Faculty of Education and Language (SMP Special Intake Cohort, March 2011)May Semester, 2013

OUMH2203:English for Workplace Communication

Title:An Analysis Report: Consequences of Mobile Phone Use In The Workplace and Proposed Action to Be Taken

By:

ONEE AZUA BINTI ZOLKARNAIN

NO. MATRIKULASI : 730626085056001NO. KAD PENGENALAN: 730626-08-5056NO. TELEFON: 012-5121449E-MEL: oneeazua@gmail.comPUSAT PEMBELAJARAN : PERAK LEARNING CENTRE

Table of Contents

TOPICS

Own Work AcknowledgementAppreciation

1.0 Introduction1.1 Purpose and Scope1.2 Procedure

2.0 Present Situation of Mobile Phone Use in The Workplace

3.0 The Negative Effects Due to Mobile Phone Use3.1 Social Problems3.2 Medical Problem

4.0 The Positive Effects of Mobile Phone Use4.1 Ease Communication Methode

5.0 Evaluation of Changes and Recommendations5.1 Recommendations by Legal Zoom. Com. Inc. (2008) 5.2 Recommendations by Lisa Guerin, J.D. (2011).

6.0 Conclusion

7.0 References

8.0 Attachment

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Own Work Acknowledgement:

Acknowledgement:

I, ONEE AZUA BINTI ZOLKARNAIN, Matrix No: 730626085056001, OUM students of Special Intake Cohort, March, 2011, who is currently pursuing a Bachelor of Education Degree in Malay Language Studies, declare that this OUMH2203 assignment is the result of my individually work after making referrals of certain resources and face to face discussions with tutors and e-tutor. All sources are mentioned in the 'REFERENCE.' No plagiarisme elements is done because I realized the deed would affect the scoring task.

Thank you.

Signature : OneeazuaZolName: (ONEE AZUA BINTI ZOLKARNAIN)Date: JUN 30th 2013.

APPRECIATIONA warm greeting and kindest regards,

Firstly, I want to thank the Almighty. On His blessings and grace, I managed to complete the task and finally this assignment can be realized.

Before proceed, I would like to take this opportunity to thank my husband and my children who always gave support, unwavering encouragement and understand his wife and their mothers hustle and bustle in completing this task. Also, infinite thanks to my lovely mother for her kindness, love and help, as well as never-ending prayer for the success of her child.

In addition, I also want to say thank you to the face to face tutor: JENNIFER DUARTE and my e-tutor: FAIZAH ELIZA ABDUL TALIB. They have provided a lot of guidance, and facilitate useful information in helping me to perform this interesting and challenging task.

Not been forgotten, I would like to address my appreciation to my colleagues who were willing to share ideas and being as supportive and favourable friends. May Allah bless us.

Thank you.

1.0 Introduction

World Health Organization (WHO, 2011) says, nowadays mobile or cellular phones are an integral part of modern telecommunications. The overwhelming use was for talking, and short messaging texting. People also use hand phone to capture and send visual images, for accessing the internet, play games and various other purposes (Australian Research Council Linkage Project, 2007). In many countries, over half of the population use mobile phones and the market is growing rapidly. Relates to the matter, International Telecommunication Union (ITU, 2013), estimates that in 2014 there will be more than 7 million mobile phone users around the world. ITU also notes that in year 2012, there were 41,324,700 mobile phone subscriptions in Malaysia itself. Meanwhile, according to Malaysian Communications and Multimedia Commission (SKMM, 2012), among all cellular phone users, those aged between 20 - 44 years are the most viewers. From the data given, it can be deduced that the employees are the biggest mobile phone users. Hence, it is important to investigate, understand and monitor any potential of social or medical impact regarding the use of mobile phones within working hours.

1.1 Purpose and Scope

During the management meeting on 1 June 2013, the director of the Institute of Occupational Safety and Health addressed his concern about the consequences of using mobile phones in the workplace. Hence, as the Manager of this department, I was requested to investigate this matter. The report was to be submitted by 17 July 2013 and was to encompass:

a) The present situation of mobile phone use in the workplace;b) The negative effects due to mobile phone use; c) The positive effects of mobile phone use; andd) Evaluation of changes and recommendations.

1.2 Procedure

To obtain information of such matters, I have conducted a research to scrutinize the consequences of mobile phone use by employees. In this study, I have been using the following instruments:

a) Interview were held with both operations personnel and supervisory related to the needs of mobile phone use in the workplace and the awareness of the effects of mobile phone use in the workplaceb) Reviewing surveys reports by the accredited organizations about the trend of hand phone use in Malaysia; c) A study of accident reports related to mobile phone use in the workplace; andd) A study of suggestions by the accredited organizations, intellectuals and laws of the best way to restrict the mobile phone use in the workplace.

2.0 Present Situation of Mobile Phone Use in The Workplace

Mobile phone is created as a result of technological advances and as well as the result of human ingenuity. In line with the changing times, mobile phones which are smaller, lighter and feature a variety of functions are created. As a result, mobile phones can be carried in a pocket, handbag or a small bag. Consequently, mobile phones can be expeditiously brought by anyone conveniently to just about anywhere at any time, including at the workplace.

SKMM conducted a survey on the use of mobile phones in Malaysia in 2011. The findings were published in 2012. It says, in March 2011 there were 36,123,300 hand phone subscriptions to a population of 28,477,600. Moreover, it says:

Survey findings confirmed that the mainstay of the subscriber base were young adults in the 20 24 years old age group accounted for 17.6% of respondents. The second largest group was the 25 29 year old age group which accounted for 16.5%. This was followed by the 30 34 years old and the 50 and above age groups both of which chalked up 13.4% each. 1.9% of respondents were observed in the below 15 years old age group while 10.4% were observed in the 15 19 years old age group.

Conclusion that can be drawn from the findings are middle-aged group is the most mobile phone users. Indeed, this group is also those who are currently working in various sectors or department, firms, factories and so on.

Graph: Distribution of hand phone subscribers in 2011.Source: Malaysian Communications and Multimedia Commission (2012).

3.0 The Negative Effects Due to Mobile Phone Use

Given the large number of mobile phone users among employees, as the Manager of the Institute of Occupational Safety and Health, I feel responsible to investigate the impacts of mobile phone use during working hours. Therefore, I have conducted researches from various sources, be it local or even outside the country. This study focused on the social and medical impact of mobile phone use in the workplace.

3.1 Social Problems

Following are reports resulted from a study by accredited organizations, departments and intellectuals on the effect of mobile phone use in the workplace:

i. Employers should not only consider productivity issues, but also safety when regulating mobile phone use in the workplace. Common issue is the fact that hand phone can be a significant distraction, says Labour Solutions Australia Managing Director, Andrew Northcott (Labour Solutions Australia, 2011). Examples:-

In white-collar environments, the distraction issue is seen as a productivity issue more than a safety threat. In the same way in which people spend too much time gossiping around the water cooler, spending too much time playing apps on your phone can cause distraction and lost productivity.

If someones wasting time tweeting or on Facebook it doesnt matter whether theyre wasting time doing that or wasting time outside having cigarettes or down at the pub theyre not performing their work.

Summarily, the use of hand phone while at work can cause distraction and lost productivity as well as disadvantageous to the companies.

ii. WHO (2011) claims, mobile phones are often prohibited in hospitals and on airplanes as the radiofrequency signals may interfere with certain electro-medical devices and navigation systems. Therefore, hospitals and airplanes staff such as doctors, nurses, stewardess and steward should not use mobile phones while on duty.

iii. Thompson and Blushtein (2008), report that employee use of technology is resulting in greater rates of employee misuse, discipline for such misuse and ultimately litigation. Hence, employees especially those who work at firms and organization associated with providing services to public should not be allowed to use mobile phone during work hour for any personal reason as doing so may reduce their efficiency of work.

iv. According to David (no date), it can be argued that cell phones are not the source of disruptions in the workplace. It is the behaviours of the person using the cell phone. From his review of relevant literature and survey, he uncovered the four most disruptive behaviour in the workplace; annoying ring tones, talking too loudly, interrupting meetings, and inappropriate conversations in public. Related to this matter, employees are not recommended to use cellular phone within work hours as attitudes will disturbing colleagues even others who are nearby.

v. Legal Zoom. Com. Inc. (2008), also reminds employers about being affected by misuse of cellular phones in the workplace. It says:

Camera phones can present risks to a company, potentially compromising customer information, trade secrets, intellectual property or the privacy of other employees. Those confidential data can be captured and used easily with a camera phone. Employee may have their picture taken in private area, and may be able to sue your company for invasion of privacy or harassment. The risks posed vary from industry and company to company, and you should add or delete requirements based on your specific needs. If you are unwilling to prohibit camera phones entirely from your premises, consider designating certain areas where those phones are banned, examples: restrooms, locker rooms, laboratories, manufacturing areas, etc.).

It is clear that the use of hand phone at the workplace can bring disruption and detriment to the companies.

vi. Meanwhile, Australian Research Council Linkage Project, (2007) says:

On the one hand, mobile communications facilitate the organisation and coordination of social and leisure activities. On the other hand, unwanted or unexpected phone calls that demand attention represent undesirable disruptions to the quality of time.

As a conclusion of above mentioned, the misuse of cellular phone can bring social impact to the company as well as employees social life.

3.2 Medical Problem

Mobile phones communicate by transmitting radio waves through a network of fixed antennas called base stations. Radiofrequency (RF) waves are electromagnetic fields (WHO, 2013). National Institute of Environmental Health Sciences (NIH, 2013) says that electric and magnetic fields (EMFs) are areas of energy that surround electrical devices. Power lines, electrical wiring, and appliances produce EMFs. Some people worry about The EMFs give off RF, a form of electromagnetic radiation. Many people are worried that EMF exposure from the wireless and cellular phones would cause cancer. However, scientists need to do more research on this before they can say for sure.

In response to public and governmental concern, WHO established the International Electromagnetic Fields (EMF) Project in 1996 to assess the scientific evidence of possible adverse health effects from EMF. In addition, and as noted above, the International Agency for Research on Cancer (IARC); a WHO specialized agency, has reviewed the carcinogenic potential of radiofrequency fields, as from mobile phones in May 2011. More over, WHO (2011) says:

Several large multinational epidemiological studies have been completed or are ongoing, including case-control studies and prospective cohort studies examining a number of health endpoints in adults. The largest retrospective case-control study to date on adults, Interphone, coordinated by the International Agency for Research on Cancer (IARC), was designed to determine whether there are links between use of mobile phones and head and neck cancers in adults. The international pooled analysis of data gathered from 13 participating countries. Based on their research, IARC has classified radiofrequency electromagnetic fields as possibly carcinogenic to humans (Group 2B), a category used when a causal association is considered credible, but when chance, bias or confounding cannot be ruled out with reasonable confidence.

Meanwhile, NIH (2013), says that for adults, studies of EMF exposure from power lines and electric blankets show little evidence of a link to cancer. In adults, EMF also may reduce heart rate and interfere with brain electrical activity during sleep. This may or may not affect your health.

More so, over the years various of untoward incidents related to the use of mobile phones in workplace have been reported. Therefore, Labour Solutions Australia Managing Director, Andrew Northcott says:

Employers should not only consider productivity issues, but also safety when regulating mobile phone use in the workplace. Mobile phone use can cause safety implications; Potential for radiofrequency or electromagnetic interference, which can interfere with electrical equipment and ostensibly cause flammable substances to ignite (Labour Solutions Australia, 2011).

Northcott gives few examples:

Its been widely recognised that taking mobile phone calls, texting, or cruising the internet, while trying to undertake another activity which requires a fair degree of skill, does distract from that skill. Using a mobile phone while driving a car or operating heavy machinery or merely walking in a high-traffic area or down a flight of stairs can increase the risk of human error and jeopardise peoples safety. If someones distracted on a mobile phone, theyre not going to be paying the full degree of attention towards the activity. Related to this matter, factories worker especially those handling machines should be banned from use hand phone as this behaviour can cause major accident. Its commonplace for sales consultants on the road to have accidents while on their mobile phones. In particular, we have dealt with a workplace fatality where an employee was using a mobile phone while walking in a high-traffic area and was run over and killed.

As a conclusion, it is clear that the use of hand phone at work can be hazards. Therefore, this institution should review the justification of banning the use of mobile phones at certain workplaces.

4.0 The Positive Effects of Mobile Phone Use

No one could deny the importance of mobile phones use. Similar to other electronic innovations, mobile phones have given employers increased access to their employees, making those individuals more available and connected to their jobs. The technology have improved costumers service and elevated employee efficiencies (Legal Zoom. Com. Inc., 2008).4.1 Ease Communication Methode

According to Llyod, (2011), before modern technology created, the always on environment, traditional employment required employees to arrive at work at a specific time. The employee then conducted their work on-site, unless they were a salesman or other similar positions and returned home after the work day concluded. During this time there were no cell phones; only the traditional landline. If your employer wanted to contact you, they could only reach you at home. If you happened to be out of the house, they might leave a message but there was no guarantee that you would return the call.

The situation is entirely different today. Companies are able to invade their employees lives via numerous methods, including email, texts, company phones and company website. Employees are often instructed to access company email and voicemail a minimum number of times per day. Therefore, these growing technologies represent avenues for new revenue growth and potential cost savings for companies.

5.0 Evaluation of Changes and Recommendations

Briefly, results of the research show that despite the advantages there are lot of problems arose following the use of mobile phones in the workplace. The findings of this study have been analyzed and thus several suggestions are proposed to improve the situation. Therefore, I suggest that the institution to emulate the guidelines proposed by Legal Zoom. Com. Inc. (2008) and by Lisa Guerin, J.D. (2011).

5.1 Recommendations by Legal Zoom. Com. Inc. (2008)

Legal Zoom. Com. Inc. (2008) suggests that company should organize a special act or a guideline on the use of mobile phones at the workplace depends on the particular circumstances. Below are the recommendations: i. Policies about the Use of Cell Phones or Similar Devices. Company must list down the details policies about the use of personal cell phones in the office or on other company property (e.g., construction sites, manufacturing areas, stores, etc.). Provides that personal hand phones are being used for personal calls and personal calls should be used sparingly in the workplace.

ii. Prohibits The Use of Cell Phones in Unsafe Work Situations. Requires that in unsafe work situations (e.g., construction sites, near heavy machinery, etc.), cell phones not be used whether for personal or business issues.

iii. Prohibits The Use of Cell Phones While Driving. Prohibits the use of cell phones while driving, both when those phones are company-issued and when the vehicle is company issued. Includes an absolute ban on employee use of cell phones, whether personal or Company-issued, while driving on Company-related business.

iv. Policies about the Personal Use of Company-Owned Cell Phones. Governs the use of cell phones that were provided to an employee by the company, and indicates more specifically that these phones are for business use only. This section must also notes that any such cell phones are to be protected by the employee, and returned when his or her employment ends.

5.2 Recommendations by Lisa Guerin, J.D.

In additions, listed are the recommendations by Lisa Guerin, J.D. (2011), an editor and author specializing in employment law, as well as author or co-author of several NOLOs books (a publisher in Berkeley, California that produces legal books and software) for employers on how to prevent issues involving hand phone in the workplace:

i. Drafting technology policies for the protection of business assets, preservation of employee privacy rights, maintaining organizational efficiency and the management of electronic documents is required. Therefore, an express handbook of policies is desirable. It sets boundaries for the use of such digital technology and protects the employer and employee from legal injury. Each chapter covers policies for certain types of technology: computer and software, email, Internet use, instant messaging, personal blog postings, social media and cell phones, portable devices and cameras.

ii. The simplest form of protection from losing productivity due to hand phone use is to outright ban cell phone use for personal concerns at work. However, this is not likely reasonable as valid reasons to take a brief call occur. Therefore, the employer should draft a provision including this permission. In terms of safety, if the cell phone or handheld is work-issued, the employee should use care not to lose or damage the phone.

iii. Company should have a policy that prevents employees from using their personal cell phone and other portable devices for work related calls and texts. Otherwise, this could result in a breach of security granted to clients if their contact information is stolen.

iv. Employers should consider that cell phone use during driving is a large hazard, especially if the employee is travelling within the scope of employment. The employer may be liable for any accidents. Therefore, its best to include a provision that bans talking on a cell phone while driving during work hours. The author stresses the importance of the fact that portable devices are vulnerable to theft and damage that can result in a loss of company and client information. Provisions for proper steps to take in the event of loss or damage should be created as a guideline for the employee.

v. Since taking pictures of co-workers without their knowledge can be a violation of privacy and taking pictures of company documents or processes, could be exposing trade secrets that a company strives to protect, employers are suggested to:

v. Completely ban use of cameras (smart phone have this function) in whatever form at work; or

vi. To allow employees to bring such devices but with express limitations on their use depends on the nature of their company. A government agency for example would likely choose an outright ban, while an advertising agency may allow more leeway as far as camera use is concerned.

To ensure that all employees obey the policies created by the company, an employee who is caught violating the ban is to receive a formal write-up, a verbal warning, and/or temporary job suspension and termination, according to the surveys findings.

6.0 Conclusion

As a summary, in the right circumstances, mobile phones can be powerful, effective tools. In the wrong circumstances, they can actually produce the opposite affect than what was intended. Technology continues to advance and companies continue to seek ways to use these emerging technologies to their advantage. However, the rights and conditions of the employee should be carefully considered and monitored as new technologies are implemented. Companies cannot continue to view employees as mere assets to be exploited. Cellular phone especially the smart phones are only one means that companies use to maximize their efficiency. Innovative technology can be the lifeblood of business. These new technologies represent the necessary change for businesses to grow and create new markets. This creation has contributed to the bettering of society. The note of caution in this paper is to remind businesses to constantly seek the balance between using employees as assets and treating them like valuable people.

(3162 words)

7.0 References

Cell phone usage policy & guide. (2008). Legal Zoom. Com. Inc. Retrieved July 3, 2013 from https://www.legalzoom.com/assets/legalforms/LegalZoom%20Cell%20Phone%20Usage%20Policy.pdf

Chesley, N. (2005). Journal of Marriage & Family, 67 (5), 237-1248.

David, C. L. (n. d.). Applied research project: Impact of cell phones in the workplace. Retrieved July 3, 2013 from http://www.usfa.fema.gov/pdf/efop/efo45133.pdf

Electromagnetic fields and public health: mobile phones. (2011). Retrieved June 30, 2013 from World Health Organization. Web site: . http://www.who.int/mediacentre/factsheets/fs193/en/

FAQS - wireless phones. . (n. d). Federal Communiucations Commision. Retrieved June 30, 2013 from http://www.fcc.gov/encyclopedia/faqs-wireless-phones#whatare

Guerin, Lisa J.D. (2013). Smart Policies for Workplace Technology: Email, Blogs, Cell Phones & More. (3rd ed.). California: NOLO

Jaya Pushani Ponnudurai et. al. (2012). OUMH2203: English for workplace communiucation. (2nd ed.). Kuala Lumpur: OUM.

Lloyd, F. (2011). Proliferation and problems: Workplace smart phone use. Retrieved July 3, 2013 from http://orange.eserver.org/issues/7-3/lloyd.html

Mobile-cellular subscriptions (excel). (2013). Retrieved June 30, 2013 from International Telecommunication Union. Web site: http://www.itu.int/en/ITU-D/Statistics/Documents/statistics/2013/Mobile_cellular_2000-2012.xls

OH&S Mobile phones in the workplace. (2011). Labour Solutions Australia. Retrieved July 3, 2013 from http://www.laboursolutions.com.au/blog/2011/08/04/ohs-mobile-phones-in-the-workplace/#.UdQqTTuovAs

Statistical brief number twelve: Hand phone users survey. (2012). Malaysian Communications and Multimedia Commission. Retrieved June 30, 2013 from http://www.skmm.gov.my/skmmgovmy/media/General/pdf/SKMM-HANDPHONE-SURVEY-2011.pdf

The impact of the mobile phone on work/life balance: Preliminary report. (2007). Australian Research Council Linkage Project. Retrieved July 3, 2013 from http://politicsir.cass.anu.edu.au/staff/wajcman/pubs/Report_on_Mobiles_and_WorkLife_Balance_June_07.pdf

Thompson, T.M, & Bluvshtein, N.E. (2008). Where technologyand the workplace collide: An analysis of the intersection between employment law and workplace technology. Privacy and data security Law Journal, 3(4), 284.

8.0 AttachmentAppendix: 1

Table: The number of mobile phone users.Source: http://www.itu.int/en/ITU-D/Statistics/Documents/statistics/2013/Mobile_cellular_2000-2012.xlsAppendix: 2

Chart and Table: Percentage of hand phone users. Source: http://www.skmm.gov.my/skmmgovmy/media/General/pdf/SKMM-HANDPHONE-SURVEY-2011.pdf

Appendix: 3

Table: Types of used phone models.Source: http://www.skmm.gov.my/skmmgovmy/media/General/pdf/SKMM-HANDPHONE-SURVEY-2011.pdf

Appendix: 4

Table: Activity on the internet via handphone.Source: http://www.skmm.gov.my/skmmgovmy/media/General/pdf/SKMM-HANDPHONE-SURVEY-2011.pdf