Question

You run an auxiliary office that is part of the Department of Transportation. Recently, in an attempt to improve the speed of processing vehicle titles, you instruct technical support to perform a data audit of all of the employees' computers. The results of the audit show that one employee's computer, in particular, is using an enormous amount of data. After work hours, you access the employee's computer and discover a large amount of files taking up a majority of his local drive. You open and review the files and determine that he must be performing some type of freelance work from his workstation. With all of the fears surrounding the violation of workplace privacy, how do you approach the employee?

Answer 1

Company policies and regulations must be reviewed when it’s discovered an employee is possibly conducting freelance work on a company computer. A private meeting should be held with the employee to discuss the matter, ensuring to document the incident and reactions properly. Further actions, consistent with company practices, should be taken based on the outcome of the discussion.

Step-by-step explanation:

When discovering that an employee is potentially conducting freelance work on a company computer, it is important to approach the situation with tact and according to company policy. The first steps would be to review company policies regarding the use of company equipment and resources for personal work. It's also vital to consider the privacy laws and work regulations that apply to the situation. One should approach the employee with a private meeting, offering a chance for the employee to explain and discuss the situation. This meeting should be approached with an open mind, allowing the employee to speak freely while also upholding the company's policies and standards of conduct. Documentation of the incident and the meeting should be made in accordance with the company's protocol for such matters.

This interaction should focus on remedying the situation and preventing future occurrences, rather than punitive measures, unless the actions are a clear and serious violation of policy or law. Depending on the outcome of the discussion with the employee, further actions such as a more formal investigation, disciplinary action, or providing additional training on company policies may be necessary. It's always crucial to ensure any actions taken are consistent with how similar situations have been handled in the past to avoid claims of unfair treatment.