We all need a break.  And for many (maybe most) of us, that means going online.  Some days a quick check of Twitter updates or a fast game of Angry Birds is all that stands between me and a meltdown.  It’s an important mental health break.

 

But we also know we can take “online vacations” too far.  It would be great to have a nickel for every lost hour I’ve spent pinning low-carb recipes on Pinterest, playing random games of Solitaire, or Facebook chatting with people I didn’t even know that well in grade school. 

 

It’s bad enough when the time we waste is our own.  Too often, though, Internet escapes happen on someone else’s dime.  The average American worker admits to wasting almost two work hours each day, most often with personal Internet use.  In the US, employees spend from 3 hours a week to 2.5 hours per day – yes, per day – using their work Internet connection to surf non-job-related websites, visit personal social media accounts, watch programs, or even check personal email.

 

We call this “Cyberloafing.”  Or “Cyberslacking,” if you prefer. It is everywhere. 

 

Obviously cyberloafing represents hours of lost productivity for the individual employee.  But it affects an entire work group, too.  When people see a co-worker online doing clearly personal things at work, they have many reactions.  These range from, “Wow, let me see what’s happening on MY Instagram!” to “How dare he waste time like that when we’ve got so much work to do!”  Either way, other employees are distracted at best, and angry at worst.

 

So what can you do to effectively manage cyberloafing?  Recent research[1] suggests a few things that can help.

 

1-Have a policy 

Wait…shouldn’t people know that during work time they’re supposed to…work?  Well sure.  But it’s human nature to push our luck.  You can reduce cyberloafing with an explicit policy prohibiting personal use of the Internet on company time and property.  But for this to work, you have to be clear.  Employees need precise guidance to know what they can and cannot do.  For example, a policy might let employee check their personal e-mail once or twice a day, but prohibit non-work use of social media such as Facebook or Twitter. 

 

2-Take “group” social media breaks

When a work group takes a cyber-break together, everyone knows when their online time starts and ends.  And if you schedule these breaks at regular times, people don’t have to worry about when they can next check in online.  Kliff Kingsbury, coach of the NFL’s Arizona Cardinals, gives “cell phone breaks” during team meetings. Every 30 minutes or so, team members can check in and take care of personal business for a bit.  Then the meeting continues with everyone fresh and refocused on content.

 

3-Recognize the addiction

Do you have a policy that your workers cannot have phones with them while on the job?  Think again.  You may be inviting trouble.  Almost 60% of us are addicted to our cell phones.  (It’s called Nomophobia, or the fear of being without your phone.)  Many people show symptoms of physical withdrawal when they can’t access—or even see—their phones. 

 

The volleyball coach at my local high school used to require players to put their cell phones in a box during practice.  She found the girls were anxious and had trouble focusing.  So she started putting their phones in a clear plastic bin, where players could see them.  Practice productivity definitely improved.  Realize that just physically having phones accessible can calm anxiety and help people focus on other things.

 

4-Consider your monitoring strategy

Some companies install computer programs that either restrict employees’ online access or monitor their activities. For example, a Keylogger can record every keystroke, website, email, password, and application run on a computer.  Organizations choose this option because they believe they’re managing risk, making sure employees don’t share private data or mistreat customers.

 

But while you may see productivity improve when you start monitoring, you also need to consider the downside.  The stress employees feel when being monitored can hurt their work performance.  In addition to being expensive, monitoring software sends a message that you don’t trust your employees.  Trust is a two-way street, so this likely means your employees will respond with distrust.  Most people don’t like to be watched, so it can reduce workers’ motivation and commitment. 

 

If you’re thinking about installing monitoring software, check out SoftActivity Monitor.  There’s a bit of a learning curve, but the program gives you easy-to-read data on what employees do online, both at work and whenever they’re using company-owned devices.

 

One quick note: be sure to talk to an attorney about the legal guidelines in your location.  At a minimum, it’s usually necessary to tell your employees they’re being monitored.

 

5-Provide meaningful work

People who find their work engaging are more diligent and productive.  When people think their talents and contributions matter, they work harder.  So perhaps the best way to combat cyberloafing is to make sure your employees’ jobs are motivating.  I’ll address this topic in my next blog – come back in two weeks for some concrete tips on how to do this

 

Cyberloafing is pervasive.  While strictly forbidding non-business online access is one way around the problem, your company will be better off with a realistic policy.  Group breaks can help you and your employees spend more time focusing on work.  And a smart monitoring strategy – one that is transparent to your employees – could also increase employees’ productivity.

 

So develop a formal policy.  Your employees will likely be more satisfied.  And as a bonus, you won’t feel guilty when you take a cyber-break of your own.

[1] Jia, H., Jia, R., & Karau, S. (2013).  Cyberloafing and Personality: The Impact of the Big Five Traits and Workplace Situational Factors.  Journal of Leadership & Organizational Studies, 20, 358-365.