Do’s and Don’ts of Using Software For Monitoring Computers
By Veriato - January 15, 2021
According to the AmericanManagement Association, nearly half of employers monitor their employees’ digital activity on company-owned devices to some degree. Some of these employers manually read employees’ emails and track their activity. But the vast majority use software for monitoring computers, which is far more efficient.
The right software can help you keep track of what your employees are doing during work hours, regardless of whether they are in the office or working remotely. However, it’s important to learn the best way to use this software before you install it on your employees’ devices. Follow these do’s and don’ts when using software for monitoring computers:
Do: Be Transparent With Employees
Software for monitoring employees can typically be deployed remotely, which means you won’t need to be in physical possession of the devices in order to install it. Furthermore, the software can run discreetly in the background, so employees won’t be able to detect it.
For these reasons, some employers choose not to tell their employees that they are being monitored. However, it is best to be transparent with employees regarding your use of monitoring software for several reasons.
First, some states have laws that require employers to notify their employees when they are being monitored. Failing to comply with these laws could lead to serious penalties.
Second, establishing trust with your employees is crucial to building a successful employee-employer relationship. Employees that find out they are secretly being monitored will no longer trust you, which could lead to a complete breakdown in your relationship.
Finally, being transparent about your use of monitoring software could actually improve your team’s productivity. This is because employees that know they are being monitored are less likely to give into distractions and engage in non-work-related activities.
These are some of the many reasons why it’s best to openly discuss your monitoring policy with your employees.
Don’t: Disregard the Data
The software can provide you with a vast amount of data regarding your employees’ digital activities on company-owned devices. This data is invaluable. But unfortunately, many managers make the mistake of ignoring it.
Set aside time in your schedule—every day, week, or month—to review the data collected by the software. You won’t need to sift through an overwhelming amount of data to find the information you need. The software will provide you with a snapshot of the data that matters in an easy-to-read dashboard or report.
Use the dashboard to see the data for everyone on your team at a glance. You can click on each employee’s name on this dashboard to see more detailed data regarding their digital activity.
If you are only interested in seeing specific metrics, use the custom report generator to create a personalized report that contains the information you need.
A wealth of data is available at your fingertips—don’t let it go to waste.
Do: Use the Data to Make Smart Business Decisions
Don’t just review the data that is available to you—take the time to analyze it. Analyzing the data collected by this software could help you make smarter business decisions that will improve your team’s productivity.
For instance, the data may show that a certain business process is taking up a large chunk of your team’s time. Eliminating this business process altogether may not be an option, but you can think of ways to make it more efficient. Improving the efficiency of the process will allow your employees to spend more time on other work-related tasks, which will lead to an increase in productivity.
The data can also help you decide the best way to delegate work to members of your team. If someone performs a certain task more efficiently than the rest of the team, make sure to delegate this task to this employee.
In other words, use the data to figure out each employee’s strengths and weaknesses. Then, keep this information in mind when deciding who should be responsible for completing various tasks. Letting each employee focus on the tasks they are good at will drastically improve your team’s productivity.
You can also analyze the data to identify the top performers on your team. Make sure to recognize these employees’ hard work. Sometimes, simply recognizing that an employee is working hard is enough to keep them motivated and productive.
Don’t: Fail to Address Your Employees’ Concerns
Employees may initially be wary about the use of software for monitoring computers. In fact, a recent survey revealed that 43% of workers are concerned that this software could lead to the violation of their privacy. The results of this survey also showed that 57% of workers believe that the use of monitoring software offers more drawbacks than benefits.
These are legitimate concerns, so you shouldn’t ignore them. Instead, you should encourage your employees to share these concerns with you so you can address them directly.
Let your employees ask questions and give feedback on your monitoring policy. Answer their questions as honestly as possible. Be sure to explain that you are not using monitoring software to spy on them, but rather to protect the company and find ways to make their jobs easier. Clearly communicate how the use of software also benefits them, not just the company.
Having this conversation with your employees can make them feel more comfortable with the use of monitoring software in the workplace.
Do: Share Feedback With Employees
Don’t be afraid to share feedback with your employees regarding their productivity. For example, if the data reveals that one employee is spending a lot of time on social media sites at work, make sure to address this issue right away.
If one employee is consistently working longer hours than everyone else, find out how you can help them manage their workload more efficiently.
Your employees cannot grow without feedback, so be sure to provide it on a regular basis.
Don’t: Ignore Red Flags
Employee tracking software is designed to spot suspicious activity that could represent a potential insider threat. If this activity is detected, the software will immediately send you a notification. You will be able to view screenshots of the employee’s device to learn more about the suspicious activity that occurred.
At this point, it’s up to you to determine if the activity is a legitimate threat or false alarm. If it is a threat, it’s important to take action as quickly as possible to protect your company’s sensitive data.
Do not make the mistake of ignoring red flags. It’s easy to brush aside the software’s notifications of suspicious activity, but doing so could cost your company dearly. Even if you are swamped with work, it’s in your best interest to spend a few moments reviewing these notifications. The longer you wait to take action, the harder it will be to extinguish the threat.
Do: Choose the Right Software.
There are many different options to choose from when it comes to monitoring software, but none that can compare to Veriato. This software is designed to provide you with visibility into what your employees are doing at work. It gives you the information you need to improve your team’s productivity, protect your company, and grow your business.
Lead your team to success with Veriato. Learn more about how this software can help by starting a free trial, taking a test drive, or scheduling an online demo today.