Mobile Phone Policies – Do Corporate Organisations Need One?

Man on cell phone

You may need a mobile phone policy for your employees.

Mobile phones are essential components of most business dealings. Without them you and your employees, and hence your business, would seemingly be lost. Here is an insightful article on managing one aspect of mobile phones by Simon P Wood, Mobile Phone Policies – Do Corporate Organisations Need One? – TCW

Mobile Phone Policies – Do Corporate Organisations Need One?

Without a clear and concise mobile policy, the control of mobile expenditures becomes impracticable. It is only right that users are informed of what they are and are not permitted to do with the company mobile phone, otherwise they will do what they want. It is imperative that the policy is unambiguous and makes clear the consequences of non-compliance. A major point is that of personal calls made on the company mobile phone. Management must decide what this policy will be, and then ensure it is communicated to the user base. There are many options available and each has its merits and downsides:

  • Ban the use of company mobile phones for personal calls? or Allow the use, confirm which calls are personal but do not assess the charges? or Allow the use, confirm which calls are personal, collect payment from the user.

This is an area of mobile management that must be decisive in its meaning to ensure compliance with taxation requirements. Organisations need to be able to show an auditable trail of the level of personal usage, because companies cannot reclaim VAT on personal calls. Even if the policy dictates that personal calls are not permitted, proof of monitoring and enforcement is essential to satisfy HMRC compliance. The mobile policy should be a strong document covering all areas of management, usage, control and policing. Other areas to be incorporated into the policy are:

  • Internal management processes and procedures
  • Ownership of expenditure
  • Purchase authorisation and sign off requirements
  • Internal re-charging structure ? Employee-owned mobile phones
  • Call monitoring & personal usage
  • Loss or theft
  • Health & safety – driving and using a mobile phone
  • Text usage

A clear mobile phone policy makes monitoring and compliance management easier. A weak policy makes control unworkable, and gives users the right to do as they please.

About the Author

Simon Wood is an experienced consultant who has worked in the UK mobile telecommunications industry for over 15 years. He has held various sales and sales management positions in leading companies like Motorola, Marconi, O2, and T Mobile. Simon can be reached at or

ttmobiles is the UK’s leading provider of managed mobile solutions helping clients primarily reduce the amount they spend on mobile communications through consultation and outsourced mobile management solutions.

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