Policies for using telecommunication resources

What is a telecommunication policy?

A telecommunication policy is a set of norms that clearly define what the company considers an appropriate and reasonable use of those resources.

Within those norms, the employees are shown how to identify and declare telephone numbers, web pages and email addresses most frequently used, to determine whether their use is at desired levels according to each company.

A policy of this type, adequately communicated, is the most effective way to achieve awareness and self-control by the company’s employees.

What are these policies good for?

Every company’s expense is properly justified and approved. Telephone, Internet and e-mail should not be exceptions.

Control generates savings. The best way to save is through self-control.

A policy defining the use of communication resources communicates to the company’s employees what is considered reasonable and what is considered “excessive.”

Making clear rules avoids misunderstanding between management and the company’s staff.

Policy Examples

Declaration Policy

Telepone calls that meet the following conditions must be declared:

- Local: more than 5 phone calls (to the same phone number) in the same month or more than two-hours of calls in a month

- Mobile Phones: all

- Long Distance: all

- International: all

100% of the phone calls that meet the conditions above mentioned should be declared by each employee.

Usage Policy

Reasonable use is considered to be:

Personal phone calls:
- Up to 5 hours per month.
- Up to $10 of telephone expenditure.

Personal e-mails:
- Up to 50 e-mails per month.
- Up to 10 MB transmitted.
- It is prohibited to reveal the company’s proprietary and confidential information in personal mails.

Web Surfing in Personal Sites::
- Up to 5 hours surfing in sites.
- Up to 20 MB transmitted (downloads and surfing).
- It is prohibited to surf in pornographic sites.

Control

The manager of a sector is responsible for ensuring that his staff abides by the company’s telecom policies.

On the fifth day of every month, the manager of each Cost Center receives an e-mail indicating the users who have not completed the declaration form.

It is possible to program alarms that track individuals who have exceeded the telecom policy.


What is fundamental in order to SAVE money in telecommunications?

A Telecommunication Policy, and
A tool that ensures the compliance of that policy (Law Enforcement)