Cell phones at work: Tips for building a fair and clear policy

It’s the 21st century—most employees bring a cell phone or smartphone to work. While it’s unreasonable to expect them to leave their devices at home, you have every right as a business owner to set clear parameters around how and when employees can use their phones during the workday.

A strong cell phone policy helps protect productivity, maintain professionalism, and reduce potential distractions. But it’s just as important to recognize that employees may need to handle personal responsibilities—like childcare, elder care, or urgent appointments—during the day. Striking a balance between flexibility and accountability is key.

By clearly communicating expectations and applying your policy consistently and fairly, you’ll foster a respectful and efficient workplace for all.

What to include in a cell phone policy

Every business is different, and your policy should reflect the type of work your employees do. For example, expectations may vary between a front-line retail setting, a warehouse, or an office environment. 

When creating your policy, consider including the following general guidelines:

• Cell phones should only be used during scheduled breaks or in designated areas
• Phones must be kept off desks and out of sight during working hours
• Devices must be set to vibrate or silent mode
• Personal calls should be brief and limited to urgent matters
• Internet browsing, texting, and emailing for personal reasons should be kept to a minimum

Also, take into consideration ownership of the cell phone:

• The cell phone belongs to the employee and is solely intended for personal use
• The cell phone belongs to the employee, but they are allowed, or even encouraged, to install business-provided programs or apps (e.g., Teams, Outlook, Customer Relationship Management platform)
• The cell phone is provided by your business and is intended for work-related purposes only

Employee-owned cell phone for personal use only
The general guidelines provided above should suffice. However, you might want to add specific rules in your workplace, such as leaving your cell phone in the company-provided locker along with other personal effects not permitted on the premises.
 
Employee-owned cell phone for personal and work-related use
In certain circumstances, employees may be allowed or encouraged to install applications to perform work-related activities, such as emailing clients and meeting with colleagues (e.g., Microsoft Teams). In those cases, your cell phone policy should include:

• Keeping track of all work-related apps and documents installed/downloaded
• What to do in case of a lost or stolen phone (e.g., contact manager or business owner immediately)
• A process to safeguard the confidentiality of company data 

Company-provided cell phone
If your business supplies mobile phones to employees for work purposes, you may want to include additional rules to protect your company’s resources and data. For example, you may prohibit employees from:

• Using the phone while driving, even in hands-free mode
• Playing games or accessing personal social media accounts
• Downloading inappropriate, illegal, or non-business-related content
• Using the camera or microphone to record confidential information without permission

Note: It is illegal to text, dial, or use a hand-held wireless device while driving in all jurisdictions except Nunavut. 

Privacy and monitoring

If your business uses software to monitor employee phone usage or app activity, make sure to communicate this clearly in your policy. Transparency helps build trust and ensures you're respecting privacy laws. When in doubt, consult a legal advisor before implementing any monitoring tools.

Note: Employers in Ontario with 25 or more employees must have an Employee Electronic Monitoring Policy. 

Safety and legal compliance

In some industries, such as construction, transportation, or warehousing, limiting cell phone use may also help your business meet health and safety requirements. If your employees operate machinery, vehicles, or work in hazardous conditions, clearly stating these restrictions in your policy can help you stay compliant with workplace safety regulations.

Remote and hybrid workers

If you have remote or hybrid employees, consider whether different expectations might apply for those working from home. For example, they may need more flexibility for personal calls but still be expected to maintain professionalism during video meetings and client interactions.

Need help getting started?

CFIB members can download a free Cell Phone Policy Template to help them set clear guidelines that support their team and protect their business. You’ll find it in your Member Portal.

Not a CFIB member? Join today to access this and a great number of other HR and business management resources.

Have questions or need personalized advice? Our Business Advisors are here to help:
1-833-568-2342 | hrnow@cfib.ca