Many are under the impression that employee monitoring software can only be useful when needing to monitor employees that work remotely, however there are various advantages that are accompanied with making use of good and effective employee monitoring software to monitor employees who work in the office. Employee monitoring software has been designed to assist businesses to monitor and keep record of their employee’s productivity and accountability levels along with their work attendance. These cloud-based solutions enable businesses from multiple industries to reduce amounts of administrative work as well as improve their cybersecurity. There are however some pros and cons that come with implementing and using employee monitoring software, and it is important for employers who make use of this kind of cloud-based solution to be fully aware of both the benefits and shortcomings of employee monitoring software.
Why Should Employers Monitor Their Employees?
There are a host of pros that are linked to monitoring your employees such as being able to efficiently track the work-related tasks of your employees and the efficiency of their work performance as well as being able to capture and analyze crucial corporate data and commercial secrets. Other pros that come with implementing and using employee monitoring software include improved security, a decrease in stressful administrative work, efficient regulatory compliance as well as business process transparency. Some of the cons of implementing and making use of employee monitoring software however include higher turnover, an increase in stress among employees as well as an increase in employee concern with regards to lack of privacy.
With regards to the legal aspects of companies making use of employee monitoring software, a company that is legally and officially registered within the United States has the right to monitor certain aspects involving their company and their employees. These registered companies have the right to monitor company computers, private messages, phone conversations that take place using company phones as well as work related and personal emails. Other rights that companies hold include the monitoring of the internet usage and activities of employees, the personal devices and computers of employees as well as employee screen contents as well as keystrokes.
The Best Practices for Employee Monitoring
It is important that all employers that make use of employee monitoring software do so legally, receiving complete consent from their employees that will be monitored. Efficient employee monitoring can be challenging at times as it requires a good balance between monitoring and tracking metrics that are essential concerning the productivity levels of your staff as well as monitoring employees in an ethical manner.
- Respect and Maintain Employee Privacy
Maintaining employee privacy and confidentiality while practicing employee monitoring is important. Companies need to ensure that employee monitoring only takes place during the hours of the work day and that it does not carry on into the weekend or after work hours as that is an infringement on the privacy of employees. The monitoring of employee conversations, phone calls and employee emails should only be conducted when it directly affects the interests of the company.
- Make Sure That Your Employees Are Aware That They Are Being Monitored
The only ethical way to conduct employee monitoring is to notify your employees about the monitoring process and to receive their complete and voluntary consent to the implementation of employee monitoring software. Employers need to specify exactly what will be monitored as well as the way in which it will be done. It is vital that companies explain to employees how the monitoring system works and ensure that employees have a good understanding of the benefits of the cloud-based solution. In need be, offer training and guidance to employees with regards to the efficient use of employee monitoring software.
- Ensure That Employee Monitoring Is Done Legally
It is vital that companies that are registered in the US that wish to implement employee monitoring software stay up to date and in compliance with any state and/or federal legislation pertaining to employee monitoring. In order to remain in compliance with legislation, companies need to regularly review compliance laws in order to avoid any legal problems and costly penalties.
- Establish A Clear and Concise Monitoring Policy
Concise and transparent monitoring policies and guidelines need to be established and made aware of before the implementation and use of employee monitoring software. Both employers and employees should have a clear understanding as to what the monitoring purposes and aims are, as well as how it can be used to protect employee data. It is best to set these policies and guidelines in official writing so that all employees and employers are clear on them.
- Use Good and Effective Employee Monitoring Software
Choosing an employee monitoring software to use is not only about how good the quality of the software is but more importantly it is about choosing a monitoring software that is best suited to cater to the needs of your business specifically. If your company needs to monitor the amount of time employees spend on work related activities, employee engagement as well as employee internet usage then you should invest in software that will make it easy for you to do so.
CloudDesk® Remote Employee Monitoring Software
The CloudDesk® employee monitoring software has been designed to assist companies that wish to monitor employees that work both in the office and remotely. The cloud-based solution enables employers to create and monitor a distributed workforce where employers have full visibility thereof in order to increase the levels of productivity, improve levels of compliance among employees as well as optimize the work performance of employees. The cloud-based solution provides useful features such as random screenshots of employee desktops, employee web and app usage monitoring during the hours of the workday, as well as employee engagement and time tracking. This cloud-based solution benefits both the employer and the employee as it allows employees to work flexible work hours while nudging employees to remain productive throughout their work hours, and provides employers with clear and crucial data that helps employers understand the work patterns of their employees.