Project Management

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As a project manager how you handle this situation?

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HAWAZIN ABBASI CEO/ Project Manager| SMART Leaders Solutions Lincoln, Ne, United States
The studies estimated that web surfing costs U.S. employers more than $50 billion a year in lost productivity. The most common issues researched on non-work-related Internet use are productivity loss, Internet cost, and Internet security issues (Saraç & Çiftçio?lu, 2014). Careless employees present serious threats to their organizations when they fail to follow information security and Internet use policies, and such employees lead to reduced job quality and lost productivity (Donahue & Rahman, 2012). Employers are responsible by law for violations when employees misuse the Internet during work time. Misuse can include harassing other employees or creating an uncomfortable work environment by displaying or e-mailing pornographic material (Grover, 2014). You spent long years in the field working in practice and research. You are responsible as a project manager to handle this situation in one of educational organization. Therefore, you have to find a strategy or technology to ensure employees (e.g. teachers) not waste time by using their mobile devices long time for personal activity (more than 30 minutes) during work hours? Also, you need to protect the organization system from visiting untrusted websites by employees, what your strategy?

Thank you!
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Deepesh Rammoorthy ICT Project Manager ( PMP®AgilePM®Certified ScrumMaster® (CSM®))| Australian Red Cross Blood Service Tarneit, Vic, Australia
There are technologies to implement website filters for denying access to 1) Pornographic 2) Gaming Sites. These are routinely implemented in corporate organizations and Educational institutions. You can also deny access to specific social media websites like Twitter and Facebook.

Anything can be controlled or locked down on Corporate or university computers.

The access rights to install software is routinely limited to the technical support staff at corporate offices or universities.

personal Mobile phones are not on corporate network therefore no policy or organization can restrict content being distributed through these mechanisms for the fear of discrimination against citizens who legitimately need to be contactable for family emergencies or are special carers.

Whilst kids under a certain age can have mobile phones which have restricted access, and its the responsibility of parent or guardian to ensure the restriction, You will find it extremely hard to enforce restriction on adults.

Off course if anyone is caught engaging in malpractices like exchanging pornography or harassment using technology, they can be officially reported to the authorities.

One thing that can be done is to enforce a policy to stop the employee from talking or using a personal mobile phone within a work premises if it's reasonably quick for them to leave the lab or a lecture room and attend to that personal call. You can also have a policy for them , not to spend any more than 15 minutes at any given time unless emergency and personal justifiable situations force them to.
...
1 reply by HAWAZIN ABBASI
Jun 30, 2017 8:57 PM
HAWAZIN ABBASI
...
Dear Deepesh,

According to a 2016 University of Nevada study, employees using working hours for non-work activities costs U.S. companies as much as $85 billion a year. As discovered by CareerBuilder.com, adverse consequences of wasting time at work include:
Loss of revenue
Compromised quality of work
Missed deadlines
Negative impact on boss/employee relationship
Lower staff morale
Negative impact on client relationships.

Do you think that use employees performance tracking may overcome above problems?
avatar
Aaron Porter
Community Champion
IT Director| Blade HQ Payson, UT, United States
Assuming that this is a project, there are two approaches I would consider.

First, the easy approach, based on the description provided:
A) Establish a policy for personal phone use. It has to be enforceable, so there should be some flexibility in it.
B) Assuming that the school email and internet are managed centrally, use filtering tools that block content and prevent access to sites based on defined categories. Also look into endpoint security tools that can identify potentially unsafe sites in search results.

Second, the longer approach:
A) Go back to requirements. Work with your sponsor and stakeholders to define your current state and desired state.
B) Conduct a gap analysis and identify solutions that will help you achieve your desired state.
C) Determine which solutions to pursue and then plan/execute.

Regardless of your approach, make sure your sponsor clearly defines completion criteria, so that you know how to determine when you are done and successful.
...
1 reply by HAWAZIN ABBASI
Jun 30, 2017 8:47 PM
HAWAZIN ABBASI
...
Dear Aaron,

Please, can you tell me who else we need to assist us in this project in addition to the project manager? Please, I need them in steps with their roles if possible. For example:
1. Project manager: Manage the project (time, distribute tasks on team, budget, etc.).
2.?
3.?
4. ?
avatar
Vincent Guerard Coach - Trainer - Speaker - Advisor| Freelance Mont-Royal, Quebec, Canada
From the project side, I would check corporate policies are there anything in the organisation assets on the subject?
If not I would try to influence the organisation in putting in place appropriate rules. I would see what rules can be put in place within the project.Aaron suggestion on that part look good to me.
On corporate equipment some restriction are possible, Deepesh summarized it well.
...
1 reply by HAWAZIN ABBASI
Jun 30, 2017 8:30 PM
HAWAZIN ABBASI
...
Dear Vincent,

If there is no policy in place, do you recommend that organization enforce one before enforcing software or hardware technology?
avatar
Adrian Carlogea Australia
While I am not a project manager, I don't think these issues have anything to do with project management. These issues are usually dealt by company policy which generally is being adopted by higher management and enforced by line managers and HR.

If you have a project that has to "deliver" some ideas about what should be done to improve productivity then you probably need some sort of subject matter experts in this area to come with some recommendations. I don't know if such experts do exist.

Nonetheless I can't see how such a project could delivery anything other than some recommendations since policy making is the responsibility of higher management.

Trying to enforce rules such as: the employees can't use their mobile phones for more than 30 minutes per day most likely will irritate them and probably the productivity would go down, but that's just my personal opinion. Also I don't believe that such studies are accurate.
...
1 reply by HAWAZIN ABBASI
Jun 30, 2017 8:27 PM
HAWAZIN ABBASI
...
Dear Adrian,

If you have time, please give a look to the following studies. Thank you!

Saraç, M., & Çiftçio?lu, A. (2014). What do human resources managers think about the employee's Internet usage? Anadolu University Journal of Social Sciences, 14(2), 1-12. doi:10.18037/ausbd.51987

Donahue, K., & Rahman, S. M. (2012). Healthcare IT: Is your information at risk? International Journal of Network Security & Its Applications, 4(5), 97-109. doi:10.5121/ijnsa.2012.4508.

Grover, S. L. (2014). Fair workplace regulation of Internet usage. Asia Pacific Management Review, 19, 99-115. doi:10.6126/APMR.2014.19.1.06

Gökçearslan, S., Mumcu, F. K., Ha?laman, T., & Çevik, Y. D (2016). Modelling smartphone addiction: The role of smartphone usage, self-regulation, general self-efficacy and cyberloafing in university. Computers in Human Behavior Students, (30), 639-649. doi:10.1016/j.chb.2016.05.091

Köpetz, C. E., Lejuez, C. W., Wiers, R. W., & Kruglanski, A. W. (2013). Motivation and self-regulation in addiction a call for convergence. Perspectives on Psychological Science, 8, 3-24. doi:10.1177/1745691612457575

Zoghbi-Manrique-De-Lara, P. (2012). Reconsidering the boundaries of the cyberloafing activity: The case of a university. Behaviour & Information Technology, 31, 469- 479. doi:10.1080/0144929X.2010.549511
avatar
HAWAZIN ABBASI CEO/ Project Manager| SMART Leaders Solutions Lincoln, Ne, United States
Jun 30, 2017 8:16 PM
Replying to Adrian Carlogea
...
While I am not a project manager, I don't think these issues have anything to do with project management. These issues are usually dealt by company policy which generally is being adopted by higher management and enforced by line managers and HR.

If you have a project that has to "deliver" some ideas about what should be done to improve productivity then you probably need some sort of subject matter experts in this area to come with some recommendations. I don't know if such experts do exist.

Nonetheless I can't see how such a project could delivery anything other than some recommendations since policy making is the responsibility of higher management.

Trying to enforce rules such as: the employees can't use their mobile phones for more than 30 minutes per day most likely will irritate them and probably the productivity would go down, but that's just my personal opinion. Also I don't believe that such studies are accurate.
Dear Adrian,

If you have time, please give a look to the following studies. Thank you!

Saraç, M., & Çiftçio?lu, A. (2014). What do human resources managers think about the employee's Internet usage? Anadolu University Journal of Social Sciences, 14(2), 1-12. doi:10.18037/ausbd.51987

Donahue, K., & Rahman, S. M. (2012). Healthcare IT: Is your information at risk? International Journal of Network Security & Its Applications, 4(5), 97-109. doi:10.5121/ijnsa.2012.4508.

Grover, S. L. (2014). Fair workplace regulation of Internet usage. Asia Pacific Management Review, 19, 99-115. doi:10.6126/APMR.2014.19.1.06

Gökçearslan, S., Mumcu, F. K., Ha?laman, T., & Çevik, Y. D (2016). Modelling smartphone addiction: The role of smartphone usage, self-regulation, general self-efficacy and cyberloafing in university. Computers in Human Behavior Students, (30), 639-649. doi:10.1016/j.chb.2016.05.091

Köpetz, C. E., Lejuez, C. W., Wiers, R. W., & Kruglanski, A. W. (2013). Motivation and self-regulation in addiction a call for convergence. Perspectives on Psychological Science, 8, 3-24. doi:10.1177/1745691612457575

Zoghbi-Manrique-De-Lara, P. (2012). Reconsidering the boundaries of the cyberloafing activity: The case of a university. Behaviour & Information Technology, 31, 469- 479. doi:10.1080/0144929X.2010.549511
avatar
HAWAZIN ABBASI CEO/ Project Manager| SMART Leaders Solutions Lincoln, Ne, United States
Jun 30, 2017 12:38 PM
Replying to Vincent Guerard
...
From the project side, I would check corporate policies are there anything in the organisation assets on the subject?
If not I would try to influence the organisation in putting in place appropriate rules. I would see what rules can be put in place within the project.Aaron suggestion on that part look good to me.
On corporate equipment some restriction are possible, Deepesh summarized it well.
Dear Vincent,

If there is no policy in place, do you recommend that organization enforce one before enforcing software or hardware technology?
avatar
HAWAZIN ABBASI CEO/ Project Manager| SMART Leaders Solutions Lincoln, Ne, United States
Jun 30, 2017 10:29 AM
Replying to Aaron Porter
...
Assuming that this is a project, there are two approaches I would consider.

First, the easy approach, based on the description provided:
A) Establish a policy for personal phone use. It has to be enforceable, so there should be some flexibility in it.
B) Assuming that the school email and internet are managed centrally, use filtering tools that block content and prevent access to sites based on defined categories. Also look into endpoint security tools that can identify potentially unsafe sites in search results.

Second, the longer approach:
A) Go back to requirements. Work with your sponsor and stakeholders to define your current state and desired state.
B) Conduct a gap analysis and identify solutions that will help you achieve your desired state.
C) Determine which solutions to pursue and then plan/execute.

Regardless of your approach, make sure your sponsor clearly defines completion criteria, so that you know how to determine when you are done and successful.
Dear Aaron,

Please, can you tell me who else we need to assist us in this project in addition to the project manager? Please, I need them in steps with their roles if possible. For example:
1. Project manager: Manage the project (time, distribute tasks on team, budget, etc.).
2.?
3.?
4. ?
avatar
HAWAZIN ABBASI CEO/ Project Manager| SMART Leaders Solutions Lincoln, Ne, United States
Jun 28, 2017 11:50 PM
Replying to Deepesh Rammoorthy
...
There are technologies to implement website filters for denying access to 1) Pornographic 2) Gaming Sites. These are routinely implemented in corporate organizations and Educational institutions. You can also deny access to specific social media websites like Twitter and Facebook.

Anything can be controlled or locked down on Corporate or university computers.

The access rights to install software is routinely limited to the technical support staff at corporate offices or universities.

personal Mobile phones are not on corporate network therefore no policy or organization can restrict content being distributed through these mechanisms for the fear of discrimination against citizens who legitimately need to be contactable for family emergencies or are special carers.

Whilst kids under a certain age can have mobile phones which have restricted access, and its the responsibility of parent or guardian to ensure the restriction, You will find it extremely hard to enforce restriction on adults.

Off course if anyone is caught engaging in malpractices like exchanging pornography or harassment using technology, they can be officially reported to the authorities.

One thing that can be done is to enforce a policy to stop the employee from talking or using a personal mobile phone within a work premises if it's reasonably quick for them to leave the lab or a lecture room and attend to that personal call. You can also have a policy for them , not to spend any more than 15 minutes at any given time unless emergency and personal justifiable situations force them to.
Dear Deepesh,

According to a 2016 University of Nevada study, employees using working hours for non-work activities costs U.S. companies as much as $85 billion a year. As discovered by CareerBuilder.com, adverse consequences of wasting time at work include:
Loss of revenue
Compromised quality of work
Missed deadlines
Negative impact on boss/employee relationship
Lower staff morale
Negative impact on client relationships.

Do you think that use employees performance tracking may overcome above problems?
...
1 reply by Deepesh Rammoorthy
Jun 30, 2017 9:45 PM
Deepesh Rammoorthy
...
Bosses are equally responsible for low morale of employees.... How about "Boss tracking"? The solution is to have a chat with the employees, tell them one on one what's happening and how it's affecting the company's productivity and offer assistance to help them improve " you can then give them a written warning if they don't improve in a certain agreed time frame... Say two months..... After that If the employee still doesn't improve, there's reasonable proof and grounds for dismissal, protecting the company from lawsuit for unfair dismissal.

Employee review by bosses and 360 degree reviews will help solve a lot of the productivity issues..... Bosses need to show employees that they care about their well being.... Empathize and understand why employees are underperforning first.

Please show me stats where bosses have taken reasonable steps to coach, mentor and counsel underperforming employees.
avatar
Deepesh Rammoorthy ICT Project Manager ( PMP®AgilePM®Certified ScrumMaster® (CSM®))| Australian Red Cross Blood Service Tarneit, Vic, Australia
Jun 30, 2017 8:57 PM
Replying to HAWAZIN ABBASI
...
Dear Deepesh,

According to a 2016 University of Nevada study, employees using working hours for non-work activities costs U.S. companies as much as $85 billion a year. As discovered by CareerBuilder.com, adverse consequences of wasting time at work include:
Loss of revenue
Compromised quality of work
Missed deadlines
Negative impact on boss/employee relationship
Lower staff morale
Negative impact on client relationships.

Do you think that use employees performance tracking may overcome above problems?
Bosses are equally responsible for low morale of employees.... How about "Boss tracking"? The solution is to have a chat with the employees, tell them one on one what's happening and how it's affecting the company's productivity and offer assistance to help them improve " you can then give them a written warning if they don't improve in a certain agreed time frame... Say two months..... After that If the employee still doesn't improve, there's reasonable proof and grounds for dismissal, protecting the company from lawsuit for unfair dismissal.

Employee review by bosses and 360 degree reviews will help solve a lot of the productivity issues..... Bosses need to show employees that they care about their well being.... Empathize and understand why employees are underperforning first.

Please show me stats where bosses have taken reasonable steps to coach, mentor and counsel underperforming employees.
...
1 reply by HAWAZIN ABBASI
Jul 01, 2017 10:50 PM
HAWAZIN ABBASI
...
Deepesh,

I need to apply the policy on managers and staff. Employees are likely to react positively to a policy when the policy applies to everyone and there is no difference regarding the power or authority one has, such as staff versus managers. However, when a policy does not appear to be equitable, some employees may feel disgruntled and may become an insider threat to their company because they do not appear to comply with the company’s policy.

Thank you!
avatar
Sergio Luis Conte Helping to create solutions for everyone| Worldwide based Organizations Buenos Aires, Argentina
I will answer based on I understood.Let me say I lead a hugh initiative to take advantage of BYOD (Bring your own device) three years ago and it achieved the expected benefits to the place where I am working on. First of all: "what you resists, persists". If you need to produce a change you have to understand the Three Laws of Movement belonging to Sir Isaac Newton. I have written an article for the PMI but it is in spanish. 1-studies said nothing about the situation in your own workplace. "Each home is a world" said my grandmother. You have to evaluate your own organization. 2-you have to understand your organization as a whole. Is the basement for systemic thinking. So, if you have to search for a solution you have to understand the components that are part of the solution and belongs to your organizational architecture. In your statement, you are mixing things that belongs to organizational culture (which is a component inside the business layer), others that belongs to technology layer. I wrote an article about a pragmatic method I used for years that was published by the PMI and the IIBA as "best practice". Perhaps it helps: https://www.projectmanagement.com/blog-pos...-right-solution
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