Harassment and Bullying When Using Email, Sms, Facebook in Workplace - Case Study Example

Harassment and bullying when using email, sms, Facebook in workplace Summary This paper comprehensively analyzes the rising trendof cyber bullying in the work environment, showing how it occurs through social sites, phone messages and even via email. The paper also shows how cyber harassment negatively affects employees’ motivation, causing unnecessary stress, fear, and emotional fatigue, eventually lowering the productivity of workers and consequently, that of an organization. This study also denotes employers’ inadequate capacity to deal with cyber bullying due to constant evolution of communication platforms and sensitivity of intertwined political and personal issues, particularly in regard to social networking and instant texting. Nevertheless, the paper denotes measures, guidelines and standards that can be adopted in a work environment to curb cyber bullying and bolster a firm’s productivity. Introduction Bullying at the work environment is not a new phenomenon. However, following the continued advancement of technology, and particularly in digital communication, bullying is adopting new platforms. For instance, employees if not properly managed can easily convey negative messages about their co-workers via email, short message service (SMS) and other social media conduits like Twitter and Facebook (Privitera and Campbell, 2009, pp. 395-397). With the current levels of development, malevolent gossip regarding an employee can be transmitted to others across the internet within an instant, thus reaching a broad audience not just within the organization, but to external targets as well. Such hurtful, and most often false rumors, can adversely affect the subject’s working capability, reputation and even his or her future career. It is also crucial to note that any person can post the negative comments online and once this is done, it is difficult to dispute the information or even remove it. Another noteworthy aspect is that, cyber bullying is not limited to conventional working places and work hours. This is because of the rise in number of laptops and other mobile communication gadgets, such as internet enabled phones and computer tablets (Privitera and Campbell, 2009, pp. 398-400). As a result, cyber bullying traverses the physical and time limitations of an ordinary workplace, and workers can post negative messages even in the comfort of their homes. Failure to address cyber bullying at the workplace would lead to the unnecessary loss of productive employees, hence inability to utilize social media to foster the organization’s performance. Cyber Bullying Incidences The conveyance of negative information within or outside the workplace, by employees with malign intent has led to the increasingly worrying cases of cyber bullying (Hinduja and Patchin, 2007). Outlined herein are some of the most common forms of employee harassment via the internet and other contemporary communications channels: Conveyance of spiteful or intimidating SMS communications or emails to a certain worker’s cellular phone or computer address, respectively. Electronic or mobile communications, which are characterized by unpleasant content like explicit pictures, comments or jokes that seek to mock an individual’s religion, sexual preference or ethnicity. Mobile or electronic messages which seek to provide feedback or propose correction to a certain person, with the sole aim of demeaning the individual or shaming him or her publicly. Malevolent or menacing comments regarding a particular person put up on social sites of blogs. Distribution of offensive and embarrassing videos or photographs of a person, which in most cases may be falsely acquired through manipulation. Displaying desktop wallpapers or screen savers that feature offensive content, with the aim of shaming a specific person. Even though cyber bullying bears numerous similarities with the conventional modes of harassment, it has the capability to escalate faster and with elevated aggression. This is because perpetrators of the mentioned malevolent acts can remain anonymous, making it difficult to track them. There is also a broad audience, thus hastening the spread of information and increasing the difficulty of containment (Campbell, 2005, pp. 68-76). These attributes, coupled with the wide array of social media communication methods and absence of communication in person, accentuates the ruthlessness of cyber harassment. It is, therefore, crucial for employers to acknowledge that executing proper measures to deal with cyber harassment is necessary, in order to create safe and dynamic work environs. Potential Cyber Bullying Prevention Measures Generally, the crucial nature of cyber harassment of employees is undermined and, consequently, the negative trend is not placed as a priority issue that demands immediate attention. Most employers fail to take cyber bullying seriously, particularly when types of technology used in the work environment are barely comprehended. This is wrong, since workplace concerns that may seem trivial could eventually have devastating effects on an entire firm (Hoel, Cooper, and Faragher, 2001, pp. 443-465). Employers must, therefore, recognize the significance of this phenomenon and aggressively seek appropriate preventive measures, rather than deal with negative results of related incidents. The most appropriate way of preventing cyber harassment is via formulation and execution of suitable policies, coupled with intensive education for employees, on the negative effects of the trend, not just at a personal level, but in regard to the entire organization as well. It is crucial for the organization in question to broaden their bullying policy, in order to include a section specifically designated to deal with cyber bullying (Mikkelsen and Einarsen, 2001, pp. 39-43). The section must clearly identify all modes of intolerable behaviour in utilization of social media, in addition to the official and informal strategies of dealing with possible instances (Einarsen and Skogstad, 1996, pp. 185-201). After execution of such a policy, its provisions should be made known to all company employees, in order to nurture a corporate culture free of cyber harassment. Guidelines for Use of Social Media in the Workplace For effective and positive utilization of social media, a company must have clearly outlined guidelines. These guidelines lay a foundation for use of social media platforms to foster company to customer, company to employee, and employee to employee interactions, for purposes of improvement rather than harassment (Kieseker and Marchant, 1999, pp. 61-75). Some of the crucial guidelines for social media utilization are discussed hereunder. Defining the goals, as well as, the scope of organizational engagement, while utilizing social media. This is attained, when there is a clearly defined link between the organization’s principal objectives and use of social media. Aligning of the new social media policies with the already existing corporate policies. Setting timelines for proposed communication changes and indicating the expected outcome. This is where the organization sets estimation of the amount of time that workers can use while utilizing social media, in addition to the objectives they should have attained at the end of each communication session. Determination of ownership of devices or channels supporting social media interactivity. This means that, the person responsible for guaranteeing success in the use of social media programs must be well known to the management team. The company should also have a person responsible for posting information, as well as, monitoring and reviewing the content uploaded by other workers. This is imperative as it ensures that there is a person that can be held accountable in case of information alteration or incidents of cyber harassment. Monitoring of progress is yet another important factor to consider, since regular evaluation of the company’s social media channels makes it possible to identify problems at an early phase and deal with them before the impact exacerbates. These guidelines if followed to the letter will enable the company under scrutiny, to counter social media bullying, thus attaining the benefits of positive communication (Leymann, 1996, pp. 165-184). In addition to guidelines, companies would optimize usage of social media, by laying out standards governing communication, some of which are discussed in ensuing paragraphs. Standards for Social Media Usage in the Workplace Development of an official social media policy: This standard stipulates that the organization is supposed to formulate at least one essential formal policy by enacting relevant laws. The policy is supposed to be carefully vetted by all appropriate stakeholders, inclusive of the legal, as well as, the human resource department thus making it possible for the organization to control the use of social media at the work place (Bamford, 2004). Developing a procedure for policy monitoring: This is the body/person which/ who seek to ensures that, workers strictly adhere to the set social media policy. This standard is extremely crucial, because in many instances companies set policies but not follow them, hence necessitating an implementation framework (Bamford, 2004). Development of directives for policy violations: This is highly crucial if a company is to guarantee efficacy of its social media utilization policy. The standard provides for an action system, which identifies consequences that employees are likely to suffer in the event that they violate existent policies (Bamford, 2004). Equivalent alternatives should be set for people that work in the company and do not have access to social media. This means that all employees in the company should be informed about rules and regulations governing communication and prohibiting cyber harassment, in order to ensure that everybody knows about the consequences of laws’ violation. All policies document should be well documented according to the set standards. Instead of using social media to bully co-workers, employees should use these platforms for: employee recruitment, in order to look for workers with diversified ideologies within and outside the company. Additionally, mass media can be used in organizing brand strategy, knowledge sharing and brand promotion (Zapf and Einarsen, 2001, pp. 369-373). Workers should also avoid utilizing social media in decision making, especially on issues associated with promotion, termination or candidate selection. Recommendations The company should promote a culture with zero tolerance to social media bullying. The company should establish clear, as well as, appropriately communicated policies in regard to acceptable use of social media and also on social media bullying. The organization should also provide essential training for workers and management on ways of dealing with cases of cyber harassment in the workplace. Workers should be encouraged to communicate in sensitive and appropriate manner with their colleagues. The organization should also make sure that they update bullying status, in addition to disciplinary measures, in order to provide direction on matters concerning social media. For instance, the communication ethics policy should be clear on unacceptable behavior. Finally, the company should consider widening the scope of bullying provisions, in order to cover cyber bullying even outside the working premises. Outline of recommendation implementation Step Recommendation Implementation Duration Step 1 Promotion of zero tolerance culture on mass media bullying. 4 weeks Step 2 Establishment of clear, and appropriately communicated policies 2 weeks Step 3 also provide essential training for workers 1 week Step 4 update bullying status 1 week Step 5 The company should consider widening the scope of bullying provisions, in order to cover cyber bullying even outside the working premises. 2 weeks Conclusion Social media has offered numerous potential benefits in many organizations. However, managers should be careful in considering both the benefits and risks of social media, especially cyber bullying. In order to minimize such negative issues and increase productivity, the respective company must establish policies, which workers should comply to when using social media. Such policies should be coupled with education, in order to guide people on the kind of information to post or avoid posting on the internet, because some of it might translate to cyber harassment. Overall, regular monitoring of the mass media platforms, that is, facebook and twitter, as well as, emails and instant messages, is an effective way of dealing with social media bullying, and guaranteeing a safe and productive work place. Bibliography Privitera, C., and Campbell, M. 2009. Cyberbullying: The new face of workplace bullying? CyberPsychology and Behavior, 12, pp.395-400. Hinduja, S., and Patchin, J. (2007) Cyberbullying.us. [Online]. Available at [accessed April 12, 2013]. Zapf, D., and Einarsen S. 2001. Bullying in the workplace: Recent trends in research and practice - An introduction. European Journal of Work and Organizational Psychology, 10, pp. 369-373. Leymann, H. 1996. The content and development of mobbing at work. European Journal of Work and Organizational Psychology, 5, pp. 165-184. Einarsen, S., and Skogstad A. 1996. Bullying at work: Epidemiological findings in public and private organisations. European Journal of Work and Organizational Psychology, 5, pp. 185-201. Mikkelsen, E., and Einarsen S. 2001. Bullying in Danish work-life: Prevalence and health correlates. European Journal of Work and Organizational Psychology; 10, pp. 39- 43. Hoel, H., Cooper, C., and Faragher B. 2001. The experience of bullying in Great Britain: The impact of organizational status. European Journal of Work and Organizational Psychology, 10, pp. 443-465. Kieseker, R., and Marchant T.1999. Workplace bullying in Australia: A review of current conceptualisations and existing research. Australian Journal of Management & Organisational Behaviour, 2(5), pp.61-75. Bamford, A. 2004. Cyberbullying. AHISA Pastoral Care National Conference. September 2004, Melbourne, Australia. [ Online]. Available at www.coc.edu.au/site/_documents/ahisaconferencebamfordcyberbullying.Pdf [accessed April, 12, 2013]. Campbell M. 2005. Cyber bullying: An old problem in a new guise? Australian Journal of Guidance and Counselling, 15, pp. 68-76. Read More