Corporate Employee Policy Best Practices to Avoid Work Cell Phone Loss
Updated: Mar 30
According to a recent CIO Insight poll, “96% of respondents say their employer should face penalties for losing their personal data. 77% say the penalties should be tough, including legal action.” Alternatively, “77% of respondents say there should be some workplace ramification if they lose company data. However, 23% say data security is not their responsibility.”
A company policy for employee work cell phone loss, outlining responsibilities, would be beneficial to both the employer and to the employee. Help regarding company cell phone policies can be found here.
With just under 5% of company-issued smartphones being lost or stolen every year, there are some best practices that could help avoid work cell phone loss.
Preventing employer-owned phone loss claims and loss of productivity
The assumption here is that the company/employer is requiring the employee to either use their personal phone for work or the company has issued a phone to the employee. Under either of these scenarios, the corporation has made a decision that staying in communication via cell phone is a valued endeavor and the company is paying for the phone either by providing it or by paying the employee a stipend under a BYOD (Bring Your Own Device) program.
Note: Information contained in this blog should not be considered legal advice but simply information to consider and by no means is the information here all-inclusive of what you should or may want to include in your company policy. Please seek legal advice if your corporation intends to generate a formal contractual agreement with your employees or documentation for your Employee Handbook.
5 best ways to manage employee company mobile work cell phone loss & theft
Here are five ways that a company can help manage employee phone loss and help reduce employee lost company work phone claims:
1) Create a company cell phone policy
The company’s HR department can layout the importance of keeping a tight leash on a corporate phone. This can be stipulated directly in a formal company cell phone policy or it can be outlined in a single-sheet document signed off by the employee. Keep in mind that if the company is generating a formal cell phone policy or if they are creating a contractual agreement with the employee, it is highly recommended to consult an attorney for legal advice. Labor laws in this area can vary by State. This policy should outline the consequences of a lost company cell phone and the employee must know that lost company-issued phones are costly at many levels. The company should also outline the HR policy for company lost work mobile cell phone policy by identifying the steps that need to be taken with regard to a lost phone.
2) Inform managers of company cell phone policy and keep records
Show a list of company cell phones lost by employee in their department. A full accounting of the expense should be made available so discussions can occur with the employee. Holding management to task gets them actively involved in talking with their staff about the importance of keeping company cell phones in their possession. Employees need to understand that lost data can have an impact on the company’s data security and managers have to see that expense line in their budget.
3) Alert the employee when they are walking away without their phone
A phone separation alert or phone reminder can occur with the latest generation of phone reminder devices that don’t require an app and don’t track the employee (100% privacy). The Prox PRD™ is a great solution to this common problem. And although many employees believe they don’t lose their phone, accidentally leaving their phone behind occurs more often than they actually realize. In fact, it has become second nature to return and retrieve a phone and they don’t realize what a waste of time that really is.
The Prox PRD™ is a great solution because it has patent pending Advance Alert Technology that helps employees remember their mobile cell phone before it is left behind on the charger, or left at a restaurant, gym, or on the counter at the grocery store, all of which could easily lead to theft.
The Prox PRD™ Advanced Alert Technology is adjustable. The PRD alert distance can be adjusted (typically 30 feet to 120 feet, but can be shorter or further depending on the surrounding environments) and the employee can pick a suitable alert tune to their liking. The PRD can be toggled between “Home Mode” and “Travel Mode”. Home Mode alerts ONLY when the PRD is moving out of proximity of the phone, where Travel Mode ALSO alerts if the phone is picked up and moving out of proximity of the PRD. Travel Mode works well for business travelers who eat out, leave hotel rooms, etc.
4) Use a company app for work hour schedules and daily clock-in
These apps can also be used for voice activated two-way communication and other daily tasks. Keeping the employee engaged in the app keeps the phone front and center and in their possession. If the employee is going to keep the phone within eye-shot, then the company can use this to their advantage…and it keeps the phone on the employee’s mind so they don’t leave it behind.
5) Two-Factor Authentication code for your employee to login to their workstation
Forcing an employee to unlock their phone to retrieve their Two-Factor Authentication (2FA) code periodically throughout the day is a great way to increase login security. This is a fantastic solution for corporations who want to minimize phone loss and keep their platform secure.
Company cell phone loss can be greatly reduced with a Prox PRD™ for your company-issued phones. Your company name and logo can also be printed on the Prox PRD™. When the PRD is then attached to your employee’s keychain or purse, your employees can then help advertise your brand wherever they go, marketing your company all day long. It’s like mobile refrigerator magnet.
Your employees’ company-issued cell phones are valuable. Consider protecting your investment with a Prox PRD™ Phone Reminder Device.
The Prox PRD™ Phone Reminder Device – Separation Alert
No App | No Tracking | No Registration | No Subscription
iOS & Android Compatible | Replaceable 1-year CR2032 Battery