Mr.

Jordan Benjamin
Marketing Department
201 Crawford. ST. Suite 2100
New York, NY, 00191

Dear, Mr. Benjamin:

As you requested, I gathered the information on the usage of employees who use
company owned PCs, due to the security issues. To gather the information, I distributed
the survey to employees in market department and had a 77 percent response rate. In my
report, I included the information that I survived and the problems of employees use
company owned PC.
This report will give the information on personal usage of company owned PCs. I
recommend our company to make an internet use policy for limiting the access of
internet. The purpose of this study is to analyze the personal usage of company owned
PCs in the workplace by employees in the marketing departments of Ynot Company, and
to determine if the Ynot Company in Terre Haute, Indiana should make Internet use
policy. Some factors such as: personal usage, problems caused by inappropriate use of
internet, policies and so on will be discussed in the report.
If you have any questions or comments regarding the interpretation of this report please
feel free to contact me at 812-223-0139. Thank you for giving me the chance to do this
project, and I look forward to working with you again soon.

Sincerely.

Wassim Zhani
Vice Manager of Marketing Department
PERSONAL USAGE OF COMPANY OWNED COMPUTER IN YNOT COMPANY

Prepared for

Mr. Jordan Benjamin, Manager of Marketing

Ynot Company
201 Crawford. ST. Suite 2100
New York, NY, 00170

Prepared by

Wassim Zhani
Vice Manager of Marketing Department
401 Chill Street New York, NY 00191

November 29, 2010

 Table of Contents
Part Page

EXECUTIVE SUMMARY ...............................................Error! Bookmark not defined.

OVERVIEW ......................................................................Error! Bookmark not defined.
FACTORS..........................................................................Error! Bookmark not defined.
Primary resources ..........................................................Error! Bookmark not defined.
Personal Usage of Computer ......................................................................................... 4
Email ............................................................................................................................ 5
Social networking ........................................................................................................ 6
Shopping ...................................................................................................................... 6
Problems Caused by Inappropriate Computer Use ......................................................... 7
Productivity ................................................................................................................. 8
Cost............................................................................................................................ 10
Policy............................................................................................................................. 11
Employee education and Tranning ............................................................................... 12
Security ......................................................................................................................... 13
SUMMARY AND CONCLUSION ................................................................................. 14
RECOMMENDATION .................................................................................................... 16
REFERENCES ................................................................................................................. 18
APPENDIX ...................................................................................................................... 20
List of Illustrations

Table 1. Personal Useage of Company Owned PCs ..........Error! Bookmark not defined.
Chart 1. Time for Personal Use........................................................................................... 9
 Executive Summary

Personal usage of company owned computers is an important issue in the

workplace. There are many symptoms and factors of personal usage of computers. Ynot

Company need to consider several factors to deal with personal usage of company owned

PCs in the workplace. Most employees admit to using the Internet for personal purpose.

Workers admit to using personal email more than business. They send lots of personal

emails through the company email system. Personal usage of company owned PCs will

cause serious problems such as loss of productivity. Productivity is affected by personal

usage of computers in the workplace. Employers have to pay much money for the anti-

virus software. Employees are educated and trained to understand how to use company

owned computers appropriately. Security is a big problem that is caused by personal

usage of computer.

Ynot Company needs to make a moderately restrictive policy. This internet use

policy could limit employees using their computers for personal usage. Managements

should explain what employees can do and what can’t do. Employees should be informed

that anyone who violates these policies will have serious consequences including

termination.
 Overview

The computer is one of the most important technological inventions of the

twentieth century. After using the computer for decades, it is critical in people’s daily

life. People use the computer for entertainment, living, and working. The need for the

computer increases rapidly every year. Computers are used in business more frequently.

There are hundreds of computers in some large institutions. No one can deny the

advantages of the computer, it makes people’s life more convenience than before.

According to the research by Ashling (2009), at least eighty percent of employees have

their own computer in the workplace. Computers are necessary in the business world.

Most employees are willing to use it for communication and business in the workplace.

Productivity increased when the computer is used in the business. Both employees and

employer are happy to use computer in the workplace.

As mentioned above, the computer is used widely by employees in companies.

Most employees need to use the computer when they are in the workplace, especially in

large institutions. However, many employees begin to use company owned PCs for

personal usage. They are surfing Internet, shopping online, and downloading music.

Employees use the company email system to send personal emails.

The purpose of this study is to analyze the personal usage of company owned PCs

in the workplace by employees in the marketing departments of Ynot Company, and to

determine if the Ynot Company in Terre Haute, Indiana should make Internet use policy.

Not all of the factors were within the scope of this paper. Personal usage of computer,

problems caused by inappropriate computer use, policy, employee education and training,

and security were examined. There are no any limitations in this paper.
 Secondary data was collected by using library databases and Internet. At least

fifteen credible sources are used for the research. Most sources are from ProQuest and

EBSCOhost. These two databases provide enough sources for the discussion. Only a few

sources are from the Internet. One table is used in this paper based on one source from

the ProQuest database.

Primary data was collected by a survey. In order to understand the problem with

computer usage of employees who use company owned PCs, a survey was sent to 300

employees in the marketing departments of Ynot Company through emails with a web

link. Each employee was asked the same questions. They will be asked some questions

about personal emails, shopping online, personal activities and so on. After that, the

information will be summarized and concluded. There was a seventy-seven percent

response rate from the survey. According to the survey, most employees are using

company owned PCs for personal usage in the workplace. They spend at least one hour

for personal purpose.

This report will discuss the factors of employees’ personal usage of company

owned PCs in the workplace. Several examples will be given to support the idea.

Problems caused by inappropriate usage of computer will be discussed. In addition, the

analysis will be based on the information and data gathered from research. One tables and

one chart will be included in the discussion. Recommendations will be given to deal with

personal usage of company owned PCs in the workplace.

 Factors

Primary resources

In order to understand the problem with computer usage of employees who use

company owned PCs, a survey was sent to employees in the marketing departments of

Ynot Company through email with a web link. There was a seventy-seven percent

response rate from the survey. The survey shows that most employees in the marketing

departments use company owned PC for personal emails. More than half of employees

send and receive personal emails over 20 times per week. A quarter of employees send

and receive personal emails between 10 and 20 times per week. Twelve percent of

employees send and receive personal emails less than 10 times per week. Only eight

percent of employees do not use company owned PCs for personal emails.

One inappropriate usage of company owned PCs is for personal activities. Twenty

percent of employees in marketing departments use their computer 5-7 times a week for

personal activities. Sixty-three percent of employees use their computer 1-4 times a week

for personal activities. On the other side, there are seventeen percent of employees who

never use company owned PCs for personal activities.

A quarter of employees order products online very often by using company

owned PCs in the workplace. Almost half of the employees will occasionally visit online

stores in the workplace. However, thirty percent of employees never order anything

online by using company owned PCs in the workplace.

Most employees responded that they did not use company owned PCs for

maintaining their personal blog. Eighty-three percent of respondents do not maintain a

personal blog by using company owned PCs. Only seventeen percent of employees use

their computer for maintaining personal blogs.

Nearly half of all respondents spend one to three hours per week for personal use.

A quarter of employees spend less than one hour per week on personal use in the

workplace. Fifteen percent of employees never use their computer for personal use. Only

twelve percent of employees spend more than three hours for personal use during the

work day.

Personal Usage of Computer

Staff are failing to follow their companies’ Internet use polices. More and more

employees are using company owned PCs for personal purposes. There are several

personal usages of computers. The following table shows a survey of 300 employees’

personal usage of company owned PCs.

Table 1

Personal usage of company owned PCs

Personal emails 61%

Instant messaging to communicate with friends and family 40%

Using Skype to make personal phone calls 23%

Downloading music or videos at work 33%

 knew of people in their firm downloading pornography 33%

Note. From”Employees are ignoring web policies,” by Goodwin, 2006, B. Computer

Weekly, 29.

As shown, sixty-one percent of participants send personal emails through

company owned computers during the work day. Forty percent of workers use instant

messaging to communicate with friends and family. Twenty-three percent of employees

will use Skype to make personal calls. More than thirty percent of employees download

music or video at work. Thirty percent of employees knew people in their firm

downloading pornography. Therefore, many employees are using company owned PCs

for personal purpose in the workplace.

Email

Email is an important way to communicate with each other. It is used frequently

in the workplace. In some large institutions, many employees use their emails for their

work communication. Using company owned PCs for personal email has become a big

problem in many companies. The use of personal email happens every day in the work

place. Many employees admit that they are using personal emails more than business.

According to the survey, most employees in marketing departments use company owned

PC for personal emails. More than half of employees send and receive personal emails

over 20 times per week. Only eight percent of employees do not use company owned PCs

for personal emails. Too many employees use work email for personal matters.

According to the research by Mantell (2010), seventy-one percent of full time employees

use company email system for personal usage in the workplace. Therefore, employers
need to be aware of personal usage of company email system. Sending personal email

may constitute ethics violation if employees use it for profit or commercial.

Social Networking

People are living in a world where technology has changed the ways of

communication. Most people prefer to communicate with others by sending email or

posting comments on social networking websites. According to the research by Jones

(2006), online social networking websites increased rapidly in the past few years.

Employees use company owned computers for social networking. According to a Nielson

Report, the time that employees spent on these social networking sites accounted for one

in every 11 minutes spent on the Internet around the world (as cited by 2010). It is a

waste of time when employees participate in social networking in their workplace. Social

networking in the workplace will affect employees’ efficiency during work time.

According to the survey, many employees use company owned PC for personal activities.

Twenty percent of employees use their computer 5-7 times a week for personal activities.

Sixty-three percent of employees use their computer 1-4 times a week for personal

activities. Since, companies do not block social networking websites, employees have

access to these social networking websites frequently. They are putting their company’s

computer system at risk. Social networking may cost employees lots of time, and they do

not realize the consequence of it.

Shopping

Many employees like shopping online in their workplace especially near the

holidays such as: Thanksgiving and Christmas. According to the survey, more than half

of employees in marketing departments shop online at work. Shopping online is the most
popular thing when people are using company owned PCs for personal purposes.

According to the research by ISACA (2010), forty-seven percent of employees will use

their company owned mobile devices for online shopping. There are several reasons why

employees prefer shopping online in the workplace. First, it is convenient for them to use

during their lunch time. In many companies, there is enough time for employees to have

their lunch. Employees like to spend some time on shopping for leisure. Second, they do

not have enough time to shop because of work. Employees do not have enough time to go

shopping because they usually work during the day time. The time is very limited for

them. Third, they want to have some leisure besides working. Working for a long period

of time is boring. Employees hope to have some fun during the working hours. These are

the reasons employees purchase items online in the workplace. Young adults are more

likely to shop online because they grew up with the Internet. Shopping online is a very

common thing to young adults, they always do it. However, it is dangerous for them to

shop online in the workplace. Young adults may lose their jobs if they are caught when

they are shopping online in the workplace during the work time.

Problems Caused by Inappropriate Computer Use

Email harassment and pornographic spam increased a lot in recent years in the

workplace. Not every employee will follow the Internet policy. Many problems will

occur when employees use company owned computers inappropriately. Donnell (2008)

said that the worst form of inappropriate use of company owned computers is to view

pornographic websites. It will damage not only the computer system, but also other

employees in the workplace. It is embarrassing and offensive when employees are using

company owned computers to view pornography and illegal images. Employees have the
duty to take care of their computers which are owned by the company. Several employees

in an insurance brokerage firm complained that they received sexually suggestive emails

from their colleagues through company email system (Bee & Maatman, 2004). Offensive

emails and pornography make the work environment worse. Inappropriate use of

computer will violate many employees’ rights.

Many personal emails are written by employees, which may cause some serious

problems. First, writing personal email in the workplace may cost employee their jobs.

Companies have the right to fire employees if they found that an employee misused the

company email system. According to an article written by McNamara (2009), employees

can be fired for writing inappropriate personal emails in the workplace. One employee

was fired because he sent a single email to 60,000 employees, which disabled company

networks for more than six hours (McCarthy, 1999). Lots of employers have the

experience of firing workers because of improper email. Barr (2006) pointed out that

twenty-six percent of employers have terminated workers for email misuse. Wright

(2000) said that more than twenty employees in The New York Times were dismissed for

sending inappropriate emails. Secondly, inappropriate use of company email systems can

create problems for the employer. Emails are considered documents, and they can be

used in lawsuits just like other letters or memorandum. According to the research by

Jones (2006), “Libel and other laws relation to publication of any form of written

communication also cover e-mails, so offensive, defamatory or illegal e-mail could get

both the employee and the practice into trouble” (36). Each email that employees write

can be the evidence in the lawsuit. It is important to recognize that limiting personal use

of email may reduce the result of ethics violation.

Productivity

Productivity is crucial in the companies’ business. Increasing productivity will

bring significant benefits for the company. Most people believe that the Internet can

improve business efficiency by proving faster and greater access to information.

However, employees are trying to use the Internet for personal usage. Use of company

owned computers for personal use is considered to be the reason of loss of production

time. Employees spend too much time on computers for personal use, which will affect

the productiveness. A survey has been done to get information on the time that

employees use company owned PCs for personal use. The following chart shows the

results of the survey.

Time for Personal Use

5%
15% 7%

Over 5 hours a week

3-5 hours per week
1-3 hours per week
25%
less than one hour per week
Never
48%

Chart 1. Time for Personal use

 The figure shows that forty-eight percent of employees in marketing department

spend one to three hours per week for personal activity by using company owned

computers. Furthermore, twenty-five percent of employees spend less than one hour per

week for personal use. In addition, five percent of employees use computer for personal

purposes over 5 hours per week. Most employees spend at least 1 hour per week for

personal use on company owned computers. Employees waste too much time on personal

use. McCarthy (1999) pointed out, productivity will decrease when dozens or hundreds of

employees “succumb to the temptation” (1). According to the research by Ashling

(2009), one-third of respondents admitted to using the Internet for personal purposes for

at least one hour per day. Internet access results in decreased productivity because

employees use it to pass time. A large number of employees admit to using company

owned computers more than business. They are doing the wrong thing in the workplace.

Cost

Personal usage of company owned computer costs employers much money in the

workplace. Employees who are regularly shopping online or surfing the Internet are

decreasing their productivity. In order to increase workers’ productivity, employers have

to limit their employees from watching videos or using social networking websites.

According to the research by McNamara (2009), companies spent millions of money on

software to block social networking websites and pornography. The amount of money for

limiting personal usage of computer is huge. Another cost of personal usage of computers

is the loss of files. According to the research by Mercuri (2003), large corporations and

government lost $13 billion in 2001 because of malicious code. Malicious code and

malware crash a company’s internet system and computers. Every company is forced to
install anti-virus software, which cost huge money. Other cost for employers is

bandwidth, particularly for small businesses. The last thing that an employer wants is an

employee who is watching videos or downloading music. Watching videos or

downloading music will slow down company’s network. It also will increase the expanse

of internet. Furthermore, it is a potential risk by infecting computer virus, which may cost

more money.

Policy

Each company has its own policy for internet access. Some institutions do not

allow any employees to access the Internet in the workplace. Some companies do not set

a policy at all. Fortunately, most companies make some policies to deal with personal

usage of company owned computers. Fidler (2004) pointed out that employers are willing

to monitor other employees’ usage of their computers. Most employers want to protect

their assets from damage. However, it is difficult to determine what employers can do

and can’t do. Employers should respect employees’ privacy. A very strict policy makes

employees feel bad in their privacy. At the same time, it will place the company at risk

without monitoring policies. Dr. Snyder (2010) said that the best way to solve this

problem is a “moderately restrictive policy”, which reserve the company’s right to

monitor but limits monitoring into necessary areas (285). Twenty-seven percent of large

U.S. firm began to check employee’s email, which was a huge jump from fifteen percent

in 1997 (McCarthy, 1999).

There are several options to deal with social networking websites in the

workplace. The first one is to make a company policy, which ban all social networking

websites in the workplace. An employer has the right to control the internet in the
company. Since impropriate use of internet costs companies so much money, many

employers banned social networking websites. Another one is to make some policies to

instruct employees how to use social networking appropriately. After making these

policies, an employer should make sure that these policies are taken seriously. Employees

should be informed that anyone who violates these policies will have serious

consequences including termination.

Nowadays, more and more companies are willing to provide internet access for

employees in their breaks. Many practices allow employees to use the Internet during

their breaks as long as they follow practice policies (Gan & Koh, 2006). These practice

policies must be obeyed. They limit the usage of internet in non-practice time. In

addition, Donnell (2008) said that many corporations have difficulties finding the balance

between “risk mitigation” and “empowering users”. These policies have to protect both

employees and the organization. Managements should warn the employees that e-mails

should not be in regard to any personal information. All employees must understand what

is considered appropriate activity in the workplace.

Employee Education and Training

Employees’ education and training is the key to success of the Internet use

policy. Employers cannot just tell employees what you can do and what you cannot. They

have to explain the reasons or employees will still do what they want to do. Employers

can do something to prevent inappropriate usage of company owned computer. Employee

education and training are critical policies that need to be communicated and supported

by communications and programmer (Donnell, 2008). Management should take the

responsibility to explain these policies to employees. It is important to make sure every

employee understand these policies. Furthermore, employees need to be educated and

trained for inappropriate use of company owned computers. According to the research by

Klein (2009), most employees have little knowledge about how to protect their computer

when they are surfing online. Giving workers education and training could prevent

computer virus and malware.

Security

Today’s workplace is driven by technology invention. It is easy to find a

computer in a company or firm. Most employees depend on their computer for their

work. Once the computer crashes, both employee and employer will have trouble. It is

important to secure the computer system in the workplace. According to the research by

Klein (2009), there are many security problems and threats in the internet. These threats

are not only from emails, but also from web browsing. However, many employees lack

acknowledge about internet security. They could accidently download a little file. That’s

how malware goes into a company computer. Later, malwares spread into all the

machines on the network. The company network system is exposed when employees are

surfing online. For instance, some bad guys created a fake website. When employees visit

that website, employees’ computer will be planted with Trojan which is malicious

software. The company internet system may be damaged by malicious software. Wright

(2000) pointed out that more than eighty-five percent of malware is distributed on the

websites; in addition, nine out of ten PCs are infected with spyware. In order to protect a

company’s assets, employers have to spend money on anti-virus. Spyware is one kind of

computer virus that can steal files in the computer. Every company has its own
confidential files. The consequences could be serious if confidential files are released by

spyware.

SUMMARY AND CONCLUSION

To sum up, Ynot Company need to consider several factors to deal with personal

usage of company owned PCs in the workplace. Employees use company owned

computers for personal usage. It is very common in many companies. Most employees

admit to using the Internet for personal purpose. However, it will cause serious problems

such as loss of productivity. Employers have to pay much money for the anti-virus

software. Some policies are made by large corporations to deal with inappropriate usage

of internet in the workplace. Employees are educated and trained to understand how to

use company owned computers appropriately. Security is a big problem that is caused by

personal usage of computer.

Primary data are collected by sending a survey to the employees in the marketing

departments of Ynot Company through mail with a web link. There is a seventy-seven

percent of response rate from the survey. In the survey, some questions such as personal

activities, personal emails, and shopping online are mentioned. From the result of the

survey, most employees in Ynot Company are using computers at least one hour per

week for personal usage. The problem of personal usage of company owned computers in

Ynot Company is serious.

Personal usage of computers is a very important factor. It shows several ways

how employees use their computers for personal purposes. Personal emails, social

networking, and shopping online are the symptoms of personal usage. Employees send

personal emails through the company email system, which may cause serious problems.
Emails can be used in the lawsuits. Employees are not allowed to include any

confidential information in the mails. Workers admit to using email more than business.

Employees enjoy visiting social networking websites during working time. They want to

contact with other by using these social networking websites. Shopping online usually

happens before holidays, especially Thanksgiving and Christmas. Sometimes, employees

will shop online during breaks.

When employees are relying on the Internet, many problems will be caused by

personal usage of company owned PCs. Email harassment increased a lot in the

workplaces. Many employees have experienced sexual emails. Moreover, productivity is

affected by personal usage of computers in the workplace. More and more employees are

trying to use the Internet for personal usage during the work time, which reduce

productivity. Most employee spend at least one hour per week on the internet for personal

purpose. Internet access results in lost productivity because employees use it for pastime.

Inappropriate use of the Internet also costs employers much money. Employers have to

spend huge money on anti-virus software.

Many internet use policies are made by large institutions due to personal usage of

company computers. Some of them banned internet in the workplace. Some policies did

not limit employees’ access at all. Most companies are willing to provide an acceptable

policy, which is welcomed by employees. Employees could use their computer under

strict policy on break. No one could break the internet use policy.

Employees’ education and training is the key to success of the Internet use policy.

They need to be informed what is allowed to do and what is forbidden. In addition,

employers have to explain the reason why employees have to follow the policy.

Employees should be given the consequences when they violate the policy.

Security is very important for a company. Many files are extremely important for

the business. Personal usage of company owned PCs in the workplace could cause loss of

confidential files. Malware and computer virus can easily infect computers in the

workplace if employees visit some fake websites.

RECOMMENDATIONS

For these factors the recommendation is to make a moderately restrictive policy.

Yont Company should make a moderately restrictive policy to reduce the computer usage

for personal purpose. The moderately restrictive policy should be signed when employees

join the organization. Productivity decreases due to the time that employees spend on

social networking websites. A good computer use policy will help the company to

address the personal use of computers. Use of the company owned computers is limited

to business purposes during working hours. There is enough evidence and reasons to

support forbidding personal usage of computer in the workplace during practice time. In

addition, this policy should allow employees to do some personal activities on their

breaks only if employees follow the policy. Employees use computer for leisure is only

allowed in the break. The purpose of this policy is to instruct employees how to use

company owned PCs appropriately. In order to avoid, these employees spend too much

time surfing the Internet, company should have some strict rules. After making these

policies, employer should make sure that these policies are taken seriously. Meanwhile it

is also has positive effects for running the business. That will help workers more

concentrate on their job and have more productivity. It will also help the company
develop well and gain more profits. Moreover, the company could also offer a program to

inform them what they can do and what they can’t do. Employees should be informed

that anyone who violates these policies will have serious consequences including

termination.
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 Appendix

These questions questionnaire was distributed to the 300 employees working in

the marketing departments of Ynot Company, and 231 employees completed the

questionnaire. The survey To help us decide on a internet use policy at Ynot Company,

we would like to know your opinion on the personal usage of internet. Please help us by

completing this questionnaire. Please respond to each item by placing a check mark in the

front of the response.

Demographics of respondents: 201 male employees and 130 female employees returned

the questionnaire.

The form of the survey follow:

1. How often do you receive and send personal emails by using company owned

PCs?

Never

1-10 times per week

20 or more times per week

2. How many time do you spend on personal purposes in the workplace during work

time?

Never

1-3hours per week

3 or more hours per week

3. How often do you shop online in the company by using company owned PCs.

Never
3-5times per week

5 or more times per week