Have you ever noticed how smartphones have become an integral part of our lives? They are like our trusty sidekicks, always there to assist us, no matter where we are or what we’re doing. From keeping in touch with loved ones to managing our entire lives, these pocket-sized marvels can do it all.
However, there’s a time and place for everything, and when it comes to the workplace, there are some rules and best practices we should all follow to avoid unnecessary trouble. So how to work smart with your smartphone?
So, let’s dive into the 7 best practices for using your smartphone at work, ensuring you maintain the delicate balance between staying connected and being a responsible employee.
1. Put Your Phone Away and Out of Sight
Picture this: you’re at your desk, trying to tackle your tasks, but your phone keeps buzzing with notifications. It’s a recipe for distraction and inefficiency. Your boss might not have banned phone use entirely, but that doesn’t mean you should be glued to your screen all day.
The solution? Keep your phone in your pocket, bag, or desk drawer. It’s perfectly fine to check it occasionally, especially if you’re expecting an important call or you’re a parent waiting for updates. Remember, a little self-control goes a long way.
2. Set Your Phone to Silent
Have you ever been in a workplace where someone’s phone constantly rings and disrupts the peace? It’s not a pleasant experience for anyone. To avoid being that person, make sure your phone is on silent mode when you’re at work.
If you anticipate frequent calls, set it to vibrate instead. This way, you can still be alerted to important texts or calls without causing chaos in the office. After all, nobody wants to spend their workday surrounded by a cacophony of ringtones.
3. Take Emergency Calls Only
While work can sometimes feel like a never-ending grind, it’s crucial to remember why you’re there – to work. Endless chats with your best friend might sound tempting, but it’s best to save those for your lunch break or after hours. Unless it’s an emergency, it can wait.
Being a parent comes with its own set of responsibilities, and if your child needs immediate attention, your boss will likely understand. However, if it’s a call to discuss how much your partner misses you, it’s better saved for later.
If your loved ones tend to call you about every little thing, consider setting boundaries and asking them to contact you during your breaks or after work hours.
4. Set Your Calls to Go to Voicemail
In the hustle and bustle of the workplace, it’s easy to miss important calls. To manage this, set your phone to send calls directly to voicemail. You’ll still know who called and can decide whether it’s urgent enough to respond immediately.
For less pressing matters, like your roommate reporting an accident involving your dog and the rug, this system works wonders. However, in the case of true emergencies or vital work-related calls, it’s best to keep your phone at the ready.
To further streamline your call management, consider using an app like Truecaller. Not only does it help you avoid spam calls, but it also allows callers to provide reasons for their call, giving you insight before answering.
Download: Truecaller for Android | iOS (Free, subscription available)
5. Make Phone Calls in a Private Place
Lunch breaks are a perfect time to catch up on phone calls, but it’s important to be considerate of your coworkers. Find a quiet, private spot to make or take calls. After all, not everyone wants to hear your animated conversation about weekend plans while they’re trying to work or relax.
Additionally, keep your voice down when discussing personal matters over the phone. Remember, respecting others’ workspace is a sign of professionalism and courtesy.
6. Keep Texting to a Minimum
In the age of instant messaging, texting is second nature. We’re constantly glued to our screens, firing off messages left and right. However, in a professional setting, texting can be a double-edged sword.
If your job requires frequent communication with clients through personal texting, that’s one thing. But if you’re seen texting non-stop by your boss, they might assume you’re not fully engaged in your tasks.
So, assess your role and responsibilities. If texting is a necessary part of your job, it’s understandable. Just be mindful of how it may be perceived by your superiors.
7. Never Look at Your Phone During a Meeting
Here’s the golden rule of smartphone etiquette at work: never look at your phone during a meeting unless it’s a tool for taking notes. When you’re in a meeting, you need to be fully present, giving your undivided attention to the discussion.
Checking social media, sending texts, or playing games during a meeting sends a clear message that your mind is elsewhere. It’s not only disrespectful but also detrimental to your professional image.
In Conclusion
A smartphone is a valuable tool during office hours, but it comes with responsibilities. Every notification, buzz, or ringtone can affect your productivity, and excessive use can lead to problems in the workplace. If your employer allows smartphone use for work-related tasks, make sure to use it only for that purpose. Remember, work smart, balance is the key to being a responsible employee and a courteous coworker.
Frequently Asked Questions (FAQs)
- Can I use my phone for work-related tasks during office hours?
- Absolutely, if it’s relevant to your job. Just ensure that personal use doesn’t overshadow your professional responsibilities.
- What’s the best way to handle frequent calls during work?
- Set your phone to vibrate or silent mode to avoid disruptions. Only take emergency calls that require immediate attention.
- Are there any apps to help manage unwanted calls?
- Yes, apps like Truecaller can identify callers and allow them to provide reasons for their call, helping you prioritize responses.
- How can I maintain a balance between using my phone for work and personal matters?
- Establish clear boundaries with loved ones about when you’re available for personal calls and messages, typically during breaks or after work hours.
- Why is it essential to avoid phone use during meetings?
- Using your phone during a meeting is distracting, disrespectful, and can harm your professional image. It’s best to give your full attention to the discussion at hand.
