Personal Calls and Messages Policy Example – Workplace Etiquette Policies

Personal Calls and Messages Policy Sample

In this article, we’ll look at the key elements that make up an example Personal Calls and Messages Policy. We’ve included some starter/boilerplate information to help you get started writing this policy for your company. If you’re looking for help in setting up your policies & procedures or employee manual/handbook, our team can assist.

Personal Calls and Messages Policy Template

The following are the main elements that should be included in your Personal Calls and Messages Policy:

1. Title Page

• Policy Title: Personal Calls and Messages Policy
• Company Name: The name of the organization implementing the policy.
• Policy Number (if applicable): For easy reference within the company’s policy structure.
• Version Control: Date of creation, last review, and version number.
• Effective Date: The date the policy becomes operational.
• Approval Authority: Name and title of the individual who approved the policy.

2. Purpose/Objective

• A brief statement explaining why the Personal Calls and Messages Policy exists. This section outlines the policy’s purpose in relation to the company’s goals, regulatory requirements, or ethical standards.
• Describe what problem or issue the policy addresses.
• Example Purpose/Objective:

The Personal Calls and Messages Policy aims to enhance productivity and uphold professionalism by restricting personal phone calls and messaging during work hours. It encourages employees to focus on their tasks and minimize distractions, ensuring a more efficient and respectful work environment. By setting clear boundaries, the policy helps maintain a balance between personal and professional responsibilities, fostering a culture of respect and commitment to workplace etiquette. This approach supports the overall goals of the organization by promoting a disciplined and attentive workforce

3. Scope

• A description of who the Personal Calls and Messages Policy applies to (e.g., employees, contractors, vendors).
• Specify any exceptions to the policy.
• Explain departments or roles affected, if necessary.
• Example Scope:

This policy applies to all employees, restricting personal phone calls and messaging during work hours to ensure productivity and uphold professionalism. It is designed to minimize distractions and maintain a focused work environment. Employees are encouraged to handle personal communications during breaks or outside of work hours. Exceptions may be made for emergencies, but these should be communicated to supervisors. The policy is part of broader workplace etiquette guidelines aimed at fostering a respectful and efficient workplace. Compliance is expected, and violations may lead to disciplinary action

4. Definitions

• Clarify any key terms or jargon used within the Personal Calls and Messages Policy to ensure understanding.
• Avoid assumptions about familiarity with industry-specific terminology.
• Example Definitions:

The Personal Calls and Messages Policy restricts personal phone calls and messaging during work hours. This policy aims to uphold productivity and professionalism in the workplace. It falls under the category of Workplace Etiquette Policies, emphasizing the importance of minimizing distractions and maintaining focus on work-related tasks. By adhering to this policy, employees contribute to a more efficient and respectful work environment

5. Policy Statement

• A detailed outline of the Personal Calls and Messages Policy itself, including all rules, expectations, and standards.
• It should be direct and clear so that it leaves no ambiguity about the company’s position or requirements.

6. Procedures

• Step-by-step instructions on how to implement or comply with the Personal Calls and Messages Policy.
• Include any forms, tools, or systems that employees must use.
• Describe the responsibilities of different roles in ensuring adherence to the policy.
• Example Procedures:

Employees should limit personal phone calls and messages during work hours to ensure productivity and maintain professionalism. Personal communications should be kept brief and only occur during breaks or lunch periods. In case of emergencies, employees should inform their supervisors. Excessive personal calls or messages may result in disciplinary action. The policy aims to minimize distractions and uphold a professional work environment. Compliance is expected from all staff to support overall workplace efficiency

7. Roles and Responsibilities

• List the roles responsible for enforcing or overseeing the Personal Calls and Messages Policy (e.g., managers, HR).
• Define who is accountable for reporting, monitoring, and updating the policy as needed.
• Example Roles and Responsibilities:

Employees must minimize personal calls and messages during work hours to ensure productivity and uphold professionalism. Personal communication should be limited to breaks or emergencies. Managers are responsible for monitoring adherence to this policy and addressing any issues. Human Resources will provide guidance and support for policy implementation and handle any related disputes. All staff should be aware of the policy details and are encouraged to use company communication tools responsibly. Violations may lead to disciplinary action, emphasizing the importance of maintaining a professional work environment

8. Compliance and Disciplinary Measures

• Outline how compliance will be monitored or enforced.
• Describe any consequences or disciplinary actions for failing to follow the policy, including the escalation process.

9. References and Related Documents

• Include links or references to any laws, regulations, or company guidelines that support the Personal Calls and Messages Policy.
• Reference related company policies that connect or overlap with the document.

10. Review and Revision History

• State the review cycle (e.g., annually, biannually) and who is responsible for reviewing the Personal Calls and Messages Policy.
• A history section that lists all revisions made to the document, including dates and reasons for changes.

11. Approval Signatures

• Signature lines for key decision-makers who have authorized the policy (CEO, department head, HR manager).

12. Appendices or Attachments (if needed)

• Additional information, FAQs, or case examples to provide more context or clarify how the Personal Calls and Messages Policy applies in specific situations.
• Any relevant forms or templates employees need to complete.