types of online activities employees are engaging in. As mentioned above, even the most well-meaning employees can introduce viruses into the network. For those without an IT team, there are tools available to supervise computer usage, which are discussed talk about at the end of this article.

Personal use of Computers vs Personal Devices

Years ago it may have been the norm for employees to checking their personal email on an office computer. Today, people have a wide variety of technical devices and really should not need to use the company computer for such things. Smart phones and pads can easily be used by their owners on breaks if needed. Like other policies, usage of personal devices versus company devices should be clearly stated. Blocking some sites may even be a way to safeguard your network against malware and viruses.

When to be Flexible

For many employees, work is not their life. Though employees are at work to accomplish a job, personal issues can interfere with their mental productivity. Allowing some personal communication outlets can help employees resolve their worries and return to their work tasks.

One example is in the case of parents. With the increasing number of parents juggling work and family duties, it is reasonable to allow open communication in some form. Employees without children in the home may have their own concerns, which can be alleviated with access to communication devices. This can be their own personal cell phone or desk phone. To avoid distracting co-workers, you might include a policy that requires cellphones to be put on vibrate or muted ringers. The ease and quietness of texting can make this even easier on fellow workers. Employers may find it easier to cut down on personal use of company computers simply by allowing employees to keep their own devices.

Set a Good Example

Management should not misuse their power when it comes to their own use of computers in the workplace. All employees should be expected to follow the same rules, regardless of position. A complete act of solidarity will help build a stronger workplace community. Remember, respect can be difficult to maintain if you do not adhere to and respect your own rules. Above all, try to keep the lines of communication open when dealing with your employees, as it can increase honesty and facilitate conversation about computer usage and other policies.

Common Violations

The most common issues that arise when it comes to computer ethics are personal communications and social media. While many employees may avoid using their personal email at work, many will allow friends and family to contact them on their work email. Inappropriate communication is probably less of a worry than social media. People tend to lose track of time when browsing sites like Facebook and Twitter. This can waste company resources, as well as infringing on productivity and deadlines. The best policy is to encourage employees to focus on their job duties during business hours.

A word of caution. It may be tempting to prohibit the use of personal devices in the workplace in order to increase productivity, while decreasing idleness on social media venues. A complete ban on devices is strongly discourage. Portal electronic devices, such as smartphones have become an integral part of society. Banning their use would be, as my mother says, “is fighting words.” Instead, find ways to integrate technology into the workplace. For example, you may encourage your employees to tweet or Facebook company successes. Think of it as free advertising. Or suggest having them setup their company email on their devices. It’ll offer one more way to stay in communication.

Computer Monitor

It may seem unethical to police the actions of competent adults. However, running a flourishing business is your first priority. Computer ethics are something that concerns most businesses in today’s work environment. Personal use of work computers should be kept at a minimum to increase focus on company projects and output.

For companies who have employees with desk jobs, it may be advantageous to incorporate computer monitoring software. Computer monitoring software can be multipurpose. Not only can it help with monitoring employee productivity, but also help with determining billable hours. Computer monitoring software tends to come in two “flavors.” One type is covert, in that employees have no idea they are being monitored, which has ethical issues in itself and isn’t conducive to a mutual trusting environment. The other type of computer monitoring software is more transparent, where employees know and understand their computer usage is tracked. I encourage you to read my review of one particular monitoring system.

The bottom line: Proper training, monitoring, and behavior correction will help keep your business running smooth.