Implementing Employee Productivity Monitoring Software the Right Way

by Klaus on August 2, 2021

in Articles

In this digital era, it is becoming more and more common for employees to work remotely. This might cause tension between companies and their remote team members as things like accountability are being lost in the transition. So, having a way to accurately monitor productivity has never been so important.

Employee monitoring software promises a solution to the newfound managerial skill of managing remote productivity. But, it’s not as simple as “set and forget” when it comes to employee productivity monitoring.

It’s critical you are clear on the practical reasons for the application of monitoring software, while embracing best practices so it doesn’t undermine other priorities, overstep employee privacy or violate labor laws.

Types of Employee Monitoring Systems

The old CCTV cameras are now being replaced by modern techniques of productivity measurement that can collect data on both employees and users. 

The newest advancements in monitoring technology allows employers to keep a close eye on how their team performs even when they aren’t physically present through computer or device activity. 

These programs have the potential to change every facet of an employer’s job, from maintaining employee attendance records, monitoring who uses company computers during work hours, and what websites are used during work hours.

The most popular monitoring features include:

Network Monitoring

Network Monitoring is a way for companies to monitor activity on their network as part of the larger task of measuring productivity at work. This can be done by using monitoring software that detects risky behavior, limits the use of certain websites and apps, and provides alerts for unrestricted access to files.

Email Monitoring

Email monitoring software is necessary for any company that relies heavily on its email system. If you want to know what your employees are doing during work hours, it’s best to install this monitoring system to keep tabs on them and avoid costly mistakes. 

These programs can tell you when an employee sends out an email from the business’ domain address and who they sent it to. If emails include sensitive data these systems will alert management immediately. 

Email monitoring can also be a helpful tool for assessing employees as it can be used as one factor in creating productivity reports for employees. For instance, whether employees are sending too many social emails or conducting an unreasonable amount of personal tasks during work hours.

Computer Monitoring

Computer monitoring has become a necessity for most companies and organizations to help define productivity in the workplace. This type of software can track everything from the time spent using a device to keystrokes typed on said machine, potentially providing employers with all the information they need about their employees without ever having had to speak directly with them. 

Computer monitoring software has become especially vital in our remote work world. It means managers can manage and measure productivity remotely in exactly the same way as they do when all employees are under one roof.

GPS Tracking

As the world becomes more dependent on technology, GPS tracking is becoming a necessity in many industries. Location information can be displayed at any time by using an app or other means of connectivity to your phone.

GPS tracking is used as part of employee monitoring systems most commonly for field work, for instance builders on a building site. With GPS tracking, employee monitoring systems can geofence workers based on their location on a work site, automatically tracking their time while at the location.

Monitoring Employee Productivity The Right Way

Why is it important for businesses to improve productivity using employee productivity monitoring software?

Put simply, monitoring software enables you to measure and track productivity simply not possible with the naked eye alone. It lets you capture, analyze and quantify productivity automatically and objectively.

Employee monitoring can be a powerful tool for companies, but it is essential to understand the risks before investing in such technology. Transparency helps remove any doubts that employees may have about their company’s intentions with this system and make them more likely to feel comfortable using it without fear.

With transparency as your guiding principle, consider the following tips to implement employee productivity the right way:

Have A Create A Clear Monitoring Policy

Clear monitoring policies should be the backbone of any organization. 

Tracking an employee’s actions can provide a sense that they are being valued and trusted, but too much tracking may undermine their autonomy or make them feel like you don’t trust what they do for your company. Therefore, it is essential to balance clear expectations about productivity and see how each individual contributes to its growth.

Your policy must outline: 

  • What is being monitored
  • What isn’t being monitored
  • You policy on company and work devices
  • What activity is permitted during work hours
  • How data will be secured
  • Who will have access to your monitoring system
  • How you comply with local data and employment laws

Only Monitor Business-Related Activities

Constantly watching employees while they are at work can be a distraction, and it takes away from getting the actual job done. Plus, what an employee chooses to do outside of their working hours is none of your business. 

That being said, there can be a fine line between work and personal activities at times. So, it’s vital to employ monitoring software that allows you to customize settings based on work hours, devices and websites and apps. This way, you will avoid collecting any sensitive personal information like passwords and banking details.

Generate Maximum Trust

How do you know if your employees are doing their jobs? Constant surveillance is not the answer. It sends a message that company leaders don’t trust those who work for them, and it can cause resentments in the office environment. 

Instead of watching every minute, waiting for employees to slip up, place your trust in them that they will do the right thing. If you find something out of place during monitoring, take action discreetly to make things right – this will create goodwill with staff members and set an example for future behavior.

Trust is and should be the backbone of any workplace. It’s crucial that employers go above and beyond to generate trust in their employees; otherwise, there will always be a sense of mistrust which can only lead to problems.

Conclusion 

As a manager, you have an obligation to ensure that your business is fair and just. Fortunately, modern user productivity monitoring software is flexible enough to not infringe on employees’ privacy, while still giving employers control over their environment and maintaining high productivity.

With the right technology and a mindset of transparency, you will be well positioned to implement employee productivity monitoring software in the right way. And when you do, you’ll reap the rewards!

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Nina Paul September 1, 2021 at 09:26

Thanks for sharing this amazing article and facts about employee monitoring software.

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