Guide to employee monitoring software

The Comprehensive Guide to Employee Monitoring [2020]

You may think that staff monitoring apps are relatively new in the industry, but the truth is, the practice has been around since the late 19th century. These days, businesses of all sizes use employment tracking for determining weak areas in productivity. This practice ensures that workers are pulling their weight and are compliant with the company’s requirements. Aside from that, monitoring employees also include tracking their phone calls, Internet usage, email correspondence, and physical movement during work hours.

Tracking employment hours can be a double-edged sword. While it can bring benefits to your company, if done incorrectly, it may lead to several unfavorable consequences. As such, we’ve put together this comprehensive guide to explain how you can practice employee tracking ethically and how to ensure high productivity of remote employees.

Where Is Employee Monitoring Applicable?

There are several reasons why companies implement an employment tracking system. Here are some of the most common applications of the practice:

Ensuring Quality Customer Support

Customers will continue to patronize a business if they get the support they need. So, it is crucial for companies to ensure that their customer service teams are performing efficiently and professionally. One of the best ways to do this is by implementing a proper employee monitoring system.

Contact centers usually record all their agents’ phone and email conversations with clients. Doing so allows them to maintain the quality of the service by identifying areas for improvement. The business development branch of the company will use the data they acquire to train their customer service representatives in handling the concerns of their clients. Of course, the recordings will also be useful in case there are legal disputes with a customer.

Efficiently Managing Remote Teams

Because of the current situation in the world, more and more companies are exploring the benefits of remote work. Before, startups were the ones investing in this industry, but we’ve seen big companies like Google, Amazon, and Facebook allowing their employees to work from home for an extended period.

There are productive benefits in working from home. However, the setup can also be subject to various distractions. An employee’s concentration and productivity can easily be sabotaged by household chores, social media, or readily available entertainment. Of course, it can be challenging for managers to manually keep track of what their team members are doing. As such, tracking employees with a monitoring app like Traqq will ensure accountability of deliverables.

Creating Accurate Invoices

Agencies that offer software development, designing, digital marketing or other services that bill clients by the hour can make invoicing a lot easier and more accurate by using an employee tracking software program. It is easier to monitor the hours spent on every project when a proper time tracking system is put in place. What’s more, it virtually eliminates disputes on billable hours because the data is usually accurate.

Efficient Operations for Financial Companies

Employee monitoring is also used by financial service companies for their general operations and sales. These businesses need to prevent data theft or data leaks. So, as part of their efforts to follow confidentiality and information security regulations, they have to monitor their workers’ activities. In several countries, companies that sell financial products like mutual funds and insurance are mandated by law to record sales conversations. Doing so will ensure that their employees do not use false information or dodgy techniques to persuade customers into making a purchase.

What Are the Advantages of Using Employee Monitoring in the Workplace?

Whether you’re an entrepreneur, a freelancer, a team leader, or an executive, there are plenty of benefits you can get when you have a work monitoring system in place. Here are some of the advantages you can enjoy:

Efficient Use of Time

Typically, a full-time worker gets paid for eight hours of work for a day. You will be surprised to learn that about 89% of employees admit to wasting time at work. 31% of those workers waste about 30 minutes of paid time on a daily basis. Now, that may not seem much, but when you add the numbers up, you are losing thousands of dollars every year.

On the other hand, when you let an employee track their hours, you can ensure they account for every paid minute. These days, there are monitoring apps that also evaluate how workers spend their time. This way, you can ensure that you are only paying for the hours and minutes that your employees spent for work.

Companies monitor their workers not only because they want to spot time theft. This practice also helps businesses determine if employees are taking too long on certain tasks. For instance, they may be taking an hour longer to complete a presentation when the majority of the workers can do it in a shorter amount of time. Problems like this can be identified when you monitor your employees’ activities. Of course, you can use the data you gathered to examine how the worker can improve on their weaknesses.

Fewer Mistakes, Better Output Quality

When you have a broad insight into your team members’ activities, you’re able to identify their errors before they go out of control. Perhaps, there is an urgent and critical task that needs to be done. However, you notice that your employee is working on a project that has a low priority status. Of course, you can catch this early on and send the person a message, telling them to focus on the more important project.

Enhanced Security

Monitoring inside the workplace can also make the office environment safer. For instance, tracking emails, in many cases has helped resolve claims about sexual harassment. Aside from that, there are other ways in which employee tracking can boost security. This practice is one of the practical ways to ensure that field workers are not in danger. For example, one person should report at a certain time yet nobody has heard from them. In this case, the company can look up the employee’s location on the GPS to ensure that they are safe.

Reasonable Delegation of Tasks

By monitoring your workers’ performance, you are able to identify their strengths and weaknesses. Consequently, you can delegate tasks more efficiently. When done right, distribution of responsibilities can make people more productive, foster collaboration, develop workers’ skills, and boost morale.

Now, you wouldn’t experience those benefits if you are giving certain tasks to the wrong employees. When you know who’s struggling and who’s shining on a particular subject, you can delegate the tasks accordingly. In some cases, this could mean assigning responsibility to someone ill-equipped to allow them to improve. In situations where there is a sense of urgency, you may want to give the responsibility to someone who can breeze through it. Without the right data, you won’t be able to make these important decisions. Of course, you can get the information you need when you use an employee monitoring tool.

Automated Administrative Work

Most of us hate doing admin work, but it’s too important to neglect. We get it. You’re always cursing your existence because you have to spend your time on mundane tasks and paperwork instead of solving real-life problems. On the other hand, if you use a time monitoring app, you can automate a huge percentage of your admin work. Programs like Traqq allows you to monitor and keep a record of your employees’ work hours. Consequently, creating an invoice will only take a few clicks.

What Are the Disadvantages of Employee Monitoring?

While there are plenty of benefits you can get from staff monitoring, it also has some drawbacks. Thankfully, you’ll be able to anticipate them and find an appropriate workaround for them. Here are some of the downsides of tracking your employees:

Low Morale

Your employees tracking their hours may make it seem like you don’t trust them. Of course, this can cause a rift between you and your workers. As such, it is important that you properly communicate with your team members before you implement employee tracking. Roll out materials that explain the benefits of the new system. Take the time to meet with them and discuss that you are monitoring their performance for their own good as well. What better way to highlight model employees than to track their productivity?

Feeling of Lost Privacy

Technically, there are no legal violations to proper staff monitoring. Despite knowing this, employees may deem it unfair that they are under surveillance. It is only natural for them to desire to have more flexibility and freedom in the workplace. The workaround here is to ensure them that you will keep their data secure and private. If your legal team permits put it in paper. Let them have some form of assurance that you will always follow ethical guidelines in monitoring their productivity and activities in the workplace.

Low Retention Rate

The high stress levels, low morale, and distrust caused by improper employee monitoring implementation can lead to a higher turnover in a company. Keep in mind that replacing workers can be time-consuming, costly, and inefficient for your operations. As such, it is crucial that you find the right tool or system that will help you implement staff monitoring ethically and reasonably.

Now, you might ask, “Is it possible to enjoy all the benefits of employee monitoring without any of its downsides?” Well, the great news is it is possible. As we’ve mentioned, all you need to do is develop a foolproof system. Of course, the best way to do this is by using the right staff activity app.

Qualities of an Excellent Employee Monitoring App

What is good employee monitoring software?

When it comes to selecting the right app for tracking your staff’s hours, you need to assess your business goals and needs first. Here are some of the factors you need to consider:

Your Team’s Setup

You need to choose a tool according to the type of team you manage. For instance, if you work in the same office, setting the monitoring system on their phones is quite feasible. On the other hand, if members of your team are scattered around the world, it is best that you choose a task monitoring app that they can install on their computers. Usually, tracking programs designed for PCs have more features that make certain aspects of admin work easier.

Ease of Use

Monitoring apps are supposed to add convenience to your employees—not burden them. So, as much as possible look for a program that can automate the tracking system. All they need to do is log in and the tool should do the rest. Take Traqq as an example. It has an easy-to-use stopwatch that users can run whether they are online or offline. Your employees do not have to be connected to the Internet just to use the tool.

Comprehensive Monitoring Features

If you want to identify strengths and weaknesses in your team, you need a tool with features for tracking time spent on websites, programs, and tasks. The program should tell you the level of activity on the user’s keyboard or mouse. This way, you will know if you’re only paying for the hours and minutes that your employees worked. Moreover, it will help you determine if some team members are overwhelmed with assignments, allowing you to properly delegate tasks.

Flexible and Ethical Tracking

It’s never a delight when you feel like you’re being treated like a prisoner. So, it’s best to use an app that promotes ethical tracking. You should never make your employees feel as if you’re spying on them. With a tool like Traqq, you can assure your team members that all their data will be private and secure. They can rest easy knowing that their personal information won’t get leaked. Moreover, they will have the freedom to manually edit the tracked hours. If they feel like certain screenshots or recorded data should not be included in the report, they will be free to delete them.

When done right, employee tracking can significantly improve a business’ productivity and operations. Of course, this has direct benefits to the company’s profits. As long as you follow the tips we recommended in this article, staff monitoring can be advantageous for both sides—the employees and the management.

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