Does Your Job Need a Communications Contract?

Are you on call 24/7?

Should you be expected to be?

There are some jobs that require it.

But in this day of cell phones, text messages, and more, should you be required to be on a technology leash?

Do you have clear expectations and boundaries around your communications?

Where is the Boundary?

Technology continues to rapidly change our daily lives. We are now in almost constant touch.

With social media, mobile email, and so on, the lines have become so blurred that there does not appear to be any boundaries.

This is happening both at work and in our personal lives.

Consider the following stories that people have recently related to me:

Text Messages at Night – A boss that sends text messages at night with topics to be discussed in the AM. OK, then let’s discuss in the AM! Do you realize that a text message sets off an audible alert in most people’s homes?

Cell Calls Anytime, Anywhere – Team mates that call at 930PM about non-urgent matters. Just because you are currently working does not mean that I necessarily am.

Emails Day and Night – Expecting emails to be read day and night. Colleagues sending emails at 1115PM and asking first thing in the morning, “Did you get my email?”

Where are the limits? Are there any?

Reaching a Truce

I believe that there is a movement afoot that is trying to achieve balance in the workplace.

The tide is turning.  However, this time it is turning in favor of the individual.

Some people would say that the employer holds the ultimate power in this negotiation. And that in these troubled times, people will be happy to have a job regardless of boundaries.

I disagree. People are pushing back against the constant communication and needless barrage of personal interruptions.

Should your boss have the right to ring a bell in your house (or pocket) at all hours of the day?

What is acceptable? When is off hours? What methods can they use?

It is time for a truce.

A Contract Needed

What we need is clear expectations for both sides.

Companies are quick to institute policies around computer usage, Internet access, and even social media.

But, I haven’t seen many companies that have a policy for communication standards with employees.

Let’s set some boundaries. Let’s prevent some interruptions and protect some personal privacy.

Here are 5 basic things that should be in a communications agreement:

  1. Hours – When are you on call? Should you be checking email on the weekend? Spelling this out will set the ground rules for when employees should expect to be “on call.”
  2. Channels – With so many different mediums available from email to cell phones, what is acceptable? Is instant message acceptable outside of work? What about text messages?
  3. Expectations – Set the standards in advance. Define what communications methods are appropriate for different situations. For example, email is for non-urgent issues and will only be checked daily. Also, if there are acceptable “return times,” then the team will be more patient to wait for a response.
  4. Emergencies – What constitutes an emergency? What can wait? Define this is advance to prevent unnecessary intrusions and interruptions.
  5. Unacceptable Use – Let’s get bold and define what is not acceptable. What crosses the line between business and personal? What is out of bounds? What is an employee to do if they feel the contract is not being upheld?

These would be a good start for most companies.

Setting a Boundary

Do you need clearer communication boundaries in your job?

Are you on a technology leash that constantly tugs on you?

Let’s reclaim our privacy and personal time.

Let’s set some expectations around what is acceptable.

Let’s stand up for our personal time and rally against those interruptions.

Maybe it is time for a communications contract that defines the limits of acceptable use.

Does your job need clearer communication limits?

4 thoughts on “Does Your Job Need a Communications Contract?

  1. In my opinion, people are more productive in their jobs when they have time away from them. A typical office worker spends around 8 hours a day in their job.But, if they are totally connected outside those hours work interferes with activities that ought to provide rest and relaxation –> something we all need to feel fulfilled and refreshed, which provides us with the opportunity to be productive when needed.

    When allowed to be unteathered from professional responsibilities during evenings and weekends (and, yes, holidays) professionals have the opportunity to refresh and re-energize. Thus, enabling them to be well rested and become more fully engaged in their professional responsibilities during office hours.

    Burn out syndrome is avoided when a workforce has ample leisure time to spend doing as they will to entertain themselves, spend time fully connecting with family, and enjoy the value of their friendships. Being available to your professional responsibilities interferes with these activities and creates a workforce that is tired and unproductive.

    It is my belief that most of us do not need that 24/7 access to our jobs. In my experience, most of the work actually takes care of itself when I’m on extended holiday and unavailable to emails and phone calls.Ultimately, most of what we do as professionals is not life threatening and often less urgent than intially thought.

    People are more than willing to contact me during my office hours. I have created and maintained a clear distinction between work time and home time where neither crosses into the other. This creates a more enjoyable life experience.

  2. So true, Craig. The first contract however needs to be with yourself. Much of the interuption is self imposed. One tip would be to change that email alert on the blackberry to silent at 5:00 or whenever the day is “supposed” to be done. I know I personally struggle with the urge to reply or action on email’s received in the evening even though there wasnt any expectation of such. Most professionals are leveraging the age of technology to flex their work hours. Kid has a school activity you want to attend during the day? – you might follow up on emails in the evening to make up the time and thats OK as long as you dont expect others to reply or action immediatly or even first thing in the a.m.

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