Question

Policy Implementation Steps

Learning Objectives and Outcomes



Explain proper policy implementation steps and describe factors relating to its success.

Scenario

Two health care organizations have recently merged. The parent organization is a large medical clinic

that is HIPAA compliant. The clinic recently acquired a remote medical clinic that provides a specialty

service. The remote clinic is organized in a flat structure, but the parent organization is organized in a

hierarchical structure with many departments and medical clinics. These organizations are in the process

of aligning their operations. You are asked to make major refinements to the organization’s cell phone use

policy immediately.

Assignment Requirements

Read the scenario carefully and then research examples of cell phone policies and implementation. Write

a report citing examples of at least three successful cell phone policy implementations found in your

research. Indicate how you would analyze your organization, and then how you would identify and finalize

a cell phone use policy for the organization. In addition, provide a rationale as to what types of business

challenges would be overcome or enhanced.

Answer 1

Below are 3 examples of cell phone policy implementation in different organization and cultures.

Example – 1 – An organization which strictly disallows the mobile in office.

This is the organization which completely restricts their employees to carry and use mobile office in its office. This is because organization work involves lot of compliance related documents of foreign individuals hence it can’t be shared with any of its employees.

This organization has infact provided locker facility to its every individual employee to keep their mobile safe and secure in it and locker keys are handed over to employees. These lockers are just outside the entrance gate of its office premises.

So this is one of the kind of successful cell phone policy being followed by one of the organization. This policy also allow employees to focus their attention more towards work hence leading to more productivity.

Example – 2 – An organization who allows its employees to use cell phone inside office/work premises.

This is the lending institution wherein some of the employees are spending majority of time in office wherein some of its employees are spending majority of time outside office in field.

However this organization does not restrict its employees who are working in office to use cell phone. It was seen in this organization that employees were just passing their time in office through use of mobile phones rather than focusing on productive work leading to loss of productive hours.

Ideally this company should allow its field employees to carry their mobile with them however once employee enters office they should not be allowed to carry cell phones with them. Infact company should provide landline facility in case client needs to talk to any of its employees.

This is the scenario wherein cell phone policy is not working at its best.

Example – 3 – Restriction on teachers to carry cell phone in working premises and classes.

Schools in today’s world are very strict and does not allows its teachers to carry cell phone in working premises and classes. This leads to higher productivity and also avoid any kind of distraction which cell phones may cause either to teachers or students.

Through help of above examples, following can be considered for Cell Phone policy of Organization :

• Field employees should be allowed to carry cell phones with them on field during their working hours.
• Employees who enters office should be required to submit their mobile in respective lockers. (Organization should allot landlines to their employees in order to connect with client’s or other office mates.)
• Field employees should be allowed monthly reimbursement of fixed amount towards cell phone charges.
• Organization should conduct random audit of its employees to ensure that their vital documents and information is not being going outside the office.
• Emergency contact number should be made available to employees so in case of emergency family members can connect on this number.
• Client’s should be provided with single contact number and through extension call should be transferred to respective individual.
• All calls should be recorded for quality and training purposes. Random audits should be done of these call recordings to check employees are talking in professional manner with clients and among office mates as well.

Through help of above stated cell phone policy, organization can overcome following challenges :

• Through random audits organization ensures that its vital information and documents are not being going out.
• Through random call audits, organization ensures that client’s are respected in best manner.
• Productive work time during office hours as there is no scope of distraction through mobile.