Best practices for deploying an employee monitoring solution
Implementing an employee monitoring solution can be helpful in resolving productivity and security issues for any size company. To streamline the transition throughout your organization, look to the following set of core best practices:
Introduce the solution to leadership teams and get buy-in on business value
As with any new initiative rollout, it’s essential to get key leadership on board with the solution early on to help drive understanding and adoption throughout the company. Once a decision has been made regarding the nature of the solution you’ll be implementing, brief your executive team and management leadership to help them understand the issues that the solution will resolve, and the business value that will be realized from employee monitoring.
Develop a Computer Use Policy and have all employees sign it
Getting a signed computer use policy from all employees will ensure that there is a company-wide understanding of expectations around the use of company-owned hardware, software, and network infrastructure. A basic computer use policy should include the following:
- General usage – the basic ground rules of your computer policy, such as sending/receiving content, adult content, and personal content
- Monitoring – an outline of how voice and data communications may be monitored
- Security – an overview of expectations around confidentiality and user identity
- Networks – network and Internet usage policies for employees as representatives of the company
- Copyright – guidelines for proper use of copyrighted materials belonging to the company — and to third parties
- Discipline – corrective actions that may be employed for those in violation of the computer use policy
Need help putting together your policy document? Download our free Computer Use Policy Template and customize it to your need.
Train managers on new processes and (if applicable) any new software that will be used
Once the solution is in place, start to work with your Human Resources and IT departments. Train management teams on processes and tools associated with your employee monitoring initiative. If you worked with a partner company to deploy computer monitoring software, arrange to have their sales engineer conduct training on how to use the new system, and how the reporting process works.
Have managers introduce the solution to their teams to drive awareness, share employee benefits, and address concerns
It’s important to give management the information and tools they’ll need to successfully introduce the initiative to the employees on their teams. Consider developing a slide presentation or brief video for them to share that will explain the employee-facing value of monitoring. Managers can explain that employee monitoring is not used for spying on them, but to improve overall security in the company.
Depending upon the organization, benefits for employees may include:
- Improved workplace safety (no access for unauthorized individuals)
- Less opportunity for theft of personal belongings
- Time savings (quicker and easier authorization to enter the building, log into the network, etc.)
- Insight to help you improve your productivity
- Helps managers encourage better work-life balance through network use logs
If an employee has a better idea of how workplace monitoring can help benefit both themselves and the company as a whole, then they are more likely to warm up to the idea of being monitored while they work.
Roll appropriate parts of the solution out in phases across the company
If you’re implementing employee monitoring in an enterprise environment, it’s recommended to stage the rollout of certain components to prevent work slowdowns due to learning curves. It also enables you to receive incremental feedback from managers and staff, and make necessary adjustments and improvements prior to introducing the solution to the next group within the company.
Provide ample, responsive support for users to troubleshoot and resolve issues
Make sure that there is a clear path of communication for both employees and managers who have questions about your employee monitoring initiative. These issues can range from privacy concerns to system troubleshooting. Make sure to identify which members of the leadership team are on point to respond to each type of inquiry.
Gather feedback from managers and employees to help improve the experience
For the first 9-12 months, schedule regular check-ins with managers to gather feedback and work on strategies to address concerns as they arise. Gathering internal input early and often is key to having the smoothest employee monitoring implementation possible, but there will always need to be adjustments, so keep the lines of communication open to your teams.