We live in a world where everyone is watching and everyone is being watched. Technological advancements have changed the way we communicate, how we store valuable information and the ways companies conduct business. Whether you’re being tracked geographically online, targeted with cookies and online advertisements, or are under the watchful eye of an online corporate surveillance system, there is an ever-increasing quest for someone, somewhere to know what you’re doing.
The question many business owners today are facing is not about whether they need to monitor employees but rather given that monitoring is imperative, how can it be done ethically?
Employee Monitoring Law
Employers are legally entitled to monitor employee use of company property, including online activities during working hours, to gauge productivity and to ensure there are no illegal actions taking place. With an increase in data threats due to employee system misuse and malicious internal actions there is a real need for employers to shed light on online activities and not be in the digital dark.
Productivity loss due to employees browsing non work-related sites, whether for recreational purposes or even job searching, is costly for employers and needs to be contained and ultimately controlled.
The Benefits of Employee Monitoring
Employee monitoring is no longer the domain of big businesses. Small companies face potentially more devastating losses as a result of financial and legal liabilities, as well as costs associated with productivity and performance issues as a result of employee actions online. The benefits of employee monitoring include:
- Protection against data theft.
- Compliance is adhered to.
- Time-wasting online is guarded against.
- Evidence is recorded in the event of legal action.
- A secure working environment is created that is harassment-free.
- Greater encouragement of appropriate internal and external communications.
How to Ethically Monitor Employees
While keeping a digital eye on employees may sound sinister and somewhat underhand, the key to successful employee monitoring is to follow ethical guidelines for the protection of all. Here’s our top tips for ethical employee monitoring:
Tip #1 – Be transparent about employee monitoring
Employee monitoring is not about subterfuge but rather it’s about clarity and honesty. The aim is not to lurk in the shadows of cyberspace ready to pounce but to let employees know that monitoring is conducted and what this entails. This could involve looking at emails, browsing history etc.
Tip #2 – Be clear about Internet use policies
While some companies hold the reins tight on non work-related browsing, for example, others don’t see the harm in mixing hard work with a little online surfing relief. Whatever your policy on Internet usage, make sure you have a clear one in place that can be easily explained and understood by all your employees.
Tip #3 – Monitoring is not the same as surveillance
Nobody wants to feel they are under constant scrutiny in an intimidating or seemingly personally targeted way. If suspicions arise, make sure you follow the appropriate procedures, whether legal and/or corporate policies. This may mean seeking legal advice or involving other seniors within the company.
Tip #4 – Do not go too far
Recent news stories about companies reacting to comments on the social media pages of employees throws open a really grey area, both legally and ethically. While you might want to protect your corporate image, keep in mind the fact that people are individuals with their own free will. Your employees are within their rights to have their own opinions and keep personal information about themselves private. Monitoring is not about privacy infringement, and not every employee’s idiotic Facebook posts warrant response…
Tip #5 – Use a professional monitoring service
By adopting a specially designed employee monitoring system you can produce effective results more efficiently, at less cost. You can also provide a barrier against liability issues arising from non-compliance with legal regulations surrounding employee rights and privacy legislation.
Digital Endpoint™ created KnowIT, Cloud Based Employee Optimization Software to help companies monitor the digital behavior of their employees across Mobile Devices, Macs & PCs.
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