How to announce employee monitoring - announcement samples

June 26, 2023

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7 min read

How to announce employee monitoring - announcement samples

WorkTime is a non-invasive employee monitoring software that allows businesses to keep a healthy environment and optimize resource utilization simultaneously.

Prepare for employee monitoring announcements

Now that you know some of the common objections to employee monitoring and how to counter them, let's explore ten steps you can take to ensure the implementation of your employee monitoring goes smoothly.

Keep it business oriented & have a change management plan

Some businesses think introducing employee monitoring is small. They tell their workers, 'You need to track your time.' They get shocked when they experience resistance. Organizations must understand that employee monitoring is an emotionally charged concept that employees may experience knee-jerk reactions.

- In past roles, some will have experienced employee monitoring as a source of control and criticism.

- Others may see it as a sign of distrust and erosion of their autonomy.

- A few might fear it's the first step toward redundancies.

Given this context, organizations should implement a change management process and communication plan - giving employees the time, respect, and reassurance they need to accept the new requirement. People don't fear change. Understanding assumptions about employee monitoring can pave the way for a more empathetic implementation.

WorkTime reflects industry best practices for a balanced, productive workload.

Know your business goals

To reinforce the value of employee monitoring to your employees (not just the business), tell people when it's resulted in a team winning. For example, imagine employee monitoring red-flagged that the team is continually over-utilized. Let them know if this results in work being reallocated or additional resources being recruited. For example, 'as a result of you tracking your time diligently and accurately throughout this project, it became apparent that we were under-resourced. I'm pleased to say the data you provided helped build a business case to recruit another full-time developer to the team. They start next Monday.'

Non-invasive employee monitoring software, including WorkTime, provides decision-makers with business insides that propel balance between internal and external business goals.

Explain the need for monitoring to your team

Employee monitoring and employee monitoring software benefits are well documented - from increased operational efficiency to higher profitability. It's important to communicate this big picture when introducing employee monitoring. Better resource utilization could surface enough capacity for extra projects, boosting business profitability and growth. This can lead to more opportunities for staff progression and improve job security. Also, employee monitoring data can be used to create more accurate project forecasts in the future. This doesn't just mean projects are more likely to remain profitable; realistic project plans mean a more manageable workload for project teams. One of the benefits of employee monitoring is that it provides visibility into a project's progress. For example, if you need 30% of a project completed by a certain date, project employee monitoring helps measure whether you're on the course so that you can take corrective action now. That saves much stress for everyone at the end of the project. Given that one in six of its projects suffer schedule overruns of 70%, that alone is a compelling argument.

WorkTime intuitive interface and reporting option can make the aim of monitoring more apparent to the teams.

Use non-invasive employee monitoring

When faced with a new task, it's human nature to ask, 'What's in it for me?'. So make sure you're equipped with the benefits employee monitoring brings for individuals. For example:

1. Non-invasive employee monitoring is a way to prevent workload issues - like consistent overutilization or excessive overtime - and improve work-life balance.

2. Non-invasive employee monitoring helps the business right-size its workforce to ensure equitable and manageable workload distribution.

3. Non-invasive employee monitoring helps identify irrelevant tasks you can start to delegate, eradicate, or automate - so you can spend more time on what you love to do (research found that workers spend only 27% of their day on tasks that are directly related to their skills)

4. Non-invasive employee monitoring can improve focus by discouraging context-switching between tasks.

Besides being harmful to the relationship between the employer and the employee and undermining the trust and health of the working atmosphere in the workplace, “invasive” software risks your business data.

Stay transparent & explain what’s recorded

To help alleviate the suspicion that naturally accompanies the introduction of non-invasive employee monitoring, be transparent about its purpose. Provide a clear statement that outlines the following:

- Why is employee monitoring being introduced

- What tool/methods you'll use

- What information you'll be tracking

- How that information will - and won't - be used

If you are going to have utilization goals, be clear about them. This should help reassure people that there is nothing untoward about the new process - and build their trust and compliance. It's important to build trust around non-invasive employee monitoring. Make it clear that people aren't fired based on their log hours. It's about project managers being able to measure workload, prevent underbilling, and improve profitability.

The decision to adopt employee monitoring software is rarely random. Sharing your reasoning with your team puts you all on the same page.

Announcement samples

Employee monitoring announcements are a great way to keep the efficiency needs transparent. They educate employees about implementing new processes, new employee monitoring software, and basic guidelines on how to use company equipment. Employers get to substantiate the monitoring's aim and purpose. We have gathered samples for companies of any size:

Sample #1: Microenterprises & small startups (1 to 9 employees)

Dear Employees,

The management wishes to announce the implementation of quality assurance monitoring software to all the company members involved in customer support. The monitoring software will be installed on randomly selected computers next month to ensure quality assurance and maintain the workflow.

The monitoring software aims to improve employees' performance and productivity without monitoring personal or confidential information.

Employees will be required to sign the consent form. Additional information on the monitoring process and the rules and regulations can be found in employee monitoring policies and employee computer monitoring handbooks, which will be provided to everyone.

Please do not hesitate to contact your managers for any further questions.

Company Management.

WorkTime prevents overutilization that harms employee well-being.

Sample #2: Small enterprises & startups (10 to 49 employees)

Dear employees,

This is to inform you that beginning next week (Company name) will implement computer monitoring software. This necessary step has been taken to improve the business's performance and productivity.

The software will be deployed on all the company's computers.

The software records a minimum amount of information, just enough to measure performance levels; it does not record private information.

Additionally, the management has made all the explanatory materials available so everyone can get acquainted with any necessary information about the software.

To begin monitoring, we will need you to sign the consent form. Employees can only use the company's computers with a signed consent form. Should you have any questions, please do not hesitate to ask!

Thank you for your understanding and cooperation!


Startups and small businesses have a great chance to institutionalize reporting from the start of “business maturing.” This offers exceptional productivity and a healthy work environment in the long run.

Sample #3: Medium-sized enterprises (50 to 249 employees)

Dear Employees,

Attention: All employees working remotely.

Starting next week, the company will implement new work policies.

The company management has decided to incorporate employee computer monitoring into the working process for all employees working remotely. Computer monitoring software will be installed on all its laptops and company servers to measure employees' performance.

These measures will help employees to boost and maintain productivity.

The monitoring software will only monitor performance levels without containing personal or sensitive information.

Employee consent is required. Performance monitoring is a mandatory requirement for all employees of the company. Complete information on the monitoring process and the rules and regulations can be found in employee monitoring policies and employee computer monitoring – employee handbooks provided to everyone by email. Please, do not hesitate to ask if you have any further questions.

Thank you for your commitment and cooperation!


Company Management.

In medium-sized enterprises, employee monitoring software is no longer a “want” but a “need.” After reaching a 50-employee threshold, every business should consider streamlining reporting and facilitating transparency.

Sample #4: Medium-sized to large enterprises (100 to 500 employees)

Dear Team,

(Company name) announces deploying employee monitoring software on company computers.

The top management decided to enhance employees' performance and make the working process more comfortable and convenient for both management and employees.

Employee performance monitoring software will be installed on all the company's computers, including in-office computers, laptops, and Citrix servers.

The monitoring system will only monitor the performance levels by :

- Attendance monitoring.

- Log in/out monitoring.

- User login name monitoring.

- Computer name.

- Active/idle time monitoring.

- Website URL monitoring.

- Social network URL monitoring (name and path only).

The monitoring software aims to improve employees' performance and productivity without monitoring any personal or sensitive information.

Performance monitoring is a mandatory requirement for all employees of the company. Complete information on the monitoring process and the rules and regulations can be found in employee monitoring policies and employee computer monitoring – employee handbooks, which the managers will provide.

All the operations required for implementing the monitoring in the workplace will be carried out over the weekend, and the monitoring process will commence next week.

Please do not hesitate to contact your managers for more questions.

Thank you for your understanding and cooperation!


Large enterprises in 2023 should have adopted an employee monitoring system yesterday. After your 100 employee, internal productivity data is a vital managerial asset to leverage to your benefit.

Sample #5: Large & mature enterprises (500 employees or more)

Dear employees,

is introducing a new non-invasive employee monitoring software that . This change will affect how employees .

For employees to comply with this latest employee monitoring policy change, you'll need to .

We understand that this may impact how you regularly conduct your work. We apologize for the inconvenience. This change will ultimately make 'employee monitoring infrastructure safer and more secure in the long term.

Monitoring software aims to improve employees' performance and productivity without monitoring personal or sensitive data.

Thank you for understanding, and we appreciate you taking the time to complete the tasks required by this employee monitoring policy change. If you need additional information or help, please contact .


[internal communications lead, employee monitoring policy lead, or leadership]

Change management is a procedural approach to ensure your company can adapt to new technologies, objectives, or processes. A new process email can fit into your change management practices in several ways:

Alerting employees of new technologies, objectives, or processes.

Outlining the timeframe over which the change will take place.

Identifying the stakeholders of the current change process.

This sample email to implement new processes—specifically adopting a new meeting scheduling software—informs employees about your company's change management process.


Company Management.

Mature businesses that do not utilize internal efficiency stats seriously compromise the “time” component of the triple constraint. So keep with your maturity level and track your projects with a simple, quick, and informative tool.

Get your employees to embrace new non-invasive employee monitoring software

Customizable and non-invasive employee monitoring software can increase staff productivity, boost sales, save time and money, and help you make smarter business decisions. How can you get your staff onboard with new non-invasive employee monitoring software? How can you reward staff who embrace it?

WorkTime is easy to get on board with - it’s non-invasive, intuitive, easy to use, highly customizable, and time-effective, as it doesn’t require supervision or constant tuning.

What the experts say

According to the Embracing Digital Technology Study by MIT Sloan Management Review, most managers believe that "achieving digital transformation is critical" to their company's growth. However, 63% said the pace of technological change in their workplaces was slow due to a "lack of urgency" and poor communication about the business benefits of the new non-invasive employee monitoring software. Employees need to understand why (the new non-invasive employee monitoring software) is an improvement from what they had before. A manager's job is to help people cross the bridge - to get them comfortable with the technology, to get them using it, and to help them understand how it improves their lives. Given the challenges we now understand your new non-invasive employee monitoring software will face, here are some ideas for encouraging the adoption of new non-invasive employee monitoring software in your company.

WorkTime's two biggest advantages regarding “public fears” are its non-invasive nature and exceptional customizability. It makes management’s “adoption journey” that much more seamless.

Principles to remember: dos & don'ts


- Win 'hearts and minds' by emphasizing how the new non-invasive employee monitoring software benefits the company and makes your team's lives easier.

- Get your influencers onboard before implementing the non-invasive employee monitoring software; their buy-in is instrumental in spreading the use throughout the team.

- Encourage adoption by rewarding your team in the most meaningful ways.

- Build the new non-invasive employee monitoring software into the routines and rhythms of the workday as soon as possible.


- Pick non-invasive employee monitoring software that's more complicated than needed; select one that's approachable, intuitive, and easy to use for swift adoption.

- Overlook the importance of getting your most influential employees on board early in the process; they will help you bring around others.

- Let's punish your employees who don't use the non-invasive employee monitoring software; penalties should only be a last resort if incentives and rewards aren't working.

Choose your non-invasive employee monitoring software wisely

Whether you have developed bespoke non-invasive employee monitoring software or purchased off-the-shelf non-invasive employee monitoring software, it's a good idea to bear your team's interests in mind. Functionality is critical, but so is user-friendliness through a great user interface. If your goal is a high adoption rate within the company, make sure you're choosing the most approachable, intuitive system possible. New invasive employee monitoring software requiring multi-day training programs and large user manuals (never read by anyone) is a recipe for employee moaning and a stalled adoption. With WorkTime, you can encourage your team to do a trial, get feedback from your team, and learn from that.

Picking WorkTime as your “fighter” in the battle for efficiency and productivity has the pleasant side effect of balancing the work-life ratio for your team.

WorkTime is easy to announce

WorkTime most significant feature isn’t even the fact that it does not invade employees' privacy, even for half an inch. It is its customizability. You can set up the “monitoring” part of the equation to help you be more productive and less distractible. It is uniquely non-invasive, making it much easier to announce. WorkTime allows you to keep your environment healthy, stay transparent and business-oriented, and maintain the desired levels of efficiency. And even though hybrid work is here to stay, WorkTime is equipped to provide managers with employee monitoring and time management data. Now, there's a new angle on how to be productive and have a neat schedule in a hybrid work environment to maximize your time.

A healthy work environment with trust and transparency, and time leaks is the ultimate goal of modern non-invasive employee monitoring software.

Non-invasive employee monitoring systems help schedule your in-office and remote days

Although your scheduling is likely flexible, you should try to set particular "in-office" and "remote" days. This will help you create a routine that you can stick to. The specific days you select for each category are up to you, but you will likely want to design them around whatever is most efficient for getting work done and your commute. Also, remember that you can change these days around if necessary, but keep your schedule as consistent as possible for the most part. Some modern tools give you visibility and the ease of deciding when to come to the office and when to stay at home.

For example, with WorkTime, you can add multiple IP addresses for your office and off-site locations (whether it is your home, favorite coffee shop, or corporate hub.) This way, you can be more productive and transparent and use the data to evaluate which “work mode” works best. To your management, it gives a “birds-eye view” of the whole team – knowing who's in and who'd stay at home will help them plan projects and better manage your time, which is a big advantage.

WorkTime allows optimizing utilization between on-site and off-site activities.

Employee monitoring WorkTime software helps stop “time leakage”

Did you know you might lose a significant chunk of your day to simple distractions? According to the Wall Street Journal, getting back on track can take up to 23 minutes after you become distracted or switch tasks. That is a gigantic-wasted time you will never get back. Fortunately, there is a solution to this: "data-based stats.” With WorkTime, you create custom lists of web pages vital to your business and those that don’t help your business at all. Imagine a generic division of what constitutes productive vs. idle vs. counterproductive time spent during working hours; Netflix would most definitely go into a “counterproductive” column. But if you are a marketer of a video streaming service, it’s part of your job to check on the competition. The great thing about WorkTime is that you can pick and choose what is “productive” and what is not for you and your business.

Time monitoring and reporting enrich businesses' internal “database” for managerial decisions. Thus providing workers with better schedules, work-life balance, and pay rates.

WorkTime allows your team to limit your work management tools and optimize the workflow

Using some tools is important. However, using too many does not increase your productivity and may detract from it. Only some workflow platforms are useful, especially when you have too many. Instead of finding an app-based solution to every problem, consider the following strategies:

- Use “apples” tools to organize your work.

- Avoid the pain of training yourself and others on the latest tools and apps.

- Focus on getting the most value out of the technology you already use.

Like the websites, WorkTime allows listing a custom selection of tools that facilitates your business and those without connection to your team's productivity metrics.

Non-invasive employee monitoring is our powerful system that cuts through the admin clutter and kicks those pesky logistical challenges in hr to the curb. Thousands of folks around the globe use non-invasive employee monitoring to make employee tracking, client invoicing, and KPI calculations a breeze. Effectively managing time is key to a successful and productive workplace, and implementing an employee monitoring system can greatly support this goal. Here we'll walk through a step-by-step approach to setting up an adaptable and efficient employee monitoring system for your business.

Non-invasive employee monitoring is our powerful system that cuts through the admin clutter and kicks those pesky logistical challenges in hr. Thousands of folks use non-invasive employee monitoring to make employee tracking, client invoicing, and KPI calculations a breeze. Effectively managing time is key to a successful and productive workplace, and implementing an employee monitoring system can greatly support this goal. Here's a step-by-step approach to setting up an adaptable and efficient employee monitoring system for your business.

Use WorkTime for fast, no-fuss, highly customizable reports. Use reports to create forecasts for the reliable status of your projects. So you only use real data to inform your decisions every time. WorkTime allows your business objectives to be met and your entity to thrive and grow.

Wrapping up

Having a top-notch employee monitoring system isn't just about logistics – it's also key to boosting workplace vibes. The perks of using such a system are huge, from skyrocketing productivity and boosting employee engagement to striking that perfect work-life balance. By cultivating these elements, businesses set themselves on the fast track to long-term success.

Investing in killer employee monitoring tools like non-invasive employee monitoring can be priceless for companies wanting to ramp up workplace morale and increase overall productivity. Both employees and employers win big with this setup, creating an upbeat, efficient workspace where everyone flourishes. Love it, or hate it, employee monitoring is here to stay as a corporate cultural institution. How you approach this workplace fixture will determine how it affects your career—so think carefully and track your time wisely.

Check out a free-14-day trial to see for yourself how seamless WorkTime adoption is!

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