Top 3 Mistakes to Avoid when Choosing Employee Monitoring Software
The top 3 common mistakes when choosing employee monitoring software
1. Not setting clear monitoring goals
2. Choosing the wrong software vendor
3. Not paying attention to data safety
Mistake #1: Not to setting clear monitoring goals
If one day you come up with an idea, “let’s monitor how my employees use the company’s computers,” simply because you want to know how the computers are used, then your monitoring goal is certainly not clear enough. Let’s say you’re asked, “Why do you want to monitor your employees?” and you can only answer “To see what they are doing”, – this is not enough either.
It is important to be clear about the goal. Why? Because this is what shapes the entire monitoring process in the company, this is what helps you to choose proper monitoring software, save money, time, and build trust between you and your employees.
When you set clear monitoring goals, the monitoring process becomes more transparent, and your employees can understand what your expectations are because you can clearly state them.
How do you set a clear monitoring goal? Simply make a list of things you expect to improve after the software is implemented in the company. This list will be helpful during the process of choosing employee monitoring software.
Here is an example of a clear employee monitoring goal: “I want to improve employee productivity”, to do this, I need to monitor it. The next step will be to define what your expectation of employee productivity is clearly. This will help you decide what features will effectively do the job, how far you would like to monitor, and so on. “Productivity improvement” is the essential starting point here.
Mistake #2: Choosing the wrong software vendor
Failing to set your employee monitoring goals clearly can easily lead to choosing the employee monitoring software with unsuitable features. Now, without a clear understanding of what you want, you start looking around: what is on the employee monitoring market? And there is a lot. So, where to go?
Before you go somewhere, it is important to understand what is going on with the majority of the software vendors of this market: they are focused on adding as many features as possible to their software. Do competitors have it? We have to have it too! Where does this lead? This leads to higher costs, heavier load on your computer (too many features turns software into a very slow monster eating your system resources) and too many features that do not serve your business goals.
So you might end up facing these issues:
1. Larger executable / system size.
2. Overloaded computers.
3. Unexpected slowdowns in your computers work (and these will be “fun” to investigate, especially because the process is hidden).
4. Software that is unable to work with large volumes of information (lots of data, lots of employees).
5. Unnecessary expenses.
6. Invasive monitoring might decrease your team engagement (you probably want the opposite effect, am I right?).
7. Lack of trust between team members.
8. Invasive monitoring might create legal issues (setting a clear goal helps to understand how far is too far).
Mistake #3: Not paying attention to the data safety
Employee monitoring is a very sensitive area because it records employees’ “computer behaviour”. And this behaviour includes visiting websites (they might be work-related, might be personal, like web-banking, etc., might be… who knows, people are very creative). It also includes the content of employees’ private messages, emails, chats, and even personal photos. You know, people socialize a lot via computers today, so you can expect anything literally. And if personal data is revealed, guess who’ll be at fault? Of course, not you, because you are here now reading our expert advice. You are in good hands, safe. Now, let’s look at the data safety.
Before committing to any employee monitoring service, make sure:
1. The database is encrypted and password protected.
2. Local data is encrypted.
3. Data transmission is performed via a secure connection.
4. The software allows different levels of access to the data (administrators, regular users, etc.)
5. The database is automatically archived.
6. No unnecessary invasive data is collected (Here, I would like to separately mention HIPAA compliant environments, dealing with the patients’ personal medical information. Only imagine, the database full of screenshots and web-forms content. And no matter, how good the masking algorithm used to hide the data is, it will never be perfect.)
Trust me, all of it is very important.
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