SEVEN OPTIONS TO CONSIDER WHEN COMPOSING A CELL PHONE SAFETY POLICY

Employers with mobile employees should take a proactive approach to ensure those workers use cell phones safely and do not put themselves or bystanders at risk of injury.

Any employer with mobile staff should have a clear cell phone safety policy that defines whether and how phone use is allowed while driving and what the repercussions are for violations. Employers might seek input from mobile employees and management when creating the policy and can review additional guidance such as Ensuring Mobile Employee Safety.

Seven policy options to consider

1. Safety training for drivers. Require that any employee driving a company vehicle have a valid driver’s license and complete a driver safety or defensive driving course before using a company vehicle. These courses often include demonstrations of distraction risks from cell phone use.

2. Post warnings in all company vehicles. Post a concise notice in every company vehicle stating that phones should not be used while driving and instructing drivers to pull over or have a passenger make emergency calls.

3. Hands-free device option. When feasible, allow only hands-free devices while driving. Providing hands-free equipment can reduce some distraction, though it does not eliminate it entirely.

4. Answering services or call forwarding options. Use answering services or call forwarding so mobile workers do not feel compelled to answer calls while driving. Employees can return calls after reaching their destination.

5. Turn the cell phone off. Consider requiring employees (and passengers, if appropriate) to turn phones off while operating a company vehicle and to power them back on only after stopping.

6. Let employees take responsibility. Make employees responsible for fines or additional vehicle operation costs from traffic violations related to illegal cell phone use, and set progressive disciplinary measures for repeat offenses.

7. Banning cell phones from company vehicles. A total ban may be necessary for repeated noncompliance, but weigh that against the need to contact emergency services; use a ban only after careful consideration.

Employers should also consider related exposures for workers on the road; see Workers Compensation Risks with Mobile Devices for more about those risks and controls.

To make the policy enforceable and reasonable, communicate expectations clearly, document training and signage, and apply consequences consistently.

Frequently Asked Questions

What should a cell phone safety policy include?

A policy should state whether phone use is allowed while driving, specify permitted alternatives (hands-free, answering services), require training, and describe disciplinary actions for violations.

Can employers require employees to use hands-free devices?

Yes, employers may require hands-free devices as a compromise to reduce manual distraction, though they should pair this with training and other controls.

Are employers liable if an employee crashes while using a phone on the job?

Liability depends on circumstances and local law, but having and enforcing a clear policy, providing training, and documenting compliance helps reduce organizational risk.

Should passengers be required to turn off phones in company vehicles?

If passenger phone use creates distraction for the driver, the policy can require passengers to silence or turn off phones while the vehicle is moving.