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SEQCHAPTER\h\r1
Technology
Chapter7
“Technologyisatwo-edgedswordwiththepotentialtomakeusmoreproductive,
ortodrainawayourtime.”
LifeintheDigitalAge
It’squicker,cheaperandeasiertoshipelectrons(asine-mailattachments)thanitistoshipatomsandmolecules(asinFedExovernightpackages).
Thewayweworkandlivehaschanged.Wecanfindanyonewithacellphoneorpersonalcomputerinamatterofseconds.
SincetheadventofPC’sjustover25yearsago,morethanabillionhavesoldworldwide.
By2002,morethan60percentofallU.S.householdshadatleastonepersonalcomputer,comparedwith99percentwhoownatelevision.
CommunicatingDigitally
Themeansofproductionarenowinourminds,inourhands,andonourdesktops.
Foralloftheadvantageswhichthisnewtechnologybringstoourhomes,ourbusinesses,andourlives,therearecomplications.
Thereisnolongeradistinctionbetweenworkandhome.
Employeeabuseofcorporate-ownede-mailandInternetaccesscostsU.S.companies$54billioneachyear.
Managersrelyonfewernonverbalandvisualcuestogathermeaningduetoworkingacrosstimezonesandwithgeographicallydispersedgroupsandteams.
ManagingElectronicMail
Ifyouhaveaproblem,admitit.Whitecollarworkerswasteanaverageofthreehoursaweeksortingthroughjunkmail.Ifyouspendmoretimethanthat,youhaveaproblem.
B. Sendless.Getless.Ifyousendlesse-mailyou’llreducethevolumeofreturnmailinyourinbox.
C. Escapetheendlessreplyloop.Finishamessagewith“Noreplyneeded,”orfollowarequestwith“Thanksinadvance.”
Checkthe“To”fieldbeforeyouclick“Send.”
Don’tcopytheworld.Thinktwiceaboutthepeopleyouputonyour“cc”list.
Pickasubject,(almost)anysubject.Craftingarelevantsubjectlinewillpromptpeopletoopenyourmessagesandactonthemquickly.
Thinkbeforereplying.Ifyourespondtoe-mailmessagesimmediately,youestablishtheexpectationinyourreaders’mindsthatyouwillalwaysrespondquickly.
Thinkagainbeforereplying.Ifyou’reangry,upset,orirritatedatsomethingyou’vejustreadinane-mailmessage,giveyourselfaday–oratleastafewhours–tocooldownbeforeresponding.Youmayendupsayingsomethingyou’llregret.
Becarefulwithcriticism.E-maileliminatesvirtuallyalloftheimportantnonverbalcueswe’reaccustomedtoseeingandhearingaswejudgeamessagesender’sintent.
Handleeachmessagejustonce.Ifit’sunimportantorirrelevant,hitthedeletekey.Fileeachmessageyouwanttokeepinafolderasitcomesin.
Don’tcheckyoure-mailconstantly.
Don’tignoretheconventionsofcorrespondence.Youshouldnotwritetopeopleinalllowercaseletters,ignorepunctuation,orabandonconventionalspelling.
Avoidabbreviationsandcyberjargon.Youcan’tassumeeveryoneisfamiliarwiththeendlessacronymscirculatingoutthere.
Trytokeepmessagesundertwoorthreeparagraphs.
MakeURLsUseful.
Becautiousaboutattachments.Don’tattachdocuments,pictures,orspreadsheetstoyourmessagesunlessyou’recertaintherecipientwantsorneedstoseethem.
Includeasignaturefile.
Checkyourtime/datestamp.
Gethelpwhenyouneedit.
PrivacyandWorkplaceMonitoring
WhyDoEmployersMonitor?
Security.Everybusinesshasinformationthatitwantskeptconfidential.
2. Productivity.Morethanone-thirdofalllostproductivityisattributedtoInternetabuseatwork.
Protection.Manycompaniesfacedwithcostlylawsuitsaremonitoringe-mail,voicemail,andothercommunicationsystemstouncoveranddisciplineworkerswhoharassorintimidateothersintheworkplace.
IndustryRegulation.Stateandfederalregulatoryagencieshavepublishednumerousrulesrequiringbusinessesofmanysortstohangontoalloftheire-mail,justastheywouldretaintheirpaper-basedcorrespondence.
DoesanEmployeeHaveaRighttoPrivacy?
1. Nofederallawcoversallaspectsofanemployee’srighttoprivacyonthejob.Instead,apatchworkoffederalandstatelawsregulateseverythingfromelectronicmonitoringtovisualsurveillance,drugtestingandlockersearches.
Employeesreallydonothavearightofprivacyine-mailcommunicationontheiremployer’ssystem,unlesstheemployeractsinamannergivingrisetoareasonableexpectationofprivacy.
TheElectronicCommunicationPrivacyActof1986,asamended,protectse-mailmessagesfrominterceptionbyanddisclosuretothirdparties.
EmployerRights.Anemployerhastheright:
Tointerceptandreviewe-mailmessagesgenerated,transmitted,stored,orreceivedonacompany-ownedorleasedsystem;
Toconductane-mailaudittodeterminehowthesystemisbeingused,when,andunderwhatconditions,forwhatpurposes,andbywhom;
Todisclosecertaine-mailcontenttothirdpartiesifanappropriateauthority(postmasterorsystemadministrator)suspectsordiscoversillegalorunauthorizeduse;
Torequireemployeetrainingine-mailsystemuse;
Toreceiveemployeeacknowledgmentoftrainingandunderstandingofe-mailsystempolicyguidelines,restrictions,andlimitations.
EmployerExpectations.Anemployermayreasonablyexpect:
Thatcompany-ownede-mailsystemswillbeusedprincipallyorexclusivelyforofficialbusinesspurposes;
Thatemployeeswillnotusecompany-ownede-mailsystemsforprofit,privategain,orpersonallyownedbusinesses;
Thatemployeeswillnotusecompany-ownedsystemsforillegalpurposes;
Thatemployeeswillnotusecompany-ownedsystemsforunauthorizeddisclosureofproprietarydataorconfidentialinformation;
Thatemployeeswillnotusecompany-ownedsystemstosendinappropriatemessages,includingrudeordiscourteousmessages,sexuallyharassingmessages,sexistorracistlanguage,profanelanguage,obscenelanguageorgraphicimagesorcorrespondwithunauthorizedaddresses.
CanmyEmployerListentoMyPhoneCallsatWork?
Employersmaymonitorcallswithclientsorcustomersfortrainingpurposestoassurequalitycontrol.
Federallaw,whichregulatesphonecallswithpeopleoutsidethestatedoesnotallowunannouncedmonitoringforbusiness-relatedcalls.
UnderFederallaw,whenanemployerrealizesacallispersonal,heorshemustimmediatelystopmonitoringthecall.
CanmyEmployerObtainaRecordofMyPhoneCalls?
1. Telephonenumbersdialedfromphoneextensionscanberecordedbypenregisters.Itallowsanemployertoseealistofphonenumbersdialedbyyourextensionandthelengthofeachcall.
2. Anewprogrammingconceptcalled“presenceawareness”isabletodeterminewhetheraPC,cellphoneorwirelessdeviceisturnedonorinuse.
CanmyEmployerWatchmyComputerTerminalWhileIWork?
Sinceyouremployerownsthecomputernetworkandterminals,heorsheisfreetousethemtomonitoremployees.
Unioncontractsmaylimitanemployer’srighttomonitor.
WhatSortofThingsCanTheyMonitor?
Veryinexpensivesoftwareandeasy-to-operatehardwaremakeitpossible
foralmostanyemployertoknowwhohascompany-providedInternetaccess,who’sonline,whatthey’rewatching,howoften,andforhowlong.
Newsoftwarewillnowpermitanemployertofollowwhat’shappeningoneachemployee’scomputerscreen.
HowCanITellIfIamBeingMonitored?
Mostcomputermonitoringequipmentallowsemployeestomonitorwithoutanemployee’sknowledge.
Someemployersnotifytheirworkersthatmonitoringtakesplace.Ifyouknowthey’rewatching,you’remorelikelytobehaveyourself.
IsMyVoiceMailPrivate?
VoiceMailande-mailareregardedasbeingnearlythesameintheeyesofthelaw.
Thetelephones,switchingequipment,andthecomputerharddrivesonwhichthevoicemailisstoredarethepropertyofthecompany,andthecompanycanaccess,store,andlistentoanyone’svoicemail.
IsThereAnyWayICanKeepMyE-mailandotherWorkPrivate?
Yes,butanemployermayforbidit.
Youcouldencryptapersonale-mailmessagebeforeyousendit.
CanInstantMessagesbeMonitored?
AnemployercanmonitorjustaboutanythingincludingAOLInstant
Messenger.
Manycorporationshavebroughtinstantmessagingintotheofficetomakesmallgroupsandteamsmoreeffective.
TheInternetandOnlineBehavior
Asurveyofcollegestudentsacrossthecountryfoundthat86percentusetheInternet,comparedwithjust59percentoftheoverallU.S.population.
AnothersurveyrevealedthefollowingabouttheiruseoftheInternet.
Theoverwhelmingmajorityofthesestudentsareonlineseveraltimesormoreeachday.
Thevastmajorityareonlineonlyforafewminutesatatime.
ThereareverydifferentreasonsforusingtheInternet.
TheInternethasbecomecentraltothewaycollegestudentsconductresearchfortheircourses;communicatewiththeirprofessors,friends,andfamily,andgatherinformationabouteverythingfromsportstothestockmarketandtheweather.
EtiquetteandOfficeElectronics
Cellphones
Turnthemoffwhiledriving.
Turnthemoffwhileinanylocationwherepeopleexpectsomemeasureofprivacyandquiet.
Don’tassumethosearoundyouareinterestedinhearingyourconversation.
Don’tassumethatbecauseyouremployeesownacellphonethattheyareavailabletotalkbusiness24hoursaday,7daysaweek.
VoiceMail
Keepyouroutgoingmessagebrief.
Oneoutgoingmessageisfineunlessyouplantobegoneforaweek.
Tellpeoplehowtogetpasttheoutgoingmessage.
Whenleavingavoicemailmessage,identifyyourself,giveyourcallbacknumber,andexplainbrieflywhyyou’recalling.
Don’tlistentoyourvoicemailmessagesonthespeakerphone.
Don’tsende-mailsthatmakeangrydemands.
Don’twasterecipientstimewiththelatest“jokesdujour.”
Don’torderpeopletovisityourwebpage.
Don’twritetoanyoneinalllowercaselettersorshoutatyourreadersinallcapitalletters.
5. Don’teverinsult,malign,harassordemeanyourreadersoranyoneelseinthosee-mailmessagesyouwrite.
Includeasalutation,complimentarycloseand–inthefirstparagraphortwo–astatementofpurpose.
WorkingVirtually
Advantages
Cost–payinglessforofficespaceandemployeesupport;
Productivity–reducedabsenteeismandincreasedemployeeretention;
Access–toitsownemployeesatunusualtimesandplaces;
Disadvantages
1. Costs–initialoutlaytopurchaseequipmentcanbesignificant;
Technology–concernsaboutprovidingtechnicalsupporttoremoteworkers;
Culture–telecommutersmaynotbegiventhesameopportunitiesfortraining,advancement,orpromotion;
People–manytakeprideintheiroffice,enjoysocializingandinteractingwiththeirco-workersandcolleaguesandfindtheclimateintheirworklocationsenergizingandinspiring;
Teleconferencing
PlanningaTeleconference
Identifythepurposeofyourteleconferencingmeeting.
Identifythepersonwhowillchairthemeeting.
Plantheagenda.
Distributetheagenda.
Scheduletheteleconference.
Confirmtheteleconferencewiththeparticipants.
Shareimportantresourcematerialswithparticipants.
ConductingaTeleconference
Gettotheconferencesiteearly.
Watchwhatyouwear.
Actasifpeoplearewatchingyou.
Startontime.
Takecontroloftheconference.
Askparticipantstointroducethemselvesasyoubegin.
Jotdownpeople’snamesandlocations.
Askparticipantstoidentif
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